3. Conduct Job Analysis

Job analysis is the fundamental process that underpins both HR planning and resourcing activities.

Definition and Purpose

  • Definition: A systematic process of determining the duties, tasks, and responsibilities of a job, and the knowledge, skills, and abilities (KSAs) required to perform it successfully.

  • Purpose: Provides the foundational information for almost all HR functions, including:

    • Job Design: Structuring the way work is performed.

    • Recruitment & Selection: Defining what skills to look for.

    • Training & Development: Identifying skill gaps.

    • Performance Management: Establishing performance standards.

    • Compensation: Determining the value of the job.

Key Outputs of Job Analysis

  1. Job Description (JD): A written statement of what the job holder does, how they do it, and under what conditions.

    • Key Sections: Job title, reporting relationships, summary of the job, essential duties and responsibilities.

  2. Job Specification (JS): A written statement of the minimum acceptable qualifications a person must possess to perform a job successfully.

    • Key Sections: Required education, experience, KSAs (Knowledge, Skills, Abilities), and physical/personal characteristics.

Methods of Collecting Job Analysis Data

  • Observation: Watching the employee perform the job (best for manual, repetitive tasks).

  • Interviews: Asking employees and supervisors about the duties and requirements of the job.

  • Questionnaires: Having employees and supervisors complete structured forms/checklists (e.g., Position Analysis Questionnaire - PAQ).

  • Diaries/Logs: Employees recording their daily activities over a period of time.