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How to Perform a Job Analysis

Every company has different positions that are going to have to be filled in by the best candidates. If ever there’s a particular position that’s open, then it’s up to those in Human Resources and management to find the people who are well-suited for them. And there are a lot of people out there who are more than willing to become candidates.

However, you can’t really hire a person for a position if you don’t even know what qualifications the position being offered requires. This is why this article will teach you how to do a proper job analysis that will help you identify a particular job’s duties and requirements.

Steps in doing a job analysis

Job analysis is the process of collecting information related to various aspects of a particular job. So if you would like to learn how to do a proper job needs analysis, then follow these steps to help you:

Information collection

This is the first step of job analysis where you collect the required information related to the various aspects of a particular job. This kind of information can be obtained through different methods such as interviews, observations, questionnaires, or even critical incidents. It is associated with the preparation of plans and program outlines as well as the assignment of responsibilities.

Go over background information

This is the step where the information that was previously gathered is then reviewed to create organizational charts, the current position descriptions and specifications, and the manual charts and processes. All of these are used to help perform a detailed assessment of any kind of job.

Selection of representative position to be analyzed

Analyzing every single job one at a time is a process that’s both complex and time-consuming. This is the reason why only a representative sample of jobs is selected for the purpose of doing a detailed analysis. In this step, the job analyst can create an investigative report so that he or she can determine which organization managers or employees are going to require a job analysis. He or she should also determine the purpose as to why a certain job has to be analyzed in the first place.

Analysis of job through collection of data

During this phase of the job analysis process, a job analyst obtains all of the necessary data that’s related to the jobs that need to be analyzed. This kind of information is collected through the activities of the job, required employee behaviors, working conditions, the qualities and human traits of ideal candidates, abilities required to perform the job, and various other aspects of the positions being analyzed. This data can be collected through observations, questionnaires, or interviews.

Develop the job description

This is the step of the job analysis where you’re going to create the job description based on all of the information that you were able to collect from the previous steps. This is the written statement template that describes all of the prominent characteristics of the job along with its duties, location, and the degree of risk that’s involved.

Develop job specification

This is the last step of the job analysis process where a detailed specification work statement is prepared to show the minimum qualifications of the job that needs to be filled. This is basically a summary of the personal qualities, traits, knowledge, and background required to perform the specific tasks of a particular job. It also involves the physical and psychological attribute of the person that wishes to apply for it.

Do I need a consultant for job analysis?

You don’t really need to have a consultant during the job analysis. However, consultants may just provide you with a more independent and unbiased analysis of the job that you wish to open up for hire. Their analysis may not be affected by the internal politics of the organization. Also, you may need the services of a consultant in the event that you’ll have to do your analysis in a relatively short period of time. A consultant in this situation would be better able to concentrate on the job analysis task as their main function while employees continue to perform their regular duties and responsibilities for the company.

Positives and negatives of job descriptions

An employee job description is a written statement template that describes the duties and responsibilities, as well as the required qualities and qualifications, needed for a particular job or position. The description is based on objective information obtained through a proper job analysis, an understanding of the skills and abilities required to take on the job’s duties and responsibilities, and the needs of the organization. Basically, what a job description does is spell out all of the responsibilities of a particular job. Here are some positives and negatives that will help you determine the value of a good job description:

Positives

Overall, you need to make a job description that allows you to inform, communicate, and align performance without damaging speed, flexibility, and customer satisfaction.

Negatives

If you would like to learn more about job analyses, such as how to conduct one with a job analysis template, then you can go through our other available articles for more information.

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