A job analysis is the process used to collect information about the duties, responsibilities, necessary skills, outcomes, and work environment of a particular job. You need as much data as possible to put together a job description, which is the frequent outcome of the job analysis.
According to Clifford 1994, Job analysis is the systematic study of jobs to identify the observable work activities, tasks, and responsibilities associated with a particular job or group of jobs.
The job analysis may include these activities:
Reviewing the job responsibilities of current employees
Doing Internet research and viewing sample job descriptions online or offline highlighting similar jobs
Analyzing the work duties, tasks, and responsibilities that need to be accomplished by the employee filling the position
Researching and sharing with other companies that have similar jobs, and
Articulation of the most important outcomes or contributions needed from the position.
Advantages of Job Analysis
• Provides First Hand Job-Related Information: The job analysis process provides with valuable job-related data that helps managers and job analyst the duties and responsibilities of a particular job, risks and hazards involved in it, skills and abilities required to perform the job and other related info.
• Helps in Creating Right Job-Employee Fit: This is one of the most crucial management activities. Filling the right person in a right job vacancy is a test of skills, understanding and competencies of HR managers. Job Analysis helps them understand what type of employee will be suitable to deliver a specific job successfully.
• Helps in Establishing Effective Hiring Practices: Who is to be filled where and when? Who to target and how for a specific job opening? Job analysis process gives answers to all these questions and helps managers in creating, establishing and maintaining effective hiring practices.
• Guides through Performance Evaluation and Appraisal Processes: Job Analysis helps managers evaluating the performance of employees by comparing the standard or desired output with delivered or actual output. On these bases, they appraise their performances. The process helps in deciding whom to promote and when. It also guides managers in understanding the skill gaps so that right person can be fit at that particular place in order to get desired output.
• Helps in Analyzing Training & Development Needs: The process of job analysis gives answer to following questions:
Who to impart training
When to impart training
What should be the content of training
What should be the type of training: behavioral or technical
Who will conduct training
• Helps in Deciding Compensation Package for a Specific Job: A genuine and unbiased process of job analysis helps managers in determining the appropriate compensation package and benefits and allowances for a particular job. This is done on the basis of responsibilities and hazards involved in a job.
Why use job analysis?
A wide range of activities within organizations are concerned in some way with the match between people and jobs. In any such situation, it is essential to understand the job in question before any comparisons may be made. For instance, in staff selection, a clear set of criteria against which to measure candidates is required in order to make sensible decisions about the most appropriate person for a job.
Indeed, Ash & Levine (1980) have identified the following 12 applications in personnel management for up-to-date and accurate job information that is derived from formal job analysis:
• Job descriptions
• Job classification
• Job evaluation
• Job design
• Person specifications
• Performance appraisal
• Worker training
• Worker mobility
• Efficiency
• Safety
• Manpower planning
• Legal requirements.
An additional application in the form of defining core ‘Competencies’ can also be added to this list, and is described in more detail later. These varied uses for job analysis information are not, of course, mutually exclusive.
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