HRM 1 Human Resource Management Week 7-8 Lesson.pdf

HRM 1 Human Resource Management Week 7-8 Lesson.pdf

1. Job
Analysis HRM 1

2. Job Analysis
Job analysis is the systematic study of a job that aims to
understand it in detail. It identifies what tasks need to be
done, how these tasks are performed, and why they are
done, which is usually to support business goals or solve
specific problems. Job analysis also determines what
qualifications a person needs to do the job successfully,
such as skills, certifications, education, and even
personality traits.

3. Who conducts Job Analysis?
HR Department / HR Specialists: Usually lead the job
analysis process. They create questionnaires, conduct
interviews, and compile job descriptions and specifications.
Supervisors / Managers: Provide detailed insights into
what the job actually requires since they directly oversee the
employees.
Job Incumbents (Employees Currently Doing the Job): Share
first-hand experience about daily tasks, tools, challenges,
and responsibilities.

4. Who conducts Job Analysis?
External Job Analysts / Consultants: Sometimes
companies hire outside experts to conduct job analysis,
especially if they need a fresh, unbiased view or have no
internal HR team.
Combination of All: The best job analysis uses input from HR
+ Supervisors + Employees, giving a complete and
accurate picture. Example: HR collects employee
questionnaires, managers confirm responsibilities, and HR
finalizes the job description.

5. Methods of Job Analysis
Observation
HR watches employees do their work to see what tasks they
perform and what tools they use.
Interview
HR asks employees and supervisors about their job tasks, tools,
and challenges.
Questionnaire
Employees fill out a form describing their tasks, skills, and how
much time they spend on each.

6. Methods of Job Analysis
Work Diary / Log
Employees write down their daily or weekly tasks and
time spent.
Combination Method
HR uses two or more methods together to get a complete
picture of the job. Example: For a Cybersecurity Analyst,
HR observes them during a security drill, interviews them
about their process, and reviews past incident reports.

7. Importance of Job Analysis
Basis for Recruitment & Selection
Job analysis gives HR and hiring managers a clear picture of what
the job actually requires so they can write accurate job postings
and select the right candidates. It specifies the technical skills,
certifications, and experience needed for the job.
Training & Development
Job analysis identifies the skills and knowledge gaps among
employees and helps create focused training programs. This ensures
employees are always up-to-date with new technologies, tools, or
industry best practices.

8. Importance of Job Analysis
Performance Appraisal
Job analysis provides clear performance standards and
measurable indicators to evaluate employee success. This makes
performance reviews objective and fair, as employees are assessed
based on the duties and expectations already documented.
Compensation Decisions
By analyzing the complexity, responsibility, and risks of each job, HR
can ensure fair and competitive pay structures. Jobs that require
higher expertise, decision-making, or problem-solving get
appropriately higher salaries.

9. Importance of Job Analysis
Legal Compliance
A well-conducted job analysis ensures that job requirements are
fair, non-discriminatory, and legally defensible. This protects
the company from lawsuits related to unfair hiring or promotion
decisions.
Example: If an applicant claims they were unfairly rejected for an IT
position, the company can present the job specification that clearly
states a Cisco Certification (CCNA) is required, proving that the
hiring decision was based on objective job-related criteria.

10. JOB
DECRIPTION
A job description is a written statement that explains what
a job is all about — it focuses on the job itself (not the
person). It describes what tasks need to be done, who the
employee reports to, where the job is done, and what is
expected from the worker.

11. What It Is: The official name of
the job position.
Why It Matters: Identifies the
job clearly and avoids confusion.
Example: Network Administrator,
Help Desk Technician, Software
Engineer.
Job Title

12. What It Is: A list of main tasks the
employee is expected to perform.
Why It Matters: Shows employees
what they are accountable for.
Example: “Install and configure
computer networks,” “Provide
technical support to users,” “Test
and debug software applications.”
Duties &
Responsibilities

13. What It Is: Indicates who the
employee reports to (supervisor
or manager) and whether they
supervise others.
Why It Matters: Makes it clear
who gives instructions and who
evaluates performance.
Reporting
Relationships

14. What It Is: Describes where and
how the work is done, including
equipment or tools required.
Why It Matters: Prepares
employees for physical
conditions, schedules, or special
requirements.
Work Environment
& Tools Used

15. What It Is: States the level
of performance expected
from the employee.
Why It Matters: Provides a
clear benchmark for
measuring success.
Performance
Standards

16. JOB
SPECIFICATION
A job specification describes the ideal person who
should fill the position — focusing on qualifications,
experience, skills, knowledge, and personality traits
required for success.

17. Requirement: The minimum level of
education needed, such as a high
school diploma, vocational course,
or college degree.
Why it Matters: Ensures the
applicant has the basic knowledge
and foundation to perform the job
effectively.
Education

18. Requirement: The amount and
type of work experience expected,
if any.
Why it Matters: Experience shows
that the person has already
applied their skills in real-life
situations and can work with
minimal supervision.
Experience

19. Requirement: The specific
abilities needed to perform the
job well, which may include both
technical skills and soft skills.
Why it Matters: Skills directly
affect how effectively a person
can complete tasks.
Skills

20. Requirement: The essential
information or understanding the
applicant must have about
processes, tools, or industry
standards.
Why it Matters: Knowledge helps
employees perform tasks correctly
and follow proper procedures.
Knowledge

21. Requirement: The personality traits,
attitudes, and behaviors that make
someone a good fit for the job and
workplace culture.
Why it Matters: Good personal
attributes make employees reliable,
productive, and easier to work with.
Personal
Attributes

22. Conclusion
Job analysis is an essential process that helps organizations
clearly understand what a job involves and what type of person is
best suited for it. Through job descriptions, it defines the tasks,
responsibilities, and work environment, while job specifications outline
the required education, skills, experience, and personal attributes. This
information is crucial for recruitment, training, performance evaluation,
fair compensation, and legal compliance. Overall, job analysis
ensures that the right people are matched with the right jobs,
leading to higher efficiency and organizational success.