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An in-depth understanding of job analysis, a crucial tool in personnel management. Learn about the process, outcomes, and advantages of job analysis, including job descriptions and job specifications. Discover how job analysis helps in recruitment, selection, training, compensation, performance appraisal, and more.
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1. Job analysis is primary tool in personnel management. In this method, a personnel manager tries to gather, synthesize and implement the information available regarding the workforce in the concern. A personnel manager has to undertake job analysis so as to put right man on right job.
There are two outcomes of job analysis :
The information collected under job analysis is:
Advantages of Job Analysis
The Job; not the person An important concept of Job Analysis is that the analysis is conducted of the Job, not the person. While Job Analysis data may be collected from incumbents through interviews or questionnaires, the product of the analysis is a description or specifications of the job, not a description of the person.
Purpose of Job Analysis
The purpose of Job Analysis is to establish and document the ' job relatedness ' of employment procedures such as training, selection, compensation, and performance appraisal.
Determining Training Needs Job Analysis can be used in training/"needs assessment" to identify or develop:
training content assessment tests to measure effectiveness of training equipment to be used in delivering the training methods of training (i.e., small group, computer-based, video, classroom...)
Compensation Job Analysis can be used in compensation to identify or determine:
skill levels compensable job factors work environment (e.g., hazards; attention; physical effort) responsibilities (e.g., fiscal; supervisory) required level of education (indirectly related to salary level)
Selection Procedures Job Analysis can be used in selection procedures to identify or develop:
job duties that should be included in advertisements of vacant positions; appropriate salary level for the position to help determine what salary should be offered to a candidate; minimum requirements (education and/or experience) for screening applicants; interview questions; selection tests/instruments (e.g., written tests; oral tests; job simulations); applicant appraisal/evaluation forms; orientation materials for applicants/new hires
Duties and Tasks The basic unit of a job is the performance of specific tasks and duties. Information to be collected about these items may include: frequency, duration, effort, skill, complexity, equipment, standards, etc. Environment This may have a significant impact on the physical requirements to be able to perform a job. The work environment may include unpleasant conditions such as offensive odors and temperature extremes. There may also be definite risks to the incumbent such as noxious fumes, radioactive substances, hostile and aggressive people, and dangerous explosives. Tools and Equipment Some duties and tasks are performed using specific equipment and tools. Equipment may include protective clothing. These items need to be specified in a Job Analysis. Relationships Supervision given and received. Relationships with internal or external people. Requirements The knowledge, skills, and abilities (KSA's) required to perform the job. While an incumbent may have higher KSA's than those required for the job, a Job Analysis typically only states the minimum requirements to perform the job.
4 .A personnel manger carries analysis in two ways :
a. Job description b. Job specification
JOB DESCRIPTION is an organized factual statement of job contents in the form of duties and responsibilities of a specific job. The preparation of job description is very important before a vacancy is advertised. It tells in brief the nature and type of job. This type of document is descriptive in nature and it constitutes all those facts which are related to a job such as :
Advantages of Job Description
Advantages of Job Specification
From the above advantages, we can justify the importance of job analysis and its related products. Both job descriptions as well as job specification are important for a personnel manager in personnel management function. Therefore, job analysis is considered to be the primary tool of personnel management.