Job Analysis is an important component of human resource management system. It provides important information which aids in redesigning jobs and organisation structure, planning staffing procedures, designing training and appraisal programs.
Job analysis is beneficial for the overall management of all HR activities. Information obtained from job analysis is useful in various personnel activities, such as HRP, employee recruitment, training, job evaluation, compensation, and performance assessment.
Some of the most important uses of job analysis are:-
1. Human Resource Planning 2. Recruitment 3. Selection 4. Placement and Orientation 5. Training 6. Counselling 7. Employee Safety
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8. Performance Appraisal 9. Job Design and Redesign 10. Job Evaluation 11. Employee Counselling 12. Job Design 13. Organisational Design 14. Safety and Health 15. Organisation Audit
16. Promotion and Transfer 17. Preventing Dissatisfaction 18. Compensation Management 19. Induction 20. Industrial Relations 21. Career Planning 22. Succession Planning.
Uses of Job Analysis: Human Resource Planning, Recruitment, Selection, Training, Employee Safety, Induction and a Few Others
Uses of Job Analysis – 10 Uses of Job Analysis (With Utility of Job Analysis)
The various uses of job analysis are:
1. Human resource planning
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2. Recruitment
3. Selection
4. Placement and orientation
5. Training
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6. Counselling
7. Employee safety
8. Performance appraisal
9. Job design and redesign
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10. Job evaluation
Job analysis is useful in human resource planning in terms of demand forecasting. It finds out the requisite knowledge and skills required to perform a job.
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Job analysis helps in recruitment in terms of finding how and when people should be hired for new job openings. It makes the recruitment process easier by highlighting the skills, knowledge and abilities required to perform a job.
Job analysis helps in selecting the right person by making the employer understand what is to be done on a job.
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Job analysis is useful in putting the newly selected person at the right place in the organization.
5. Training:
Job analysis eases the training process by identifying the duties and responsibilities associated with a job. If the candidate doesn’t have enough knowledge, then training is provided to make him effective.
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Proper counselling of the employee is possible only after knowing the details about the employee’s job. This helps in grooming the career of the employees.
Through a proper job analysis the analyst can know the health hazards and accidents associated with a job. By knowing, proper steps can be undertaken to eradicate those situations.
In case of performance appraisal the appraiser compares the performance of the employee with the standard performance based on job analysis. It makes the process of performance appraisal easy and simple.
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Through job analysis the details of job are identified. From this the weak areas in a job are identified. It helps in reducing unnecessary movements, simplify certain steps and improve the existing ones through continuous monitoring.
It is finding the relative worth of a job in relation to other jobs in the organization. This is done with the help of the job analysis. Job evaluation helps in fixing the pay package of employees with internal and external pay equity.
Utility of Job/Task Analysis:
The activity of job analysis is noted to serve several purposes in human resource management. It is useful not only to the organization but also to the individual employees.
(a) In recruitment and selection, task analysis especially competency analysis helps the organization to place people in jobs in which they can be more effective—matching role/job with the people.
(b) Job analysis helps in work planning in the following respects –
(i) Setting individual tasks,
(ii) Helping the job incumbent to decide priorities of task,
(iii) Minimizing overlaps between jobs, and
(iv) Job enrichment.
(c) In performance appraisal, job analysis helps in identifying the activities to be performed against which appraisal has to be done.
(d) Analysing the job helps in performance of the tasks and its evaluation by the supervisor.
(e) In potential appraisal, the exercise of task analysis helps in preparing a system of the competency analysis and actual potential appraisal work.
(f) In respect of employee development, task analysis provides feedback on strength and weakness, performance counselling, and training needs of employees.
(e) In team building activity through tasks analysis, better understanding is noted to be developed among employees, building linkages and mutuality between jobs.
Uses of Job Analysis – Human Resource Planning, Recruitment and Selection, Placement, Training and Development, Job Evaluation, Performance Appraisal and a Few Others
Job Analysis is an important component of human resource management system. It provides important information which aids in redesigning jobs and organisation structure, planning staffing procedures, designing training and appraisal programs.
The uses of job analysis are as follows:
Use # 1. Human Resource Planning:
Job analysis represents the qualitative aspect of human resource requirements since it determines the demands of a job in terms of responsibilities and duties and then translates these demands in terms of skills, qualities and other human attributes. It helps in determining the number and kinds of jobs and qualifications needed to fill these jobs.
It is job analysis which reveals what an average person can do on a job in a day. It facilitates the division of work into different jobs which is an essential element of effective human resource planning.
Use # 2. Recruitment and Selection:
To make employment program successful, it is necessary to have clear statements of jobs to be performed and of the skills and knowledge that must be possessed by the employees who will fill these jobs. The information regarding these two is procured from job descriptions and job specifications respectively.
These help in matching as closely as possible the job requirements with workers’ aptitudes, abilities and interests to facilitate the execution of employment program.
Use # 3. Placement:
A clear understanding of job requirements helps in matching these with the abilities, interests and aptitudes of people. Each job can be assigned to the person who is best suited for it. Similarly, the orientation program can be geared towards helping the employee learn the activities, and understand duties that are required to perform a given job more effectively.
Use # 4. Training and Development:
Training and development programs are administrated to help the employees to gain the skills and knowledge to perform the tasks assigned to them efficiently. This purpose can be achieved conveniently if the employees fully understand the job description and job specification, and are thus familiar with what they are expected to perform.
The same job information is also useful to those who administer training and development programs. It helps them in determining the contents and subject-matter to be incorporated in such programs.
Use # 5. Job Evaluation:
Job evaluation aims at determining the relative worth of various jobs. The worth of a job would in turn help in determining the base compensation of the job. Job evaluation ensures internal pay equity of one job to another. To calculate the worth of a job, information concerning the job is provided by the job descriptions.
Use # 6. Performance Appraisal:
Performance of the employees can be appraised objectively if clear-cut standards of performance for every job are established. Job analysis data can be adapted to establish clear-cut standards of performance for every job. In evaluating the performance of an employee, the supervisor can compare the actual contribution of each man with the set standards.
Use # 7. Employee Counselling:
Job analysis provides information about career choices and personnel limitations. Such information is helpful in vocational guidance and counselling. Employees who are unable to cope with the hazards and demands of given job may be advised to opt for subsidiary jobs which are less demanding.
Use # 8. Job Design:
Job analysis information helps in designing and redesigning of jobs by industrial engineers through time and motion study, work specification, work improvement and work measurement.
Use # 9. Organisational Design:
Job analysis information is useful in classifying jobs and creating interrelationship among them. Responsibility commensurate with authority and accountability for various jobs can be specified so as to minimise duplications or overlapping. In order to improve organisational efficiency, sound decisions concerning hierarchical positions and functional differentiation can be taken on the basis of information obtained through job analysis.
Use # 10. Safety and Health:
The process of job analysis provides an opportunity to uncover and identify hazardous conditions and unhealthy environmental factors like heat, noise, fumes, dust, etc. Corrective measures can be taken to minimise the chances of various risks, ensure safety to workers, and avoid unhealthy conditions.
Uses of Job Analysis – 9 Important Uses of Job Analysis
Job analysis is beneficial for the overall management of all HR activities. Information obtained from job analysis is useful in various personnel activities, such as HRP, employee recruitment, training, job evaluation, compensation, and performance assessment.
Job analysis can be used for the following purposes:
1. Human Resource Planning:
Involves the forecasting of HR requirements for an organization. Job analysis provides the vertical and lateral relationship among various jobs; thereby, helping in the formation of an organized promotion and transfer policy. It assists in finding the number and kinds of jobs, and the qualifications required to accomplish these jobs. Job analysis determines the productivity of an average employee per day. In addition, it facilitates the division of work into multiple relevant jobs.
2. Recruitment:
Involves hiring of employees for present and future job openings. Job analysis produces job description and job specification, which provide details of jobs to be performed and the skills and knowledge that must be possessed by the employees. In addition, the information obtained from job analysis assists in matching the job requirements with the skills, aptitude, and interests of the employees and ensures the execution of effective employment program.
3. Selection:
Involves selecting the right employee for the right job. Job analysis facilitates the selection of the most suitable employee for a particular job by describing what is to be done on the job. For instance, if a store manager of a retail outlet is unsure of the duties and tasks to be performed by the store customer care executive, the store manager will not be able to ascertain whether the selected employee can handle customers, attend the cash counter, and maintain the inventory of the items.
4. Placement and Orientation:
Involve placing the selected employees on the job positions best suited to their skills, attitudes, and interests; and briefing them about the job. In other words, placement implies placing the employees on the right job and orientation involves familiarizing them with the duties and tasks associated with the job positions. Effective orientation cannot be accomplished without the proper knowledge of the job requirements.
5. Training and Development:
Involves helping the employees to acquire the skills and knowledge necessary to perform the jobs assigned to them efficiently. Job description and job specification, which are created based on job analysis, inform the employees as well as the training and development department about what they are expected to perform. This guides the training and development department in developing the content of the training and development programs for the employees.
6. Job Evaluation:
Aims to identify the relative worth of a job. The worth of each job is evaluated by using the job description obtained from the job analysis. Job evaluation also identifies the base compensation of the job, determines the internal pay equity between jobs, and designs the appropriate wage policies.
7. Performance Appraisal:
Involves comparing the actual contribution of the employees with the established standards. Job analysis provides information to establish definite standards of performance for every job. If clear-cut performance standards are established, the actual performance of the employees can be appraised objectively.
8. Employee Safety and Health:
Involve ensuring the safety of employees and preventing the hazardous and unhealthy work conditions as far as possible. A comprehensive job analysis reveals the dangerous and unhealthy work conditions associated with a particular job. This helps in taking corrective measures to minimize the chances of various risks and avoiding unsafe practices.
9. Job Design and Redesign:
Involve designing and redesigning of jobs by using various techniques, such as time and motion study, work specification, and work improvement. Job analysis facilitates the redesigning of various jobs so that the attitude of the employees can be matched with the jobs. In addition, it helps in identifying the weak spots in existing job design, taking remedial steps, and improving the existing ones through continuous monitoring.
Uses of Job Analysis – 12 Areas where Job Analysis is Useful: Employment, Organisation Audit, Training and Development, Performance Appraisal and a Few Others
Job analysis facilitates various HRM functions. A well-executed job analysis and well- drafted job description and job specification can be used for various human resource activities in an organisation.
Some of the areas where job analysis is useful are mentioned below:
Manpower planning, recruitment, selection, placement, orientation and induction, all of which are different areas of employment, make use of job analysis at some point or the other. The results of job analysis like the requirements, tasks and responsibilities of a job form the inputs for these exercises.
Job analysis helps in identifying the loopholes, if any, in the organisation in terms of jobs, processes, organisational structure, workflow, etc. Hence, it serves the performing an audit and identifies areas for improvement and development.
Job analysis comes in very handy during training, need identification and to design training programmes for the employees. Management development can also be undertaken it the employee is expected to handle a different role in the future, as the tasks, responsibilities attached with all the positions in the organisation are available.
Performance appraisal is normally based on goal-setting. The tasks and responsibilities of the job form the basis for goal setting. Since it is the competencies and/or the tasks and responsibilities that are the basis for performance appraisal of a job incumbent, job analysis can be an effective exercise to provide these inputs.
Once the job responsibilities, tasks and requirements are known, it is easier to make decisions on transfers and promotions based on suitability. The best fit for a position can be identified by evaluating the candidates for transfer/promotion against results of job analysis.
6. Preventing Dissatisfaction:
Job analysis helps identify and rectify problems or shortcomings in job design. This helps remove some of the possible reasons for employee dissatisfaction.
Job evaluation, used with other techniques like market surveys, provide the input is wage and salary administration in an organisation. Job evaluation takes into consideration the content of the job in terms of tasks, duties, responsibilities, hazards, etc., which has a bearing on the compensation for performing the job.
Knowledge of hazards or harmful working conditions and the risk of accidents associated with the job, if any, is provided by job analysis.
Job description provides information regarding the job and helps a new incumbent understand his tasks and responsibilities. This helps him adapt quickly to the workplace. Since roles and responsibilities are clearly delineated, he will also be able to develop and maintain more harmonious working relationships with his colleagues.
10. Industrial Relations:
Job descriptions are often used to solve industrial disputes and to maintain sound industrial relations. As the standard job description would be violated with the addition or deletion of some duties, it is a matter of interest to the labour unions as well as management. Any changes in the job description changes the tasks and responsibilities of the job and hence, are of concern to the employees.
As these changes are of concern to the employees, they are a matter of concern for the labour unions too. Good job descriptions therefore, help in maintaining harmonious industrial relations.
Job analysis is essential to plan the careers of individual employees and prepare them to progress along their career paths. Job specifications indicate the competencies that employees must develop to move up into higher level positions in the organisation.
Succession planning involves identifying and grooming a successor for a vacancy that would arise in the future. The tasks and responsibilities of the job and the specifications of the job help in evaluating the available candidates and selecting the most suitable one.
Uses of Job Analysis – 13 Main Uses of Job Analysis Explained in Brief
Job analysis is a very important and effective activity of HRM.
The job information provided by job analysis is very vital in almost all important programmes of HRM.
In brief, the main uses of job analysis are as follows:
1. In HR planning – We forecast the HR requirement over a period of time, keeping in view the duties, responsibilities and capacity of the personnel to do various jobs and so on. Job analysis provides us necessary information about duties, responsibilities and requirements of different jobs.
2. In recruitment, selection and placement – A job description tells us the duties, responsibilities and requirements of a particular job. Similarly, a job specification tells the minimum acceptable human qualities necessary to perform a job properly. These are the various pieces of information which constitute the basis of recruitment, selection and placement.
3. In orienting and inducting new employees – A job description helps to clarify what the employee needs to know about his/her job and thus prevents avoidable misunderstanding. Since job descriptions are in writing, they can prove a reliable and dependable guide which can be referred to if the new employee is confused on any issue of the job.
4. In training – In training also, description of duties, materials and equipment used are of considerable help in working out the contents of training programmes.
5. In transfer, promotion and demotion – A job description provides necessary information in deciding whether an employee should be moved up or down, and if yes, then how far or whether the nature of his/her present job fits him/her for transfer to a vacant position because his/her proven abilities equip him/her to meet requirements in other jobs grouped in the same job family.
6. In job evaluation – Job descriptions and specification of human requirements are weighed in terms of worth and are helpful in determining rupees value of various jobs.
7. In performance appraisal – A job description provides an excellent check list, one that can be objectively discussed between the worker and his/her immediate supervisor. Without such a guide for realistic thinking, performance appraisal is likely to be affected by subjective judgements of the supervisors.
8. In occupational counseling – A job description may play an effective role by advising an employee who does not seem suited to the present position. He/she can also be counselled about other types of jobs that exist in the environment.
9. In wage and salary administration – For hourly rated employees as also office employees, job descriptions are widely made use of. The written descriptions and job analysis can be helpful in avoiding wage and salary inequality and to make sure that pay is in line with going rates for comparable jobs in the industry or in the community. Job descriptions constitute factual basis for conducting wage and salary surveys, grading jobs and developing a fair wages and salary structure.
10. In job re-engineering – Job analysis provides information which may be instrumental in changing job in order to permit their being filled by personnel with special characteristics, for example, physically handicapped.
11. In preventing dissatisfactions – Sometimes, contents of a job or a group of jobs may be changed to the extent that revision of job becomes unavoidable. In such cases, the revised job description should be reviewed by the supervisors with the incumbents. Doing so may prove helpful to an employee in understanding such matters as why his/her rate of pay has been altered. Such a timely explanation may prove effective in preventing employees’ dissatisfaction.
12. In maintaining good labour relations – Job descriptions prove helpful in detecting if any employee has violated the standard fixed in the job description. If yes, then he/she can be informed, advised and reformed and thus misunderstanding can be avoided.
13. In retirement – If due to advanced age or some other physical disability or health reasons, the performance of a job holder is not up to the laid-down mark, then he/she can be asked to retire and the worker may also appreciate the stand of the management.
Uses of Job Analysis – 10 Uses and Implications of Job Analysis in an Organization
Job analysis has the following uses and implications in an organization:
1. Human Resource Planning (HRP) – Job analysis helps in forecasting HR requirements in terms of knowledge and skills. By showing lateral and vertical relationships between jobs, it facilitates the formulation of a systematic promotion and transfer policy.
2. Recruitment – It is used to find out how and when to hire people for future job openings. An understanding of the skills needed and the positions that are vacant in the future helps managers to plan and hire people in a systematic way.
3. Selection – Without a proper understanding of what is to be done on a job, it is not possible to select a right person for the right job.
4. Placement and Orientation – After selecting people, the newly recruited employees have to be placed for the jobs best suited to their interests, activities and aptitude. Job analysis helps to determine to effectively identify the right person for the right job. Similarly, it also helps in the implementation of effective job orientation by enabling a proper understanding of the needs of each concerned job.
5. Training – If there is any confusion about what the job is and what is supposed to be done, proper training efforts can’t be initiated.
6. Counseling – Managers can properly counsel employees about their careers when they understand the different jobs in the organization.
7. Employee Safety – A thorough job analysis reveals unsafe conditions associated with a job and thereby helps to reduce risks and associated with jobs at the workplace.
8. Performance Appraisal – By comparing what an employee is supposed to be doing (based on Job analysis) to what the individual has actually done, the worth of that person can be assessed.
9. Job Design and Redesign – Once the jobs are understood properly, it is easy to locate weak spots and undertake remedial steps.
10. Job Evaluation – Job analysis helps in finding the relative worth of a job, based on criteria such as degree of difficulty, type of work done, skills and knowledge needed etc.
Uses of Job Analysis
The uses of Job analysis are as follows:
1. Human Resource Planning – Job analysis determines the demands of a job in terms of responsibilities and duties and then translates these demands in terms of skills qualities and other human attributes. It helps in determining the number and kinds of jobs and qualifications needed to till these jobs.
2. Recruitment & Selection – To make employment program successful, it is necessary to have clear statements of jobs to be performed and of the skills, and knowledge that must be processed by the employees who will fill these jobs. The information regarding these two is procured from job description and job specification respectively.
3. Placement – A clear understanding of job requirements help in matching these with the abilities, interests and aptitudes of people. Each job can be assigned to the person who is best suited for it.
4. Training & Development – Training & development program are administrated to help the employees to gain the skills and knowledge to perform the tasks assigned to them efficiently. This purpose can be achieved conveniently if the employees fully understand the job description and specification.
5. Job evaluation – Job evaluation aims at determining the relative worth of various jobs. To calculate the worth of a job is provided by the job descriptions.
6. Employee Counseling – Job analysis provides information about career choices and personnel limitations. Such information is helpful in vocational guidance and counseling.
7. Performance Appraisal – Job analysis data can be adapted to establish clear – cut standards of performance for every job. According to these clear cut standards HR manager can do performance appraisal of the employees.
Uses of Job Analysis – Organisational Design, Recruitment and Selection, Performance Appraisal, Health and Safety, Employee Counselling and a Few Others
The job analysis programme is an essential ingredient of the sound personnel management. It is the major input for forecasting future human resource requirements, job modifications, job evaluation, determination of proper compensation and the formulation of job description. Job analysis is essential in every phase of employee relations.
1. Organisational Design:
Job analysis provides the relevant and important information for completing all the steps involved in organisational design. Organisational design involves the identification of various jobs to be performed, grouping these jobs according to the similarity and assigning these jobs to the positions. All the information in relation to these steps is provided by the job analysis.
2. Organisational and Human Resource Planning:
It is helpful in organisational planning, for it defines labour needs in concrete terms and coordinates the activities of workforce, and clearly divides duties and responsibilities.
3. Recruitment and Selection:
By indicating the specific requirement of each job (i.e., the skills and knowledge), it provides a realistic basis for the hiring, training, placement, transfer and promotion of personnel. Basically, the goal is to match the job requirements with a worker’s abilities and interests. It also helps in charting the channels of promotion and in showing lateral lines of transfer.
4. Wage and Salary Administration:
Job analysis helps in salary and wage administration by indicating the qualifications required for doing a specific job and the risks and hazards involved in its performance. It is used as a foundation for job analysis.
5. Employees’ Training and Management Development:
Job analysis provides necessary information to the management for training and development programmes. It helps the management to determine the content and subject matter of the training courses. It also helps in checking applications, interviewing, weighing test results, and in checking references.
6. Performance Appraisal:
Performance appraisal helps in the assessment of actual job performance by an employee, by what is expected of him. Job analysis helps in establishing clear cut standards which may be compared with the actual contribution of each individual.
7. Health and Safety:
Job analysis provides an opportunity for identifying hazardous and unhealthy environmental factors, so that corrective measures can be taken to minimise the possibility of accidents.
8. Employee Counselling:
Job analysis helps in providing counselling to employees in various areas. These areas may include choice of careers and rehabilitation. Thus, job analysis provides information which enables the employee to change jobs in order to permit their manned by personnel with specific characteristics and qualifications.
Uses of Job Analysis – Summarized Below
A sound job analysis programme is an essential ingredient of good HR management. Job analysis data recorded in the form of job description, provide most valuable information needed to accomplish many of the other personnel tasks.
The uses of job analysis may be summarized below:
1. It is helpful in forecasting of human resources of the organization.
2. For recruiting purposes, job analysis must provide information on personal qualifications necessary to perform job related behaviour.
3. It helps for placing right person on the right job at the right time.
4. It is used as a foundation for job evaluation.
5. It provides necessary information to the management for training and development programmes of employees.
6. It helps in establishing clear-cut standards for the development of performance appraisal system of the organization.
7. It helps management to look objectively at the hazards associated with the machinery and tools required to be handled as well as with the work environment.
8. It provides helps in redesigning jobs to match with mental make-up of the employees.