Assignment on Job Analysis

Course Name: Human Resource Management

Course Code: HRM501

Submitted to
Dr. Md. Zohurul Islam
Adjunct Faculty
Department of Business Administration,
East West University

Submitted by
Shurovi Akter Urmi
ID: 2024-1-95-052
Department of Business Administration
East West University
27 September, 2024
Table of Contents
1.0 Introduction ................................................................................................... 1
2.0 Purpose of Job Analysis................................................................................ 1
3.0 Steps in job analysis ...................................................................................... 2
4.0 Methods of Job Analysis ............................................................................... 2
5.0 Benefits of Job Analysis ................................................................................ 3
6.0 Challenges of Job Analysis ........................................................................... 4
7.0 Conclusion...................................................................................................... 4

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1.0 Introduction
Job analysis is a systematic procedure for identifying and determining the functions,
responsibilities, and requirements of a certain job. It serves as the basis for many HR tasks,
including as recruiting, performance management, and training. Understanding the
complexities of job roles enables firms to coordinate their staff with their strategic goals. This
study investigates the goal, methodology, advantages, and problems of job analysis, offering
insights into its importance in modern workplaces.

2.0 Purpose of Job Analysis

The primary objectives of job analysis include

❖ Clarifying Job Roles: Job analysis assists in defining the exact duties and tasks
connected with a position. This clarity ensures employees understand their
responsibilities, resulting in greater performance.
❖ Guiding Recruitment and Selection: Job analysis serves as a standard for attracting
and choosing the best individuals by describing the qualities and abilities required for
the position. To employ the correct individual, the selection exam must assess the most
important talents and abilities required to do the job. This information is from a job
analysis.
❖ Facilitating Training and Development: Understanding job needs allows
organizations to create focused training programs that improve employees' skills and
competences. Furthermore, information from job analysis is required to assist workers
in smoothly transitioning from one professional stage to the next.
❖ Establishing Performance Standards: Job analysis is the foundation for developing
performance measures. Organizations may compare employee performance to
established criteria, which helps with performance assessments and feedback.
❖ Supports Compensation and Benefits Planning: Job analysis gives data for
determining equitable remuneration structures based on job complexity and market
norms. This promotes equity and helps to retain talent.
❖ Strategic planning: Effective job analysis may assist businesses in modifying,
eliminating, or reorganizing work or work flow processes to suit the changing needs of
unpredictable environments.

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Finally, it should be mentioned that job analysis includes the whole domain of HRM since it
would be impossible to be effective in hiring, training, assessing, compensating, or using HR
without the knowledge produced from job analysis.

3.0 Steps in job analysis

1. Examine the overall organization and job fit

▪ Gain a comprehensive understanding of how each position fits into the overall structure
▪ Use organizational and process charts to finish this step.

2. Determine how job analysis data will be used.

▪ Encourages stakeholders to select how job analysis and design information will be
used, including job descriptions, recruiting, and training.

3. Choose which jobs to analyze. These would be representative employment roles, especially
if there are a lot of professions to assess.

4. Collect data using appropriate job analysis methodologies.

▪ Data collection techniques are used to identify work features, needed behaviors, and
employee attributes for job performance.

Step 5: Prepare job descriptions.

Step 6: Prepare task specifications.

Step 7: Use the information in steps 1–6 for the purpose it was intended to - recruiting,
selection, and training, performance assessment, remuneration and benefits, etc.

4.0 Methods of Job Analysis

There are various approaches for doing job analysis.

1. Interviews: Interviews are direct interactions with employees and managers to obtain
thorough information about job tasks. This qualitative technique provides detailed
insights, but it can be time-consuming and biased.
2. Questionnaires and surveys: Standardized questionnaires may be delivered to a large
number of employees, making this strategy useful for obtaining information on varied

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 jobs. While it allows for statistical analysis, the amount of information obtained may
be restricted when compared to interviews.
3. Observation: This strategy comprises monitoring employees as they do their duties. It
offers real-time visibility into employment activities and procedures. However, it may
be disruptive, and the presence of an observer may influence employee behavior.
4. Work Diary and Logs: Employees keep journals of their daily actions, which provide
a thorough overview of job responsibilities over time. This strategy captures work
variety but requires employees to correctly report their actions.
5. Critical Incident Technique: This technique focuses on finding specific examples of
especially productive or inefficient job-related behavior. It provides useful insights into
critical work activities but may not provide a comprehensive picture of everyday duties.
6. Internet based: For internet-based job analysis, the HR department can send out
standardized job analysis questionnaires to spread out employees. Such questionnaires
may be issued via business intranets, with instructions to complete and return the forms
by a specific date.

5.0 Benefits of Job Analysis

Job analysis provides several benefits to organizations, including increased performance and
strategic alignment. Here are several major advantages:

❖ Enhanced Recruitment Processes: Defining job requirements allows companies to

generate focused job descriptions that attract qualified individuals.
❖ Improved Employee Performance: When workers understand their duties and
objectives, they are more accountable and perform better.
❖ Effective Compensation Strategies: Job analysis helps to design equitable
compensation structures based on the value of the job completed, which promotes
justice and reduces turnover.
❖ Improved Employee Performance: By understanding the skills and abilities
necessary for different jobs, businesses may better train future leaders through focused
development programs.
❖ Informed Workforce Planning: Informed Workforce Planning: Organizations may
compare present job responsibilities to future demands, ensuring they stay flexible and
adaptable to changing market conditions.
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 ❖ Increased Employee Satisfaction: Clear expectations and an awareness of work duties
contribute to enhanced job satisfaction, which leads to improved morale and decreased
turnover rates.
❖ Organizational Development: Job analysis insights help to shape wider organizational
strategies by connecting worker skills with overall company objectives.
In conclusion, job analysis is an important tool for improving organizational performance,
employee happiness, and strategy alignment, eventually leading to long-term success.

6.0 Challenges of Job Analysis

❖ Time and resource-intensive: A full job analysis takes a large amount of time and
money, which may be too expensive for certain firms.
❖ Resistance from Employees: Employees may feel frightened by the scrutiny required
in job analysis, worrying that it may result in job losses or changes to their positions.
❖ Rapidly Changing Job responsibilities: In fast-paced sectors, job responsibilities can
change frequently, making it challenging for job analysts to keep up.
❖ Subjectivity and Bias: The procedures employed for job analysis, specifically
interviews and observations, might include biases that interfere with the accuracy of the
results.
❖ Maintaining Confidentiality: Sharing sensitive employment information may
generate privacy and confidentiality problems, particularly in smaller firms.

7.0 Conclusion
Job analysis is essential in an organization because of the efficacy of the function it serves for
the benefit of the business, customers, and employees. That is because it helps to improve an
organization, helps employees obtain what they want from the business, and provides a
comfortable working atmosphere. On the other hand, it benefits customers by ensuring that
their demands are satisfied and their opinions are heard. That is because it aids in the correction
of errors and overcoming issues in a company in terms of successfully resolving problems
experienced by workers, consumers, and employers.

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