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Job Analysis Must Relate
Every Aspect of the Job and
the Qualities of Your Employees
to Organizational Productivity

Some explain this in terms of the behaviors expected of employees demonstrating that they are performing their jobs well.

In conducting the analysis you need to have a good understanding about each and every job in the organization, how each job is organized, and the environment under which it is performed.

Objectives or Purposes of Job Analysis
Conducting this analysis provides support for the accomplishment of your organization’s strategic business objectives.

The list of objectives will include the following:

1. To assist in the preparation of up-to-date job description and job specification
2. To ensure effectiveness of recruitment exercises
3. To aid in the formulation of an effective performance management system

With reference to recruitment, Wikipedia states that

"the main purpose of conducting job analysis is to prepare job description and job specification which in turn helps to the hire right quality of workforce..."

It must also meet your employees' needs. This is shown by the way how job analysis can assist in designing a good performance management system.

Components of Job Analysis

• Job contents comprising of the duties and responsibilities of the job. This is related to job description.
  
• Job requirements which identity the qualifications, knowledge, skills and characteristics / personality requirements by employees in order to perform the job well. This is usually stated under job specification.
  
• Job context
  This comprises of reporting relationships, degree of autonomy given to employees, budgetary responsibilities, and physical requirements, among others.
  
• The work processes and procedures

Such analysis involves looking into every employee's duties and responsibilities, the working conditions, the support services and tools provided, inter- and intra-relationships and the knowledge and skills required by the employee to perform the job well.

Thus,

• Information about the job and all other relevant matters is gathered and collated
  
• The information is analyzed and recorded to facilitate better understanding and decision making.
  
• The information obtained is used to rectify any weakness or to make plans for improvement
  

Information is gathered by:

• Conducting personal interviews
  
• Examining files and documents
  
• Observation of the job being carried out in real time
  
• Discussion with employees' superiors
  
• Referring to outside parties who have dealings with the organization such as customers and suppliers
  
• Holding focus groups discussions
  

Choose the method best suited to your organization's activities.

Find out the answers to the following questions with respect to each job.

1. Why does the job exist?
2. What are the physical and mental requirements of the job?
3. When, where and how is the job to be performed?
4. What are the qualifications required for the job? (Part of job specification)
5. What are the working conditions?
6. What is the machinery or equipment required to effectively perform the job?
7. What is considered successful performance?

Relationship with Job Description
Job description are written statements that provide the basis why jobs exist. They need constant updating since they only reflect the characteristics of the jobs at a certain point in time.

The components of a job description are:

• Job Title
• Job summary
• Duties and responsibilities (stated above)
• Relationships
• Know–how or problems solving skill required
• Accountability
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• Authority given to the job holder
• Special circumstances such as risky or hazardous working environment
• Required Performance standards and performance measures such as key performance indicators (KPIs)
• Trade union or association memberships allowed or required

Well-drafted job descriptions help you in improving your recruitment process.


Ultimate Objective of Analysis
Analysis of every job is conducted for the purpose of determining whether or not the job, its characteristics, the conditions under which it is performed and the supports provided to the employee contribute to organizational productivity.

It will also show whether you need to combine certain jobs, whether certain jobs need reclassification, and so on.

In other words, job analysis must form part of the "must do" list in strategic human resource management.

The criteria used in job analysis must relate to job performance. Please click for an article how this is so.
(http://accel-team.com/job_interviews/job_selct_interviews_02.html)

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