Steps of Conducting Job Analysis

by Prasanna Raghavendra; Updated September 26, 2017

Job analysis is a very important human resources (HR) function. It involves matching the right candidate to the right position at the right time. All positions in the organization have their particular specific requirements. Hence, the HR department must meticulously design the requirements of each position. The requirements for past experience, skills and education must all be assessed and agreed upon. Also, the job duties and hierarchies must be cautiously fixed. Unless job analysis is prepared correctly, an organization will end up placing its employees in inappropriate positions. This could result in both losses to the organization and the employees, as profits would dip and employees would be dissatisfied and unmotivated.

Step 1

Evaluate the worth of every position in the company with respect to the overall vision and mission of the organization. This is a very important procedure as it helps in the fixation of pay, responsibility and stature for the position. The contribution of the each position must be very clearly demarcated.

Step 2

Prepare descriptions for each position in the organization. These should include the specific tasks performed by the employee and the reporting structure. This way, management is able to fix accountability for each job, and a reporting structure is set in place to outline superior-subordinate relationships.

Step 3

Prepare job specifications for each position. List the minimum eligibility criteria for each role, including the past experience, educational qualifications, certifications, skills and talents required to accomplish the job. This way, when the organization advertises for a vacancy, only those candidates who possess the necessary benchmarks will be considered for the vacancy.

Step 4

Review the present staffing conditions. Evaluate whether each employee has been placed in the position most suited to her skills and aptitude. If the organization finds any misplacement, it must take measures to rectify the imbalance. The employees should be transferred to jobs and positions more concurrent with their talents and expertise.

Step 5

Understand the company's future plans and initiatives. For example, if a company is planning to grow and diversify, it would need additional human resources employees. The management and the HR department would then design the requirements, specifications, roles and responsibilities of each future position.

About the Author

Prasanna Raghavendra has been writing professionally since 2000. He has several published articles on websites such as eHow, 12manage, and Prasanna holds a Master of Business Administration in finance and management from the Management Development Institute, India, where he was given the most outstanding student award.