Job Analysis, Job Description and Job Specification

Job Analysis is the process of studying and collecting information relating to the operation and responsibilities of a particular job. This information collected is called as ‘Job Analysis’.

Job Analysis helps in getting specific information about:

1. Nature of the Job
2. Operations Involved
3. Job Purpose
4. Materials and equipment to be used in doing the job
5. Attributes Required - Skills, education, training required
6. Relationship to other jobs
7. Physical demands
8. Environmental conditions

In a nutshell it refers to the anatomy of a job. Job Analysis is the foundation on which the building of personnel policies, programmes and procedure are built upon. Job Description and Job Specifications are by-products of Job Analysis.

Steps involved in the process of Job Analysis are:

1. Objective of Job Analysis: Setting the objective of Job Analysis to collect the information
2. Collection of Background Information: Collection of all the necessary information for analysis
3. Selection of Representative Position to be analyzed: Among numerous jobs in an organization, deciding on which position to be analyzed
4. Collection of Job Analysis data: The data on the characteristics of the job has to be collected from the employees on the job, supervisors and trade job analysts appointed to watch employee performance
5. Developing a Job Description: The information is developed in the form of Job Description
6. Developing a Job Specification: Information on Personal Attributes of the employee are documented

Advantages of Job Analysis:

1. Job analysis helps the Personnel Manager in Recruitment and Selection of right candidate
2. Helps to understand extent and scope of training required in that field
3. Helps in Job Evaluation
4. Job Modifications
5. Writing of Job Descriptions
6. Addresses concerns in smooth functioning of the Job
7. Helps in avoiding distortion in chain of command
8. Helps in formulating compensation plans
9. Helps to undertake performance appraisal effectively

 Job Description is the first by-product of Job Analysis. It is factual statement of job contents in the form of duties and responsibilities of a specific job. This type of document is descriptive in nature and it constitutes all those facts which are related to a job such as:

1. Job Identification: Title, department of the job and division, plant and location in concern.
2. Job Duties & Responsibilities: The nature of duties and operations to be performed in that job.
3. Supervision Given and Received: Law of subordination, delegation of authority and creation of authority & Responsibility relationship.
4. Machines: Tools and equipment to be used
5. Job Relationship: Relationship of that job with other jobs in a concern.
6. Working Conditions: Physical working condition or the work environment of that job
7. Definition of Unusual Terms: Any technical words used should be defined and listed separately

Job Specification is a statement which tells us human qualities and experiences required to perform a job, translate the job description into human qualifications for efficient job performance and helps in hiring an appropriate person for an appropriate position. The information in Job Specification sheet is:

1. Physical Characteristics: Health, strength, endurance, age, height, weight, vision, poise, eyes etc.,
2. Psychological Characteristics: Mechanical Aptitude,  judgemental ability, resourcefulness, analytical ability, concentration and alertness etc.,
3. Personal Characteristics: Appearance, manners, motivation, initiatives, communication skills etc.,
4. Responsibilities & Duties of the Job
5. Educational qualifications & Experience required
6. Relationship of that job with other jobs in a concern