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Job Analysis

To achieve high-quality performance, organizations have to understand and match job requirements and people. This understanding requires job analysis. Analyzing jobs and understanding what is required to carry out a job provide essential knowledge for staffing, training, performance appraisal, and many other HR activities. An essential part of job analysis is the creation of job descriptions. A job description is a list of the tasks, duties, and responsibilities (TDRs) that a job entails. TDRs are observable actions and make it possible to measure success. A job description typically includes the job title, a brief description of the TDRs, and a list of the essential duties with detailed specifications of the tasks involved in carrying out each duty. Whenever the organization creates a new job, it needs a new job description. Preparation of a job description begins with gathering information about the job from people already performing the task or the managers creating the position. A job specification looks at the qualities or requirements the person performing the job must possess. It is a list of the knowledge, skills, abilities, and other characteristics (KSAOs) that an individual must have to perform the job. Information for analyzing an existing job often comes from incumbents, that is, people who currently hold that position in the organization. Incumbents should be able to provide very accurate information. A drawback of relying solely on incumbents’ information is that they may have an incentive to exaggerate what they do in order to appear more valuable to the organization. Information from incumbents should therefore be supplemented with information from observers, such as supervisors, who look for a match between what incumbents are doing and what they are supposed to do.