Components of Job Analysis | HR Tutorial

Components of job analysis refer to the key elements or pieces of information that are gathered and analyzed during the job analysis process. These components include the job title, job summary, job duties, knowledge, skills, and abilities (KSAs), education and experience, physical demands, work environment, equipment used, relationships with others, and performance standards. These components provide a comprehensive understanding of the job, including its requirements, responsibilities, context, and outcomes.

The components of job analysis are used to create accurate and up-to-date job descriptions and job specifications, which are important for various HR functions such as recruitment, selection, training, performance management, and compensation. The job analysis process may vary depending on the organization’s needs, but the components provide a structured framework for gathering and analyzing information about the job.

Job Description

It is an important document. It is descriptive in nature. It is useful to identify a job for consideration by job analysis. Important questions to be answered through the job description are:

• What should be done?
• Why it should be done?
• Where it should be done?

There is no universal format of writing job descriptions. According to Ghorpade, the following information is common in most of the job descriptions. 

• Job title: title of the job and other identifying information such as wages, salaries, other benefits
• Summary: a summary is written in one or two lines that describe what outputs are expected from job incumbents.
• Equipment: a clear statement of tools, equipment, and other information required to perform job effectively.
• Environment: a clear description of the working conditions of the job, the location and other characteristics of work environment such as hazards, noise, temperature, cleanliness etc.
• Activities: a description about the job duties, responsibilities, and expected behaviour on the job. A description of social interactions associated with the job such as the size of a workgroup, interpersonal interaction on the job is made.

Job analyst writes job description in consultations with the workers and supervisors. After writing draft job description, comments and criticism are invited to improve its content. The final draft is then prepared. Job description is written either by making a personal observation or using a questionnaire to collect relevant information from supervisors and workers. Job descriptions should be reviewed from time to time.

Job Specifications

It is also known as man or employee specifications is prepared on the basis of the job specifications. It specifies the qualities required in a job incumbent for the effective performance of the job.

Basic contents of a job analysis specification are as follows:

• Personal characteristics such as education, job experience, age, sex, and extra co-curricular activities.
• Physical characteristics such as height, weight, chest, vision, hearing, health, voice poise, and hand and foot coordination, (for specific positions only).
• Mental characteristics such as general intelligence, memory, judgment, foresight, ability to concentrate, etc.
• Social and psychological characteristics such as emotional ability, flexibility, manners, drive, conversational ability, interpersonal ability, attitude, values, creativity, etc.

Various contents of a job analysis specification can be prescribed in three terms:

• essential qualities which a person must possess
• desirable qualities which a person may possess
• contra-indicators which are likely to become a handicap to a successful job
• performance

Job evaluation

It is a process of determining the relative worth of a job. It is a process that is helpful even for framing compensation plans by the personnel manager. Job evaluation as a process is advantageous to a company in many ways:

• Reduction in inequalities in salary structure – It is found that people and their motivation is dependent upon how well they are being paid. Therefore the main objective of job evaluation is to have external and internal consistency in salary structure so that inequalities in salaries are reduced.
• Specialization – Because of the division of labor and thereby specialization, a large number of enterprises have got a hundred jobs and many employees to perform them. Therefore, an attempt should be made to define a job and thereby fix salaries for it. This is possible only through job evaluation.
• Helps in the selection of employees – The job evaluation information can be helpful at the time of selection of candidates. The factors that are determined for job evaluation can be taken into account while selecting the employees. 
• The harmonious relationship between employees and manager – Through job evaluation, harmonious and congenial relations can be maintained between employees and management so that all kinds of salary controversies can be minimized.
• Standardization – The process of determining the salary differentials for different jobs become standardized through job evaluation. This helps in bringing uniformity into the salary structure.
• The relevance of new jobs – Through job evaluation, one can understand the relative value of new jobs in a concern.

Practice Questions

Q1. What is the purpose of job analysis?
a. To gather information about job duties and responsibilities
b. To create accurate and up-to-date job descriptions and job specifications
c. To improve employee morale
d. To decrease productivity
Correct Answer: b

Q2. Which component of job analysis refers to the physical requirements of the job?
a. Education and Experience
b. Work Environment
c. Physical Demands
d. Equipment Used
Correct Answer: c

Q3. What does the knowledge, skills, and abilities (KSAs) component of job analysis refer to?
a. The specific education and experience required for the job
b. The physical requirements of the job
c. The specific knowledge, skills, and abilities required to perform the job successfully
d. The work environment and context in which the job is performed
Correct Answer: c

Q4. What is the purpose of creating accurate job descriptions and job specifications?
a. To improve employee morale
b. To decrease productivity
c. To comply with legal requirements
d. To attract and select qualified candidates
Correct Answer: d

Q5. What component of job analysis refers to the equipment and tools required to perform the job?
a. Job Summary
b. Equipment Used
c. Physical Demands
d. Work Environment
Correct Answer: b

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