Importance of job analysis in Human Resources Planning

 



Job analysis works in identifying, compiling, and analyzing three main important components of Job, Job discription, Job Specification, and Job Evaluation.

The Job Analysis process is to conduct a study on the data collected on the job to find out the real human requirement of the Job such as Job activities its attributes and other important tasks required for performing a specific job.

The Job Analysis Process also helps HRM and allows an organization to identify the roadmap of Job progression for an employee and their interest in the opportunities available in the job for career advancement and increased pay and benefits. (Hrhelpboard(2023).

 Job analysis provides full understanding of the nature of the job. It touches multiple key HR functions and helps to draft a proper job description and the job specification. Especially recruitment and selection, training and development, compensation management, performance management, job evaluation etc. specially on the human resources planning and the cadre management.


Job Description

A job description or JD lists the main features of a specific job. The description typically includes the person's main duties, responsibilities, and working conditions. It also includes the job title and to whom the person holding that job has to report.

A job description contains the following components: job title, job purpose, job duties and responsibilities, required qualifications, preferred qualifications, and working conditions.


Below is a list of the most common features including in a job description:

  • Job title.
  • General tasks.
  • Location. Where is the job based? Does the employee sometimes have to work elsewhere?
  • Responsibilities.
  • Immediate boss. To whom the employee reports.
  • Relationships with other people within the organization.
  • Who, if anybody, reports to the person who does the job.
  • Qualifications or skills the person must have.
  • Salary range, commission, bonuses, and other perks.
  • Special demands. The description should inform if, for example, the job involves heavy lifting or exposure to extreme temperatures. Extensive travel and prolonged standing, for example, are also special demands.
  • Goals and objectives. The description may also include goals that the employee should aim for in the future.
  • Candidate temperament. The employer needs to explain what type of personality succeeds in that job. Also, what type of person succeeds in the organization.

Job Specification


A statement that expresses the minimum qualification and qualities required, for the performance of a particular job is known as Job Specification. It is also termed as Man Specification or Person Specification or Employee Specification

Job Evaluation

Job evaluation is a systematic process of assessing the value of jobs in an organization in order to determine the worth of individual jobs and the compensation to be paid to employees who hold those jobs. The purpose of job evaluation is to ensure that employees are paid fairly for the work they do. (Quite Genius, 2023)

Apat fro the main areas of the job analysis, the below are also considered.

Personal Requirements, Worker Trainings, Performance appraisal, Worker mobility

Efficiency,  Health and Safety, Workforce planning, Legal requirements.


Job Specification

A statement that expresses the minimum qualification and qualities required, for the performance of a particular job is known as Job Specification. It is also termed as Man Specification or Person Specification or Employee Specification

Job Evaluation

Job evaluation is a systematic process of assessing the value of jobs in an organization in order to determine the worth of individual jobs and the compensation to be paid to employees who hold those jobs. The purpose of job evaluation is to ensure that employees are paid fairly for the work they do. (Quite Genius, 2023)

Apat fro the main areas of the job analysis, the below are also considered

Personal Requirements

Worker Trainings

Performance appraisal

Worker mobility

Efficiency

 Health and Safety

Workforce planning

Legal requirements


Theories applicable to job analysis

 

The below motivational theories to be used when preparing job description, job specification and the job evaluation.


Maslow's Hierarchy of Needs

 

Needs lower down in the hierarchy must be satisfied before individuals can attend to needs higher up. From the bottom of the hierarchy upwards, the needs are: physiological, safety, love and belonging, esteem and self- actualization. This five-stage model can be divided into deficiency needs and growth needs. (McLeod.S,2018),

 

Motivation-Hygiene Theory,

 

Factors for satisfaction: Achievement, Recognition, The work itself, Responsibility, Advancement, Growth.

Factors for dissemination: Company policies, Supervision, Relationship with superior and peers, work condition, salary, status, security.

             

Job Characteristics Model,

 

The job characteristics model uses job design to make jobs better. Jobs are broken down into specific tasks, and employees receive authority to carry those tasks out. This autonomy gives employees more control over their work environment and increases their job satisfaction.



Conclution 


Job analysis plays a major role in human resources planning. According to the manpower planning the required job roles are decided according to the size of the organization. The individual job role has to determine what are the duties, responsibilities, reporting lines etc. assigned. Also, what the required qualification, compensation aligning in each job role. It has to be evaluated in periodically ascertain the requisite in each job role is maintained.


Referance


AIHR(2023), [online]https://www.aihr.com, Accessed on (4.4.2023)

Hrhelpboard(2023),[online]https://www.hrhelpboard.com/performance-management/job-analysis.htm, Accessed on (4.4.2023)

Indeed(2023),[online]https://www.indeed.com/career-advice/career-development/herzberg-theory,availabe, Accessed on (4.4.2023)

McLeod.S (2018), [online] Maslow's Hierarchy of Needs (canadacollege.edu), Accessed on (4.4.2023)

MBN(2023),[online]https://marketbusinessnews.com/financial-glossary/job-description, Accessed on (4.4.2023)

Quite Genius, 2023, [online] https://www.quitgenius.com/hr-glossary/job-evaluation, Accessed on (4.4.2023).

Comments

  1. Manoj Fernando4 April 2023 at 22:27

    Job descriptions also had some disadvantages, including rigidity and a lack of flexibility, incompleteness and ambiguity, a narrow view of employee capabilities, potential legal risks, a detrimental effect on employee motivation, and a failure to align with organizational needs. It is vital to use job descriptions carefully.

    ReplyDelete
  2. Hansika Edirimanna5 April 2023 at 09:01

    The article provides a clear and concise overview of job analysis, including its key components such as job description, job specification, and job evaluation. It highlights the importance of job analysis in various HR functions, such as recruitment and selection, training and development, compensation management, and performance management.

    It is good to see that the article also covers additional areas that are considered during job analysis, such as personal requirements, worker training, performance appraisal, worker mobility, efficiency, health and safety, workforce planning, and legal requirements. This shows that job analysis is a comprehensive process that takes into account various factors that affect the job and the employee.

    ReplyDelete
    Replies
    1. Chamara Liyanaarachchi16 April 2023 at 06:02

      Hi Hansika, thank you for the comments and highlighting the key areas of the article and detailing the importance of the relevant areas of job analysis.

      Delete
  3. Charith Mudalige12 April 2023 at 21:13

    Developing Job Descriptions: Job analysis provides HR with the information needed to develop accurate and detailed job descriptions. This helps to ensure that job duties and requirements are clearly defined and communicated to potential candidates.

    ReplyDelete
    Replies
    1. Chamara Liyanaarachchi16 April 2023 at 05:58

      Hi Charith, Thank you so much for the comments on the article.

      Delete
  4. Kasun Renuka17 April 2023 at 04:22

    A job analysis leads to a wealth of information about a specific job. After the completion of the data-gathering for analysis of job competencies which planned to recruit future. Nowadays most companies are utilizing many duties and responsibilities of resigned employees to others. But if the HR department can justify the matter and allocate or hire a new person to a specific job role would be a great achievement. what do you think about it?

    ReplyDelete

Post a Comment

Popular posts from this blog

Unconscious Bias in the Workplace

Image
Hewitt.H . (2023),  What Is Unconscious Bias? Unconscious biases are social stereotypes about certain groups of people that individuals form outside their own conscious awareness. Everyone holds unconscious beliefs about various social and identity groups, and these biases stem from one's tendency to organize social worlds by categorizing. When it comes to unconscious bias in the workplace, complacency is not an option. Unconscious Biases can impact recruitment, turnover, morale, productivity, and company culture. Reducing unconscious bias in your workplace requires consistent effort. As a Manager or HR Professional, you may not be sure where to start. Unconscious Bias training is not a final solution to eliminating it from your workplace. However, if done well, Unconscious Bias Training can plant seeds in your trainee’s mind to help them build awareness and mindfulness around their internal biases. Below are some things to consider when providing a baseline understan...
Read more

HR Role in Team / Group Development

Image
  What is a Team? A team is defined as "a group of people working together towards a common goal." A team comprises individuals who are willing to put aside their differences to achieve something bigger than themselves. This is where the idea of 'team building' comes from. Tuckman’s Teamwork Theory Tuckman’s model is significant because it recognizes the fact that groups do not start off fully-formed and functioning. He suggests that teams grow through clearly defined stages, from their creation as groups of individuals, to cohesive, task-focused teams. ( The happy manager, 2023)   Five Stages of Team Building/ Development According to Bruce Tuckman's Model for Team Development, any team goes through these five stages: Forming, Storming, Normalizing, Performing and Adjourning. These stages are used to describe how teams develop and perform. This is particularly useful for sports teams and applies to other groups such as businesses, families and even fr...
Read more

Employee motivation through the Job Design

Image
  Job design has never been more relevant. Jobs are changing faster than ever, and new jobs are invented every day. In this article, we will explain the basics of job design and how it can lead to jobs that add value to the organization while being motivating and fun for the employee. We also offer a proven and science-based framework that helps in designing better jobs. (aihr.2023)   What is the job design theory? Job Design is a psychological theory of motivation that is defined as  the systematic and purposeful allocation of tasks to groups and individuals within an organization. The five core characteristics of job design are skill variety, task identity, task significance, autonomy, and job.   What are the benefits of the job designs? The proper job design takes place the following are the results of benefits in HRM perspective. §   higher productivity and quality of work, §   leading to higher job satisfaction, §   lower absence and lo...
Read more