What is meaning of Job analysis and uses of it? Explain the process of Job Analysis.

 Meaning

Job analysis is a detailed and systematic study of jobs to know the nature and characteristics of the people to be employed on various jobs. It involves collection of necessary facts regarding jobs and their analysis. Some of the definitions of job analysis are given here under to understand the meaning of the term more clearly.

Definition-

According to Edwin B. Flippo, "Job analysis is the process of studying and collecting information relating to the operations and responsibilities of a specific job." 

Uses of job analysis  

1. Organizational Design- Job analysis will be useful in classifying the jobs and the interrelationships among the jobs. On the basis of information obtained through job analysis, sound decisions regarding hierarchical positions and functional differentiation can be taken. This will improve operational efficiency.

2. Manpower Planning- Job analysis is the qualitative aspect of manpower requirements because it determines the demands of the job in terms of responsibilities and duties and then translate these demands in terms of skills, qualities and other human attributes. It also determines the quantum of work which an average person can perform on the job in a day. It facilitates the division of work into different jobs. Thus, it is an essential element of manpower planning because it matches jobs with men.

3. Recruitment and Selection- In order to hire a right person for a job, it is very essential know the requirements of the job and the qualities of the individual who will perform the job. The information regarding these two are procured from job description and jo specifications respectively and help the management in matching as closely as possible the job requirements with workers' aptitudes, abilities, interests etc to facilitate the execution of employment programmes.

4. A Placement and Orientation- Job analysis helps in matching the job requirements with the abilities, interests and aptitudes of people. Jobs will be assigned to persons on the basis of suitability for the job. The orientation programme will help the employees in learning the activities and understanding duties that are required to perform a given job more effectively.

5. Training and Development- Job analysis provides valuable information which is required to identify the training needs, to design training progammes and to evaluate training effectiveness. Job analysis helps in deciding what is to be learnt and how it is to be learnt. Employee development programmes such as job rotation, job enlargement and job enrichment are also based on the analysis of job requirements.

6. Job Evaluation- Job analysis provides a basis for job evaluation. Job evaluation aims at determining the relative worth of the jobs which in turn helps in determining the remuneration for the jobs. An accurate and comprehensive set of job descriptions and job specifications forms a factual basis for evaluating the worth of the job.

7. Performance Appraisal- Job analysis data provide a clear-cut standard of performance for every job. The performance of employee can be appraised objectively with the standard of job performance so established. A supervisor can very easily compare the contribution of each man with the set standards.

8 Job Designing- Job analysis helps the industrial engineers in designing the job by making comprehensive study of the job elements. It also helps in time and motion study, work specifications, methods and work place improvement and work measurement. Human engineering activities such as physical, mental and psychological are also studied with the help of job analysis information.

9. Safety and Health- The job analysis process uncovers the hazardous and unhealthy environmental factors such as heat, noise, fumes, dust etc. The management can take corrective measures to minimize the chances of various risks to ensure safety of workers and to avoid unhealthy conditions.

10. Discipline- Job analysis studies the failure of the workers to meet the required standard of performance. Corrective measures may be taken in time to avoid untoward situations. In this way, it helps in maintaining discipline in the organisation.

11. Employee Counselling- Job analysis provides information about career choices and personal limitations. Such information is helpful in vocational guidance and rehabilitation counselling. Employees who are unable to cope with the hazards and demands of given jobs may be advised to opt for subsidiary jobs or to seek premature retirement.

12. Labour Relations- Job analysis will be helpful in improving labour management relations. It can also be used to resolve disputes and grievances relating to work load, work procedures etc.

The Process of Job Analysis

1. Organising and planning for the programme- The first step in the process of job analysis is to organise and to plan for the programme. The company must decide who will be in charge of the programme and must assign responsibilities to the designated persons. A time schedule and a budget for carrying out the analysis of job should also be prepared.

2. Obtaining current job design information- The job analyst should obtain information concerning the current design of the representative job. For this purpose, current job "description and job specification, procedure manual, systems flow charts etc should be studied.

3. Conducting "needs research"- The job analyst should investigate to determine which organisation, managers or staff people require job analysis or output from job analysis. The analyst should also determine for what purpose and to what extent jobs must be analysed and how the information will be used.

4.  Establishing priorities in the jobs to be analysed- The human resource department working with various operational executives should identify the jobs to be analysed and the priority of each job analysis.

5. Collecting job data- The next step is to collect data about the selected jobs as they are currently being performed using established systematic techniques. 

6. Redesigning the job- The next step is to redesign the job, if necessary. 

7. Preparing job descriptions and job classifications- Job information which has been collected must be processed to prepare the job description form. It is a statement showing full details of the activities of the job. Separate job description forms may be used for various activities in the job and may be compiled later on. The job analysis is made with the help of these description forms. These forms may be used as reference for the future. 

8. Developing job specifications- Job specifications are also prepared on the basis of information collected. It is a statement of minimum acceptable qualities of the person to be placed on the job. It specifies the standard by which the qualities of the person are measured. Job analyst prepares such statement taking into consideration the skills required in performing the job properly. Such statement is used in selecting a person matching with the job. 

Conclusion- 

All above are the process and uses of job analysis.