Job Analysis Concept & Methods

Job Analysis Definition

Before a prospective employee can apply for a job, the human resources department within an organization must complete the primary steps in the recruitment process. Recruitment is used by an organization to find the best-suited candidates for available positions in the most economical and timely manner. The first step in the recruitment process is for HR to conduct a job analysis, which is the most effective technique used to collect information about open roles and the responsibilities they entail.

Job analysis is the process of gathering and analyzing information about available positions, the content and context of their performance, and the objectives that must be met by employees who will fill the roles. Job analyses help an organization obtain detailed information about the responsibilities and skills required of a role, identify specific tasks, and describe outcomes in the work environment. Most often, a job analysis performed by HR helps to create a job description, or summary of the analyzed role, that can be later advertised to interested applicants and continue the recruitment process.

Job analysis is the process of collecting and analyzing data about the roles and responsibilities of an available position within an organization. Job analyses are conducted by the HR department, which handles all affairs related to personnel.

A job analysis can be beneficial to an organization for many reasons. Primarily, it allows the recruitment process to begin, meaning that profits can be grown and organizational objectives can be met more quickly once applicants are hired and the recruitment process is complete. A few other important purposes of a job analysis are:

It determines the best methods to conduct further analysis, such as by interview, observation, or questionnaire.
It creates documentation on employee roles and procedures so that information may later be used for training, appraisal, and compensation.
It helps to realize the requirements and responsibilities of a position, establishing the qualifications and experience needed by applicants.
It determines how the role relates to other positions in the organization.
It ensures the job is performed in accordance with federal laws (such as the ADA) and company standards, identifies physical requirements, and ensures reasonable accommodations are provided.
It allows positional change to be predicted more effectively so changes can take place over time.

Job Analysis: Definition & Purpose

Laura was hired as a human resources administrator at a local company. One of her first tasks was to perform a job analysis for one of the positions that was going to be vacant soon because of the employee's retirement; this required Laura to evaluate the position and help the company make decisions on recruitment and hiring. A job analysis helps a company to gather detailed information about the responsibilities and skills required for a job, as well as about the outcomes and work environment.

Laura met with the senior administrators of her company to understand what the expectations were. She learned that the purpose of a job analysis includes:

Deciding on an appropriate method to conduct the analysis — observation, interview, or questionnaire
Documenting the employment procedures at the company so that the information can be utilized for training, appraisal, and compensation
Identifying the correct parameters required for fully understanding the responsibilities of the job and selecting the right person for the job based on qualifications and experience
Analyzing the job and not the person to determine the activities, responsibilities, and importance in relation to other jobs
Ensuring the job conforms to the requirements of the Americans with Disabilities Act (ADA), identifying the physical requirements of the job, and ensuring reasonable accommodations are provided
Analyzing and predicting the changes that may occur to the responsibilities of a job over a period of time for redesign

Job Analysis Process

The job analysis process is often rigorously conducted to ensure that HR creates the most accurate job description and provides applicants with the most favorable chances of selection. There are many steps in job analysis that must be completed for the most detailed organizational scope and expectations to be defined, first beginning with a review of job requirements for the available role. The position is examined by human resources representatives, input is gathered from subject matter experts, and performance standards are evaluated to measure the impact of the role on other organizational duties. Similar jobs in competitor companies may also be examined to set more elaborate expectations for prospective employees.

Following a preliminary review, data can be collected about the job, which includes the determination of skills and abilities required to perform the job, the identification of working conditions, and the definition of potentially beneficial human talents and experiences possessed by candidates. Analysis of the role and the performance of existing employees are documented for later use, verification, and assistance in the creation of a detailed job description. The job description includes specific information about the responsibilities of an available position. After a job analysis (and resulting job description) have been created, they should be continuously updated as a role evolves.

Job Analysis Methods

Many job analysis methods exist so that human resources departments can remain flexible to reach the largest amount of candidates possible. Further, they can provide candidates with the most detailed job descriptions by using a combination of the following methods, each of which involves observing current employees and similar roles in other organizations to deliver the most accurate and detailed scope of operations. The most commonly used job analysis methods include:

Open-ended questionnaires
Structured questionnaires
Interviews
Observation
Work diary or log
Behavioral event interview

The following sections will describe the main characteristics of each method of job analysis, explore the advantages and disadvantages of their use, and explain the purpose and application of each in an organizational setting.

Open-Ended Questionnaires

One of the most popular job analysis methods is to collect data through questionnaires, which can either be open-ended or structured. Open-ended questionnaires require managers or current employees to answer questions related to the knowledge, skills, and abilities an open role may require in their own words or thoughts. The responses are collected by HR and a statement about the collective answers is published. Open-ended questionnaires are helpful for obtaining input from employees and managers about a role and analyzing a job with few resources. A downside to this method is that the questionaires may not be taken seriously by all employees or may not offer any constructive input.

Questionnaires are a commonly used form of job analysis to gather input from employees of an organization. They can be open-ended and allow users to be creative in their responses or more structured to record pre-determined responses.

Structured Questionnaires

Structured questionnaires are similar to open-ended questionnaires in that managers and employees are asked a series of questions related to a position within the organization. However, a structured questionnaire only allows specific, pre-determined responses to be recorded, meaning that users select the answer that is most agreeable to them. Structured questionnaires are very beneficial to HR because they provide concrete responses with desired amounts of input. However, the use of structured questionnaires may also limit the detail found in an open-ended response and not allow users to express their full opinions. An organization may choose to use both open-ended and structured questionnaires to obtain the most thorough and beneficial results.

For example, following the determination by managers for the need of additional personnel, the HR department may distribute a Position Analysis Questionnaire (PAQ) to employees. One form of the PAQ is open-ended, meaning users can provide their own input, while a second version contains predetermined responses for the users to fill in the choice they most agree with. PAQ documents are used to assess activities performed in a role, mental processes, inputs and outputs, job context, and relationships with other roles in the organization.

Interviews

Interviews are another popular method of job analysis because they consider input from someone who is currently working in the role. Through the answers to pre-determined questions in a face-to-face setting, the human resources department can gain a better understanding of everyday tasks, duties, and responsibilities carried out in the role, further enabling them to create a more detailed job description for potential applicants. Interviews are advantageous because they are hands-on and allow for follow-up questions. They work especially well in professional fields. Interviews may be disadvantageous, however, because they are time-consuming and do not allow a respondent to remain anonymous.

Observation

Observation is another job analysis method commonly used by HR departments to collect information about a position. During observation, employees are actively and directly viewed while performing job tasks and demonstrating the knowledge, skills, and abilities required by a job. The observations are translated into data by the HR department. The practice of observation is highly useful to a company because it provides a realistic view of daily tasks carried out in a role. Observation is particularly helpful in gathering data about jobs related to production, management, or the operation/maintenance of equipment. It may not be beneficial, however, if the observer is not knowledgeable or clear about the role being performed. Further, situations cannot be controlled, meaning that any response, disruption, or input could occur.

Work Diary or Log

Work diaries and logs are documents kept by employees that include details relating to the timing and frequency of job tasks. Logs are typically kept over a period of days, weeks, or months and provide valuable information regarding the performance of critical and role-specific tasks. The HR department analyzes work diaries or logs to identify patterns and skills required of the position before creating a job description. This job analysis method is useful because it provides detailed tracking of tasks and responsibilities required of a position. However, work diaries are not as common of a job analysis method because they require a large amount of data to be processed, much of which may be difficult to interpret. Additionally, work logs may not be kept up-to-date and reflect inaccuracies in job-related duties.

Online databases such as the Occupational Information Network (O*Net) also provide various ways in which a job may be described, such as by listing cross-job comparisons, relating similar roles in competing organizations, and identifying the characteristics, occupational requirements, and educational requirements a candidate may need. Further, online databases present a location where work diaries or logs can be more easily obtained or found by analysts in the HR department.

Behavioral Event Interview

Behavioral event interviews are a unique job analysis method because unlike most other forms of job analysis, they focus on the competency of respondents rather than solely on the duties and tasks carried out by a specific position. During a behavioral event interview, a panel of knowledgeable employees (employees, managers, supervisors, etc.) are asked questions to explore job behaviors and experiences found within a role. The responses are sorted for clarity and competency before the HR department creates a job description for the open position. Behavioral event interviews are useful because they take input from experienced members of a company into consideration with little concern for trivial reporting. However, similar to other interview styles, behavioral event interviews are also time-consuming and may be costly to an organization.

Interviews are a useful way for HR representatives to gather relevant information about on-the-job experiences. They may be conducted one-on-one or in a group format and with many levels of employee, from workers to supervisors and other experienced individuals.

Job Analysis Example

Job analyses are used across many fields of business and industry to begin the recruitment process most effectively. The following job analysis example demonstrates the use of multiple methods:

Kirsten is the lead human resources representative at Camden Retail, Inc. Her boss has expressed interest in hiring a new employee for a customer service position, so Kirsten begins the job analysis by reviewing the existing requirements of the open role. She also looks at the job description created by her company's largest competitor to gain a sense of what characteristics and experiences other organizations may require of their candidates. After the preliminary search, Kirsten begins to collect data on the customer service position. She sends both an open-ended questionnaire and a structured questionnaire to employees so that her team in the human resources department can obtain the most useful range of data. Further, Kirsten conducts observations of employees as they perform their roles to determine required skills and create a detailed knowledge, skills, and abilities assessment. Throughout the whole process, Kirsten and her team of HR representatives document their findings to assist in future job analyses. When the analysis is complete, the human resources team creates a job description to advertise to prospective applicants, and the recruitment process can continue.

Job analysis provides an immediate use for creating job descriptions, but it is also beneficial later in the recruitment process. After a position has been advertised to applicants and the application window has closed, job analysis can help to design screening tools and select the best-suited candidate for a job. Further, it can help customize training for job requirements once a candidate has accepted their job offer and the recruitment process has concluded. Job analyses may also be used once an employee has worked at the organization for a certain amount of time by identifying skills an employee may be appraised or reviewed on.

Lesson Summary

Job analysis is the first step of recruitment, relating to the process of collecting and analyzing data about an available organizational role, the concepts and context of the job, and the skills required by employees to perform the role. The main purposes of job analysis include to document the exact job responsibilities and tasks of the position, to ensure that jobs meet federal law and organizational requirements, and to allow an organization to adapt when changes arise in the future. Job analysis begins with a review of job requirements by the human resources department, followed by the collection of data through questionnaires, interviews, observations, and work logs. Online databases such as the Occupational Information Network (O*Net) may also help with job analyses by providing different ways to describe a job. Once the job analysis is complete, a job description is created and the recruitment process can continue.

While job analyses are helpful in the short-term for providing data and information used to create a job description, they may also be used later in the recruitment process and beyond the time an applicant accepts a job offer. Job analysis is also used to help design screening tools, which enables the human resources department to select the best-suited representatives for an available position. Additionally, job analyses assist in creating training procedures related to specific job requirements once an applicant has accepted a job offer. Finally, job analyses can be used to identify the skills an employee may be appraised on once they have performed their role for a certain amount of time.

Methods of Job Analysis

Laura did some research on her own to decide on the methods she could use to conduct a job analysis. She learned that there are a number of methods, and she recorded her observations for further discussion with the company management.

These job analysis methods include:

Interviews: She would interview the person who is currently on the job to understand the everyday tasks, roles, and responsibilities.
Questionnaires: She would use the Position Analysis Questionnaire, or PAQ, to assess activities, mental processes, output, interpersonal relationships, and job context.
She can also use the Occupational Information Network (O*NET), an online database that provides multiple ways in which a job can be described as well as cross-job comparisons and identification of worker characteristics, requirements, occupational requirements, and educational requirements.

Recruiting and Hiring

Laura's supervisor Julie explained to Laura that the requirements of the job as identified through the analysis process would be used for recruiting and hiring a new employee. Laura and Julie discussed that, before posting the job, they would refer to the job analysis report provided by Laura to make decisions on the position description and the candidate's interview. In particular, the report should help with the following recruiting aspects:

Describing the desired qualifications of the candidate, including duties and responsibilities
Prioritizing the qualifications required for the job
Designing interview questions, screening tools, and scoring systems

After the position is posted and the candidates apply for the job, the next challenge is to hire the right candidate. Laura presented the following ideas to Julie on how to identify the ideal candidate for the position:

Personality tests: to identify job behavioral tendencies of the candidate
Intelligence tests: psychometric or intelligence tests to understand vocational aptitude and cognitional abilities
Aptitude/ability tests: to measure how the abilities of the employee match up with the requirements of the job

Performance Appraisal

Julie provided a performance appraisal template to Laura so she could see how a job analysis was useful in conducting the performance appraisal of a person who is hired for the position. Laura made a listing of what she would need to include on her job analysis report to help with the performance appraisal:

A detailed listing of the categories for which the employee is responsible and will eventually be appraised on
The skills of a staff member to determine if he or she meets the requirements of the position
Skills that the employee can be appraised on, including communication, cognitive and technical skills, and physical demands
Help to educate and mentor employees so they can be considered for promotional openings in the organization

Evaluating Training Needs

One of the managers who Laura met with was Matthew, the lead trainer in the employee training and development department. Matthew emphasized the importance of a job analysis report to help determine employee training needs. Laura was advised by Matthew that a properly conducted job analysis helps to:

Analyze and determine the areas where training should be conducted
Tailor the training to the duties and the skill level of the position requirements
Improve the performance of current employees if they do not match up with the expectations of the position

Lesson Summary

A job analysis helps a company gather detailed information about the responsibilities and skills required for a job. The purpose is to document employment procedures, identify the parameters of a job, analyze the job to determine responsibilities, conform to the ADA, and analyze changes to the job for redesign. Some of the methods that can be used for a job analysis are observations, interviews, and questionnaires.

Personality, intelligence, and aptitude tests can help with identifying and hiring the candidate who is a perfect fit for the job. A detailed job analysis is required for a number of reasons, including recruiting, hiring, performance appraisal, and employee training. Without a proper job analysis, it would not be possible to describe the job requirements or hire the most qualified person for the job.

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Video Transcript

Job Analysis: Definition & Purpose

Laura met with the senior administrators of her company to understand what the expectations were. She learned that the purpose of a job analysis includes:

Deciding on an appropriate method to conduct the analysis — observation, interview, or questionnaire
Documenting the employment procedures at the company so that the information can be utilized for training, appraisal, and compensation
Identifying the correct parameters required for fully understanding the responsibilities of the job and selecting the right person for the job based on qualifications and experience
Analyzing the job and not the person to determine the activities, responsibilities, and importance in relation to other jobs
Ensuring the job conforms to the requirements of the Americans with Disabilities Act (ADA), identifying the physical requirements of the job, and ensuring reasonable accommodations are provided
Analyzing and predicting the changes that may occur to the responsibilities of a job over a period of time for redesign

Methods of Job Analysis

These job analysis methods include:

Interviews: She would interview the person who is currently on the job to understand the everyday tasks, roles, and responsibilities.
Questionnaires: She would use the Position Analysis Questionnaire, or PAQ, to assess activities, mental processes, output, interpersonal relationships, and job context.
She can also use the Occupational Information Network (O*NET), an online database that provides multiple ways in which a job can be described as well as cross-job comparisons and identification of worker characteristics, requirements, occupational requirements, and educational requirements.

Recruiting and Hiring

Describing the desired qualifications of the candidate, including duties and responsibilities
Prioritizing the qualifications required for the job
Designing interview questions, screening tools, and scoring systems

Personality tests: to identify job behavioral tendencies of the candidate
Intelligence tests: psychometric or intelligence tests to understand vocational aptitude and cognitional abilities
Aptitude/ability tests: to measure how the abilities of the employee match up with the requirements of the job

Performance Appraisal

A detailed listing of the categories for which the employee is responsible and will eventually be appraised on
The skills of a staff member to determine if he or she meets the requirements of the position
Skills that the employee can be appraised on, including communication, cognitive and technical skills, and physical demands
Help to educate and mentor employees so they can be considered for promotional openings in the organization

Evaluating Training Needs

Analyze and determine the areas where training should be conducted
Tailor the training to the duties and the skill level of the position requirements
Improve the performance of current employees if they do not match up with the expectations of the position

Lesson Summary

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Frequently Asked Questions

What is the job analysis process?

Job analysis begins following the determination for the need of additional personnel to fill open roles within an organization. The human resources department starts by reviewing job requirements for the role and gathering input from subject matter experts. They may also compare positional requirements in their own organization with those of a competitor to create the most accurate scope of need. Following review, HR representatives collect data through questionnaires, interviews, observation, and work logs to determine requirements of performance, skills, and abilities. This information is used to create a detailed job description to advertise to applicants later in the recruitment process. It may also be used during screening, training, and performance appraisal.

What is the meaning of job analysis?

Job analysis is the process of collecting and analyzing data about an available position within an organization, the concepts and context of the role in relation to other organizational positions, and the skills and responsibilities required of applicants to the open role. Job analyses are used in multiple organizations and fields as part of the recruitment process to find the best-suited candidates for a position in the most cost-effective and timely manner possible.

What are job analysis methods in HRM?

Human resource departments use a number of differed job analysis methods to obtain the most useful scope of information about an organizational role. Each method takes input from existing employees or experienced individuals within the organization to determine job requirements and skills needed by prospective applicants. These include:

Open-ended questionnaires
Structured questionnaires
Interviews
Observation
Work diary or log
Behavioral event interview

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Job Analysis Definition

Job Analysis: Definition & Purpose

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Job Analysis Process