Understanding Job Analysis and Job Descriptions

Job Analysis

Job analysis is the systematic process of determining the skills, duties, and knowledge required for performing jobs in an organization.

A job consists of a group of tasks that must be performed for an organization to achieve its goals. A position is the collection of tasks and responsibilities performed by one person;

Job analysis is performed on three occasions: (1) when the organization is founded and a job analysis program is initiated for the first time; (2) when new jobs are created; and (3) when jobs are changed significantly as a result of new technologies, methods, procedures, or systems.

The Job Description

The job description is a document that provides information regarding the essential tasks, duties, and responsibilities of the job. The minimum acceptable qualifications a person should possess to perform a particular job are contained in the job specification

Job Analysis Methods

Questionnaires: The job analyst may administer a structured questionnaire to employees, who identify the tasks they perform.

Observation: The job analyst watches the worker perform job tasks and records his or her observations. This method is used primarily to gather information on jobs emphasizing manual skills, such as those of a machine operator.

Interviews: Usually, the analyst interviews the employee first, helping him or her describe the duties performed. Then, the analyst normally contacts the supervisor for additional information, to check the accuracy of the information obtained from the employee, and to clarify certain points.

Employee Recording: In some instances, job analysis information is gathered by having employees describe their daily work activities in a diary or log.

Combination of Methods: Basically, the analyst should use the combination of techniques needed for accurate job descriptions/specifications.

Among the items frequently included in a job description are these:

• Major duties performed
• Percentage of time devoted to each duty
• Performance standards to be achieved
• Working conditions and possible hazards
• Number of employees performing the job, and to whom they report
• The machines and equipment used on the job

Job Identification: The job identification section includes the job title, the department, the reporting relationship, and a job number or code. A good title will closely approximate the nature of the work content and will distinguish that job from others

Date of the Job Analysis: The job analysis date is placed on the job description to aid in identifying job changes that would make the description obsolete. This practice ensures periodic review of job content and minimizes the number of obsolete job descriptions.

Job Summary: The job summary provides a concise overview of the job. It is generally a short paragraph that states job content.

Duties Performed: The body of the job description delineates the major duties to be performed. Usually, one sentence beginning with an action verb (such as receives, performs, establishes, or assembles) adequately explains each duty.

Job Specification: Job specifications should always reflect the minimum, not the ideal qualifications for a particular job. Several problems may result if specifications are inflated.