A job analysis is an in-depth study of the tasks, responsibilities, skills and soft skills needed to perform a job successfully. The job analysis should be conducted as the first step in the recruiting process. Writing the analysis helps you clarify your needs and expectations. It also pulls together the information you will need to write a good job description. To analyze the job, make a list of the tasks that you will expect the new hire to perform, and be clear about what you hope to achieve by having someone do these tasks.
For each task, identify and list the skills, training, abilities and soft skills needed to perform the task. But the devil is in the details. Be clear about how that work will need to be done. Will the employee need computer skills? Will he or she have to take care of orders that come in through an online shopping cart as well as over the phone? Will the employee have to pack up and ship the orders as well? If so, will they have to lift anything heavy? What about answering questions about your products and services if customers call in or replying to email inquiries or customer complaints?
Will the person you hire need excellent spelling and grammar skills? Will they also be expected to update spreadsheets, manage your appointments, and make arrangements for travel and meetings? This segment should include frequency, duration, effort, skill, complexity, equipment, standards, etc. This segment identifies the working environment of a particular job. This may have a significant impact on the physical requirements to be able to perform a job. Tools and Equipment:.
Some duties and tasks are performed using specific equipment and tools. These items need to be specified in a Job Analysis. The hierarchy of the organization must be clearly laid out. The employees should know who is under them and who they have to report to. The knowledge, skills, and abilities required to perform the job should be clearly listed. There are several ways to conduct a job analysis, including: interviews with incumbents and supervisors, questionnaires structured, open-ended, or both , observation, critical incident investigations, and gathering background information such as duty statements or classification specifications.
The following are the benefits of job analysis. Organizational structure and design Job analysis helps the organization to make suitable changes in the organizational structure, so that it matches the needs and requirements of the organization. Duties are either added or deleted from the job. Recruitment and selection Job analysis provides information about what the job entails and what human characteristics are required to perform these activities.
This information, in the form of job descriptions and specifications , helps management decide what sort of people to recruit and hire. Based on the job requirements identified in the job analysis, the company decides a training program. Training is given in those areas which will help to improve the performance on the job. Similarly when appraisal is conducted we check whether the employee is able to work in a manner in which we require him to do the job. Job evaluation Job evaluation refers to studying in detail the job performance by all individual.
The difficulty levels, skills required and on that basis the salary is fixed. Information regarding qualities required, skilled levels, difficulty levels are obtained from job analysis. Promotions and transfer When we give a promotion to an employee we need to promote him on the basis of the skill and talent required for the future job. Similarly when we transfer an employee to another branch the job must be very similar to what he has done before.
To take these decisions we collect information from job analysis. Career path planning Many companies have not taken up career planning for their employees. This is done to prevent the employee from leaving the company. When we plan the future career of the employee, information will be collected from job analysis. Hence job analysis becomes important or advantageous. Labour relations When companies plan to add extra duties or delete certain duties from a job, they require the help of job analysis, when this activity is systematically done using job analysis the number of problems with union members reduce and labour relations will improve.
Health and safety Most companies prepare their own health and safety , plans and programs based on job analysis. From the job analysis company identifies the risk factor on the job and based on the risk factor safety equipments are provided. Acceptance of job offer Search this site.
When performed by an employee in an exchange for pay, a job consists of duties, responsibilities, and tasks performance elements that are 1 defined and specific, and 2 can be accomplished, quantified, measured, and rated. Job Analysis Job analysis, contains a simple term called "analysis", which means detailed study or examination of something job in order to understand more about it job.
The intention behind job analysis is to answer questions such as: what is the need of the job to exist? The next step is gathering job duty details through a variety of sources. Internal sources of information include existing job descriptions, job ads posted in the past, performance plans, employee training materials and any Human Resources documentation available.
Information about the job is also available from industry data, subject matter experts, performance standards, online staffing resources, job ads and occupational studies. In other words, any and all forms of applicable resources are used. Develop standardized criteria for job evaluation. Select a group of employees who are currently doing the kind of work that must be managed by new employees.
It is important to use standardized criteria that is developed based on the information previously gathered. The size of the sample varies depending on the complexity of the job. Demographic data is collected in various ways. The sample job holders can be asked to maintain a performance log for assessment, noting how things like past experience has been useful in certain situations. One of the best ways to gather demographic data is through structured interviews.
The job holders are asked the same questions about the job, and the questions are asked in the same order. All employee answers collected through any collection method should follow a structured approach and answers evaluated against standardized criteria. Supervisors can add more information about job requirements, goals and objectives and the contributions to unit and organizational success.
The supervisor also has firsthand knowledge of employees who were unable to succeed, those who performed beyond expectations and the relationship of the job to team efforts. Once again, consistency when interviewing, if more than one supervisor is involved, is important.
The information gathered at this point is more strategic. For example, the big picture is that a call center position is critical for maintaining a positive brand reputation with customers. By this step, a large amount of information and data has been gathered. Now it is time to develop a list of competencies the employee needs for job success.
Job competencies are defined behaviors that can be measured to determine how well an individual will perform once employed. The difference between the expected and actual output determines the level of training that need to be imparted to employees. It also helps in deciding the training content, tools and equipments to be used to conduct training and methods of training. Compensation Management: Of course, job analysis plays a vital role in deciding the pay packages and extra perks and benefits and fixed and variable incentives of employees.
After all, the pay package depends on the position, job title and duties and responsibilities involved in a job. The process guides HR managers in deciding the worth of an employee for a particular job opening. Job Designing and Redesigning: The main purpose of job analysis is to streamline the human efforts and get the best possible output.
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