- What is job analysis?
- When is job analysis done?
- What is job analysis for?
- Job analysis methods
- Elements of a job description
We explain what job analysis is, how it is done and what it is for. Also, the elements of a job description.
Job analysis allows you to know which profile is the most suitable to fill a position.
What is job analysis?
Job analysis is a process which is used to collect information about tasks, responsibilities, abilities required and expected results of a job position, in order to know which profile is the most suitable to fill it.
The process involves collecting as much data as possible to perform a description complete position. Those in charge of carrying out the analysis are the HR department of a organization or specialized analysts, together with the continuous participation of the entire institution.
Once the analysis information has been processed, the area of Human Resources You can carry out the following steps which consist of publishing the job search, selecting from the offers received, interviewing the most suitable people and choosing the most suitable candidate.
When is job analysis done?
The analysis of positions is carried out before the need to fill a position within an organization (which can be an existing position within the organization chart or a new one), or to improve the level of current employees.
It is a fundamental process for any institution despite the fact that some do not recognize its importance and opt for other less precise ways for the selection and hiring of their employees.
In addition, there are other situations in organizations that require job analysis, for example:
- When you decide to found an organization.
- When new jobs are created in the institution.
- When jobs are modified in the face of a new distribution of areas.
- When it is necessary to update the organization's salary compensation system.
- When the number of dissatisfied employees represents a majority or before a group complaint.
- When the productivity and the performance of the organization does not reach the objectives expected.
What is job analysis for?
Job analysis detects conflict situations before they get in the way of work.
Job analysis provides several benefits:
- Better know the work that each employee and each area does, especially for the manager of the organization.
- Detect in time certain conflict situations that can hinder the performance of the activities of an area.
- Facilitate the incorporation of new employees by having clear details of the position and the expectations that are expected of the candidate.
- Set a level of salary appropriate for each position.
Job analysis methods
There are various methods to perform job analysis, depending on the type of position and category to which they refer, which can be used individually or in combination:
- The method of observation. It consists of the oldest modality and it does not lose validity due to its effectiveness. It is based on the study through direct observation of employees during the performance of their work and recording the key data of the observation.
- The method of the questionnaire. It consists of a survey prepared by a specialized analyst that must be completed by the employee. The questionnaire is carefully developed to obtain concrete answers and clear information about each job.
- The method of interview. It consists of the most versatile and profitable approach for obtaining information because it involves a reciprocal interaction between the analyst and the employee, who can answer questions at the same time. Prior to the interview, the analyst elaborates a series of questions and topics to be discussed with the employee so as not to forget any important point.
Elements of a job description
The elements of a job description are those that will allow to carry out a correct analysis (through the most convenient method). Among the main elements are:
- The identification of the position. It refers to the data of the position, such as the name of the position, which department or which center of costs corresponds, what level of instruction is necessary, among others.
- The objective of the position. It refers to the expected final result of the position, which determines its reason for existing within the organization.
- The place of the post in the Organization chart. It refers to the place that the position occupies in the graphic representation of the Structure of the organization.
- The daily activities of the post. It refers to the detail of the daily tasks that a person must perform when occupying the position.
- The key links. It refers to the relationship with the internal areas of the organization and with the external agents with whom the position has contact, and the objective of these links.
- The decision making of the post. It refers to the level of responsibility that the position requires to make decisions, either individually or shared (in that case, you must clarify with which area or position it is interrelated).
- The key performance indicators. From the English term KPI (Key Performance Indicator), refers to a type of measurement That allows to know the level of performance or performance and is related to the objectives of the position (usually measured in percentages).
- The internal promotion of the position. It refers to a search within the organization for suitable profiles to fill a vacancy. It is a way to encourage the growth of employees within the institution.
- The necessary supplies for the position. It refers to the detail of elements and physical space required for the correct performance of the position so that the person can meet the established objectives (for example, computer, desk, cell phone, among others).