Job Analysis.pptx human resources management

Job analysis in human resources management

1. JOB ANALYSIS Job analysis is  the process of gathering and analyzing information about the content and the human requirements of jobs, as well as, the context in which jobs are performed . Job analysis is a systematic exploration of the activities within a job. A process of obtaining all pertinent (relevant) job facts . The immediate product of this analysis are job description and job specification.

2. Job Analysis in Human Resource Management:

3. Introduction   Job analysis in Human Resource Management (HRM)  is very crucial. It involves systematically gathering and analyzing information about job roles and responsibilities within an organization. Job analysis helps develop job descriptions, determine job specifications, set performance standards, and establish training and development programs. 

4. Concepts & Related terms of Job Analysis  Job analysis in HRM  encompasses key concepts essential to understanding its process and outcomes. These concepts include: Job:  A specific organizational position or role with distinct tasks and responsibilities. Task:  The smallest unit of work performed within a job. It refers to a specific action or activity that contributes to completing a job. Duty:  A collection of related tasks that form a significant part of a job. Responsibility:  The obligation (compulsion) to perform specific tasks and be accountable for the outcomes. Qualification:  The knowledge, skills, abilities, and attributes (features or qualities) required to perform a job effectively.

5. Factors to be Considered in the Collection of Job Analysis Data  Job Context:  The environment and conditions in which the job is performed. This includes physical surroundings, work schedules, and organizational culture. Job Relationships:  The interactions and relationships with other job positions. This includes collaboration, reporting relationships, and communication channels. Job Requirements:  The skills, qualifications, and competencies (right skill & abilities) needed to perform the job effectively. This includes educational background, certifications, and specialized knowledge.

6. Importance of Job Analysis  Recruitment and Selection:  Job analysis helps identify the qualifications and skills required for a particular job. This information facilitates the recruitment and selection process by ensuring that suitable candidates are hired. Training and Development:  Job analysis provides insights (understanding) into the skills and knowledge needed to perform a job effectively. This helps in designing training programs that address specific job-related competencies. Performance Appraisal:  Clear job descriptions and specifications derived from job analysis serve as the basis for evaluating employee performance. Career Planning:  Job analysis helps individuals understand the requirements and expectations of various organizational jobs. This knowledge aids in career planning and development. Job Design:  Job analysis helps design jobs that are meaningful, challenging, and aligned with organizational objectives.

7. Job Analysis Information and Its Sources  Employees:  Employees can provide valuable insights into their job roles and responsibilities through interviews, questionnaires, or surveys. Supervisors and Managers:  Supervisors and managers have firsthand knowledge of the tasks and requirements of the jobs they oversee. Job Analysis Experts:  HR professionals or external consultants specializing in job analysis can provide expert guidance and support. Existing Documentation:  Job descriptions, performance records, and other existing documents within the organization can serve as sources of information.

8. Process of Job Analysis  Defining the Objectives:  Before conducting a job analysis, it is essential to define the objectives clearly. Determine the purpose of the analysis, whether it is for recruitment, training, performance management, or any other HR function. This step helps in guiding the entire process. Gathering Job Data:  The next step is to gather data about the job through various methods such as interviews, questionnaires, observation, and analyzing job performance data. This data collection process helps identify the tasks, duties, responsibilities, and required competencies associated with the job. (KRA)

9. 3.Analyzing Job Data:  Once the data is collected, it needs to be analyzed to identify the critical elements of the job. This analysis involves identifying the essential functions, skills, knowledge, and qualifications (KSA) required to perform the job effectively. 4.Documenting Job Descriptions and Specifications:  Job descriptions and specifications are created based on the analyzed data. A job description provides a detailed job overview, including its title, summary, duties, responsibilities, and reporting relationships. Job specifications outline the required qualifications, skills, experience, and competencies needed for the job.

10. 5.Validation and Review: To ensure accuracy and relevance, key stakeholders, including supervisors and employees, should validate and review the job descriptions and specifications. This step helps make necessary revisions or updates to reflect changes in the job role or organizational requirements.

11. Job Description and Job Specification Job Analysis is a primary tool to collect job-related data. The process results in collecting and recording two data sets including  job description  and  job specification . Any job vacancy can not be filled until and unless HR manager has these two sets of data. It is necessary to define them accurately in order to fit the right person at the right place and at the right time. This helps both employer and employee understand what exactly needs to be delivered and how. Job analysis is a basic technical procedure , one that is used to define the duties , responsibilities and accountabilities of a job

12. Job Description Job description includes basic job-related data that is useful to advertise a specific job and attract a pool of talent. It includes information such as job title, job location, reporting to and of employees, job summary, nature and objectives of a job, tasks and duties to be performed, working conditions, machines, tools and equipments to be used by a prospective worker and hazards (dangers & risks) involved in it.

13. Purpose of Job Description The main purpose of job description is to  collect job-related data  in order to advertise for a particular job. It helps in attracting, targeting, recruiting and selecting the right candidate for the right job. It is done to determine what needs to be delivered in a particular job. It clarifies what employees are supposed to do if selected for that particular job opening. It gives recruiting staff a clear view what kind of candidate is required by a particular department or division to perform a specific task or job. It also clarifies  who will report to whom .

14. Job Specification Also known as employee specifications, a job specification is a written statement of educational qualifications, specific qualities, level of experience, physical, emotional, technical and communication skills required to perform a job, responsibilities involved in a job and other unusual sensory demands. It also includes general health, mental health, intelligence, aptitude, memory, judgment, leadership skills, emotional ability, adaptability, flexibility, values and ethics, manners and creativity.

15. Purpose of Job Specification J ob specification helps candidates analyze whether are eligible to apply for a particular job vacancy or not . It helps recruiting team of an organization understand what level of qualifications, qualities and set of characteristics should be present in a candidate to make him or her eligible for the job opening. Job Specification gives detailed information about any job including job responsibilities, desired technical and physical skills, conversational ability and much more. It helps in selecting the most appropriate candidate for a particular job.

16. Job description and job specification are two integral parts of job analysis. They define a job fully and guide both employer and employee on how to go about the whole process of recruitment and selection.  Both data sets are extremely relevant for creating a right fit between job and talent , evaluate performance and analyze training needs and measuring the worth of a particular job.

17. JOB ENLARGEMENT Job enlargement is a job design technique wherein there is an increase in the number of tasks associated with a certain job. In other words, it means increasing the scope of one’s duties and responsibilities. The increase in scope is quantitative in nature and not qualitative and at the same level. Job enlargement is a horizontal restructuring method that aims at increase in the workforce flexibility and at the same time reducing monotony that may creep up over a period of time. It is also known as horizontal loading in that the responsibilities increase at the same level and not vertically.

18. Job Enrichment - Meaning and its Benefits Organizations are increasingly facing the heat of attrition, which is not good to health of the same. Lots of time, money and resources are spent into training an individual for a particular job and when he/she leaves the return on that investment equals null. Often it is not for the money that people leave; that may be the reason with the frontline staff but as we move towards the upper levels of organizational hierarchy, other reasons gain prominence. Many of those who quit their jobs complain of their jobs as uninteresting!

19. only 13% of employees are engaged in their work . What’s more, the same survey revealed that very few employees are psychologically committed to what they’re doing and making positive contributions to their organizations. This suggests  there is a pressing need for organizations to look for new ways to increase employee satisfaction and engagement.  One such method is job enrichment. Job Enrichment is the process of increasing skill variety, assigning extra responsibilities to a role, adding meaning to jobs, creating autonomy,   and   giving feedback.

20. Job enrichment is a strategy used to motivate employees by giving them increased responsibility and variety in their jobs. Managers who focus on job enrichment focus on creating jobs with meaning.  The aim is to create a  healthy work environment  and  employee work-life balance  that  intrinsically motivates employees . Note: Intrinsic motivation is defined as the doing of an activity for its inherent satisfaction rather than for some separable consequence. When intrinsically motivated, a person is moved to act for the fun or challenge entailed rather than because of external products, pressures, or rewards.

21. Techniques of Job Analysis  Interviews:  Conduct structured interviews with employees and supervisors to gather detailed information about job tasks, responsibilities, and requirements. Questionnaires:  Distributing questionnaires or surveys to employees to collect standardized responses about their job tasks, duties, and competencies. Questionnaires can be helpful when analyzing many job roles simultaneously and help obtain quantitative data.

22. 3.Observation:  Observing employees while performing tasks to gain insights into job requirements, work processes, and environmental factors. This technique helps capture real-time information and understand the job’s practical aspects. 4.Job Performance Data Analysis:  Analyzing job performance data, such as productivity metrics, error rates, or customer feedback, to identify the key tasks and competencies associated with successful job performance. This technique provides objective data for job analysis.

23. Uses of Job Analysis  Recruitment and Selection:  Job analysis information guides the creation of job advertisements, selection criteria, and interview questions. Training and Development:  Job analysis identifies the skills and knowledge needed for effective training program design. Job Evaluation and Compensation:  Job analysis helps determine the relative worth of organizational jobs and establish equitable compensation structures. Performance Management : Clear job descriptions and specifications derived from job analysis serve as the basis for setting performance standards and evaluating employee performance.

24. Conclusion/Summary    Job analysis in HRM  is a critical process in HRM that helps organizations understand job roles, responsibilities, and requirements. It facilitates effective recruitment, selection, training, performance management, and career development. By conducting a thorough job analysis, organizations can align their human resources with organizational goals, ensuring optimal performance and success.