Job Analysis is a systematic exploration, study, and recording of a specific job’s responsibilities, duties, skills, accountabilities, work environment, and ability requirements. It helps in establishing the job’s worth to an organization. In other words, it measures the value and contribution of a job to the growth of the organization.

It has two components- Job Description and Job Specification. A job description is a job profile that describes the contents, environment, and condition of jobs. The job specification identifies the knowledge, skills, abilities needed to perform that task effectively.

Some of the common factors considered by various HR professionals while conducting Job analysis are-

• Reporting channel/Work flow: To define reporting relationships and establish organisational structure
• Role and Responsibilities of the employee and its scope/expectations
• Information pertaining to size of the team the incumbent has to lead, if any
• Strategic role
• Employee Ability and Availability
• Prior Knowledge and Experience
• Company culture– To determine the behavioural qualities a candidate must have to be the right fit for the organisation
• Geographical location of the employee
• Information pertaining to the job from previous/existing employees
• Time and dynamicity- Some HR professionals also think that the factors change according to the business environment and/or goals of the organisation and Job analysis is an ‘ongoing process’ as it evolves with the expectations of the job. For instance, according to one respondent, the focus of job analysis has shifted from qualitative and quantitative aspects to employee and company-oriented factors which results in collective holistic development.

The factors mentioned above can be divided into two categories to understand the elements and processes of Job Analysis in detail: Factors considered for preparing Job Description and Job Specifications

Factors that influence the preparation of Job Description and Job Specifications are very different due to the varying nature and objectives of the two processes. As Job description is task-oriented and Job Specification is people-oriented, it is vital to separate the factors to understand the value and significance of both the concepts.

Some of the main factors considered in the preparation of Job Description are: Ergonomics, Role and responsibilities, Organisational structure, Team size, Scope of the job, Key Result Areas, Size of the team under the employee, if any. All task-oriented factors considered during job analysis are utilised to prepare a concise and accurate job description to have a deeper understanding of the job and its significance and role in achieving the organisational roles.

However, all people-oriented factors like qualifications, prior knowledge and experience, geographical location, behavioural traits that are compatible with the work/company culture and ethic, soft skills, Training, values, special skills depending on the nature of the job, personality traits etc are considered while preparing Job specification. Job specifications are heavily dependent on the nature of the job and hence, differs from job to job. Therefore, Job Description influences the job specifications of the ideal employee required for the job.

Conclusion

In conclusion, it can be observed that the factors considered are either people-oriented or task-oriented depending on the dimensions or objectives of the job analysis. Moreover, one of the many factors considered while preparing Job Specifications also includes the Job Description.

Presently, most organisations tend to depend on job analysis to establish working relationships and organisation structure, define job responsibilities, compensate employees and to find and recruit the right fit in accordance with the employees’ and organisation’s goals and expectations.