What Is Job Analysis? Importance And How To Conduct One

By Indeed Editorial Team

Published 19 May 2022

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

With constantly changing workforce technology and performance methods, it is essential for companies to update job expectations regularly. As a result, managers, employees and human resources professionals conduct a job analysis to identify skills and duties involved in every job role. Understanding everything about job evaluation can make the recruitment and hiring process easy. In this article, we understand what analysis of a job is, explore its importance, understand the methods of conducting analysis and discover the steps required to create an analysis.

What is job analysis?

Job analysis is the procedure of gathering and collecting information about a particular job, including the job's nature, skills and qualifications required, working conditions and duties to perform. It is a detailed examination of the job to understand more about it. Gathering and evaluating the data is essential to define a job's purpose, qualification and responsibility. A job analysis evaluates a position instead of an employee performing the job and is an excellent way of evaluating the job and not the employees. An employee might perform the analysis under the following scenarios:

  • To understand employee duties.

  • To determine the skills required for the job role.

  • To know the work environment, education and experience required.

  • To explore the importance of other's position in the company.

Other professionals may perform an analysis to collect information that identifies:

  • Employees who want to assess their professional development and assess their performance.

  • Human resource professionals who are hiring and recruiting job candidates.

Related: Job Description Vs. Job Specification: An In-depth Guide

Why is job evaluation important?

Job evaluation is important because of the following reasons:

  • Performance analysis: A professional conducts analysis to understand if the human resources department meets the goals and objectives of a particular job. It decides the performance standards and evaluation criteria for a particular job.

  • Recruitment and selection: It helps determine the selection and recruitment criteria necessary to perform a particular job. An analysis gives details about the level of experience, skills and educational qualification required for a job.

  • Compensation management: Such an analysis help in deciding the pay package, perks and benefits and fixed and variable incentives of the employees. As the salary depends upon the position, duties and job title, a job description analysis can help decide every individual's salary.

  • Training and development: An analysis can help determine an employee's training and development requirement. Based on the difference between the actual and expected output, an organisation determines the training requirement, content and tools.

  • Job designing: An analysis helps in enriching, designing, redesigning, evaluating, cutting or adding extra responsibilities. It helps in increasing employee satisfaction while improving quality output.

  • Employee replacement: Often, companies analyse to replace employees with qualified hires. It helps in hiring skilled and culturally fit candidates.

  • Job specification: An analysis can prepare a job specification that helps hire a skilled workforce. It also provides a deep insight into a job that a recruiter can use to track candidates with desired skill sets.

  • Hiring processes: An analysis may help an employer update the job description. Improving the job description gives you a better idea of the skills employers want and the job's tasks.

Related: What Is HR Consulting? Definition, Skills And Career Guide

What are some methods of conducting a job description analysis?

Here are some methods of conducting a job description analysis:

Observations

Observation works well when analysing jobs that involve physical processes and product manufacturing. When conducting a job description analysis, an employer observes the employees completing the job. They note the skills and tasks the employees require for completing a task.

Surveys

Often, companies use a survey to understand how often employees complete a task and what skill sets they require. These surveys are highly structured forms where employees answer the questions about a job by giving points on a scale. It also helps in answering various open-ended questions.

Related: What Is An Online Survey Job? And How To Find One

Interviews

Interviews are a great way to create a comprehensive job description that helps hire qualified candidates. Employers often interview and get this information from employees to get accurate details about the job role. During the interview, employers ask questions about the duties and responsibilities performed in a particular position.

Related: How To Use The STAR Interview Response Technique

Work logs

To analyse and understand the skills required for a particular role, an employer might request an account of daily work for a specified period. This gives complete detail about the regular job duties. It also answers the timeframe required for each task.

How to create an analysis of a job

Use these steps to create a job evaluation:

1. Conduct research

The first step in creating a job evaluation is gathering information and researching the job position. If you have any manual about these positions, refer them to conduct research effectively. When gathering information, ask employees to describe the tasks they perform and encourage them to provide accurate details about it. It might be beneficial to compare the existing job description with what employees say about the role. This can help in identifying the potential gaps in the job description.

Related: 8 Types Of Research Jobs With Duties And Average Salary

2. Know about the competency of each task

Evaluating the competency can help you understand tasks you might have never thought of. Having an understanding of the competency level required to complete each job, you can rank the difficulty of every task. Segregate the entry-level tasks from those requiring more experience.

3. Research similar job description

Having an idea of what competitors are looking for and how they define expectations can help create a job description that employees search for. It helps you understand what other companies are looking for in candidates and what aspect you are missing. So, review many similar job descriptions to avoid missing out on critical aspects of the job.

4. Know the outcomes required for the job

The next step in analysing is understanding how the role aligns with your organisation's overall goals and objectives. Knowledge of this helps in defining expectations and setting clear goals for employees. Being clear and concise in the outcomes can help in avoiding confusion.

5. Summarise your findings

Write a concise summary of your findings from the competitor research. Also, ensure you gather data that is essential for conducting job evaluations. When you summarise your findings, you can create your analysis and hire a suitable candidate for the role.

Elements of job evaluation

Below are elements of a job evaluation:

  • Duties and tasks: The essential component of a job evaluation is performing specific duties and tasks. This section includes frequency, skill, competency, duration and equipment.

  • Tools: This section defines the tools and software that are essential for a job.

  • Relationships: Creating a layout or hierarchy of the organisation can help understand the manager and supervisor.

  • Environment: This segment identifies the work environment of a particular job.

  • Requirement: This section contains the knowledge and skills required to perform the job.

Examples of job evaluation

Here is an example of a job evaluation:

Sales job evaluation

Job title: Sales head, eastern region
Classification: Full-time employees
Department: Manufacturing department
Location: New Delhi
Pay grade: Level VI, plus commission and bonuses

Job duties

  • Assist in the development of sales plan

  • Work collaboratively across teams

  • Provide full visibility into the sales pipeline

  • Help close the largest deals

  • Develop business goals and achieve them

  • Create inbound sales lead requirement

  • Learn about factors affecting the sales

  • Promote a positive relationship with customers

  • Recommend changes in the pricing structure

  • Review sales performance

  • Partner with customers to understand the business objectives and needs

  • Understand landscapes and trends

  • Provide advice when preparing bid documents

  • Recommend changes in the pricing structure

  • Review sales performance by analysing performance reports

Skills

  • Listening and negotiation skills

  • Presentation and communication skills

  • Ability to influence cross-functional teams

  • Analytical and quantitative skills

  • Problem-solving and issue resolution

  • Ability to work in the deadline-driven work environment

  • Reporting structure

  • Reports directly to director eastern region

  • Attends yearly sales meetings

Employee requirement

Education:

  • Master's degree in sales and marketing or related field

  • At least 15 years of sales experience

Environment:

  • High-volume office setting

  • Travelling to different locations for hours during a week

Certifications and licenses:

  • Certified insides sales professionals

  • Certified sales leadership professional

  • Challenger development program

Success factors

Increase sales:

  • Grow product-based sales from 35 to 40% within the first year.

  • Grow the market channel by 35% within the first two years.

Grow sales department:

  • Train at least five sales managers yearly.

  • Lower travel costs by 20% by reducing physical sales meetings and moving them to cloud and web.


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