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Unit 3: HR Planning, Recruitment, Selection, Placement and Induction

3.2 Job Analysis, Job Description and Specification Notes

3.2.1 Job Analysis
Job analysis is the process by means of which a description is developed of the present
methods and procedures of doing a job, physical conditions in which the job is done, relation
of the job to other jobs and other conditions of employment. Thus, job analysis is the process
by means of which a description is developed of the present method and procedure of doing
a job, physical conditions in which the job is done, relation of the job to other jobs, and other
conditions of employment.
Uses of Job Analysis

Job analysis is of fundamental importance to manpower management programme. The
following are the possible uses of job analysis:
(i) Provides Complete Knowledge of the Job: Job analysis provides complete knowledge about
the job. Therefore, it is helpful in organizational planning.
(ii) Helps in Recruitment and Selection: By indicating the specific requirements of each job,
job analysis provides a realistic basis for recruitment and selection of employees. It
is the best means of discovering the essential traits and personal characteristics leading
to success or failure on the job.
(iii) Establishes a Base for Compensation of Employees: By indicating the qualification required
for doing a specified job and the risks and hazards involved in doing a job analysis
helps in establishing a basis for compensation. Job analysis precedes job evaluation
which measures the worth of jobs within the organization for the purpose of establishing
a base for wages. A satisfactory evaluation of jobs is not possible without a
comprehensive job analysis.

(iv) Job Re-engineering: Job analysis provides information which enables us to change jobs
in order to permit their being manned by personnel with specific characteristic and
qualifications. Job analysis helps to rearrange the work flow and to revise existing
procedure.
(v) Employee Development: Job analysis provides the necessary information for employee
development. When considering an employee for promotion, job analysis may facilitate
his easy consideration for the job.
(vi) Performance Appraisal: Job analysis helps in establishing clear-cut standards. This helps
the employees as they can know what is expected of them. It also helps the managers
to appraise the performance of their subordinates.

(vii) Training: Job analysis reveals the required skills and knowledge for doing a job. This
helps in providing suitable training for the workers by determining the content and
subject matter for the training course.

The purpose of job analysis is not to describe the ideal but to show the
management how the constituent parts of its business are being carried
out.

3.2.2 Job Description
The first and immediate result of a job analysis is a job description. It is a simple, concisely
written statement explaining the contents and essential needs of a job and a summary of the
duties to be performed. Job description gives a precise picture of features of each job in terms
of task contents and occupational requirements. Job description describes ‘jobs’ not ‘job

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