What Is Job Analysis?

Job analysis is a comprehensive process of gathering information towards job-driven data from its nature, qualities, qualifications, working conditions, specifications, etc. So as a quick definition, job analysis examines a job to be able to understand more about it and optimize the results eventually. The data collected from the analysis itself may just be what helps keep your business afloat, especially in transforming weaknesses into strengths.

Did you know that job analysis was first introduced by an industrial-organization psychologist named Morris Viteles? And this happened way back in 1922 where job analysis was used for choosing the right workers for a trolley car business.

Also, it was reported by SmallBizGenius that 51% of American employees receive a sense of identity and job satisfaction from their work.

Why Is Job Analysis Important?

Job analysis is important for many reasons, and it likely depends on your intentions of why you need it in the first place. For example, job analysis answers the critical questions on why a certain job should exist, what mental or physical activities should an employee experience, when and where jobs must be performed, and even how the jobs are done. Thanks to a job analysis report, you can examine the employee’s roles, job conditions, and job requirements in terms of knowledge, aptitudes, skills, and more.

Also, job analysis keeps both managers and employees satisfied. That is due to how the results of job analysis are used to come up with strategic plans to optimize. Based on a report, 51% of American employees received a sense of identity and work satisfaction while employed. Hence, expect another half that still needs some work on how to continue working with a purpose, job satisfaction, etc. And incorporating job analysis into the organization can help for sure.

The Significant Elements of Job Analysis

Since every company has a different set of goals and objectives, don’t expect a single form of job analysis for every business. The job analysis report’s content may vary from the business’s intentions anyway. But generally, the most significant elements of job analysis consist of the following:

Basic Info: Start writing with the basics from the job title, department, manager’s name, employee’s name, and other identification-driven data. The same goes for the salary range between every employee. The point is the job analysis report’s introductory statement should cover this part.Job Scope: What follows after the basic details is the job scope’s summary. Note down a brief job description or scope statement from its purpose, tasks, responsibilities, and the whole overview that can help with the analysis.Task List: If a single job consists of numerous duties, it is best to identify each duty by enumerating them in a task list. This part enlists all responsibilities to be performed.Work Contacts: Similar to a contact list, the work contacts section notes down every person’s contact information. The same goes for the people communicated by those who performed the job, how often the interview or contact took place, and the required set of communication skills.Decision-Making Authority: Include a segment where you report the job structure, monitoring received, and the employee’s aptitude for decision-making. And that is where the decision-making authority section takes place.Monitoring Responsibility: Most jobs have supervisors to monitor how employees perform and to promote job evaluation. And the job analysis will also highlight the level of supervision given, the type of instructions provided, etc.Tools and Equipment: What are the tools and equipment used in a job? List them down individually since those items will also be analyzed if they helped the job in the first place or the other way around.Skills, Knowledge, and Experience: There is one group for the skills, knowledge, and experience. This includes the abilities, education, and other aptitudes required to perform tasks. Expect to jot down the job qualification, years of experience, and other requirements here.Rating Scale: One of the essential parts of job analysis is the rating scale. The appropriate rating scale is necessary to analyze when you figure out the frequency of jobs to perform, their importance, and strengths, weaknesses, opportunities, and threats (SWOT analysis).Others: Any other requirement not yet mentioned can be listed down under the others section. From physical effort, working conditions, frequent travel, and more, write the rest here.

The Two Job Analysis Procedures

Sometimes, a job analysis’s procedure is different according to two types. There is the work-oriented approach and the employee-oriented approach. So what is their difference?

Work-Oriented Approach

A job analysis that is work-oriented means the approach delves more into the actual tasks of a job. Thus, you study the functions, duties, and job responsibilities to optimize the work at the end. Hence, you are concerned specifically for the job that you conducted the job analysis.

Employee-Oriented Approach

Meanwhile, the employee-oriented approach is not solely concerned about the job itself. Instead, this example focuses on the employees. So what human attributes could help deliver tasks efficiently? Note it here. Also, the employee-oriented approach focuses on the KSAs which refer to knowledge, skills, and abilities. Knowledge is for the details that people need to deliver the job, skills are the qualifications to perform the job, and abilities are the natural aptitudes of the employee.

How to Conduct Job Analysis

Now that you are properly introduced to a job analysis’s definition and essential elements, practice what you learned further by conducting the analysis itself. In fact, the method is very easy when you use the sample job analysis templates listed above. And most importantly, you can manage it effortlessly by considering every following procedure:

Step 1: Study the Job Requirements

Studying and reviewing the job requirements of your organization is essential to understand the everyday operations of employees clearly. Sometimes, it gets confusing to address the different job expectations, competencies, and duties of every role; hence, you need to review if each requirement is appropriate and enough in the first place. The key is to interview an old or current employee or let him or her answer a questionnaire about the daily operations. And the data gathered there will help you with job analysis.

Step 2: Check Similar Job Descriptions and Compare

Doing research is pivotal in the process. Start with job descriptions that are similar to your business. Next, compare the results from other companies to yours. That will give you a wake-up call about how competitors are actually doing. The same goes in assessing if your business is doing well or not. Maybe there are important job aspects you have not listed in the job description but are actually a trend in business already. Thus, researching helps you uncover the most essential facets of the job.

Step 3: Study the Outcomes Required in Each Job

An assessment or analysis is at play when you study actual results in a job. So from the outcomes required of the job, did they meet your company’s goals or objectives? You also evaluate if the positive outcomes took too long to happen or need to improve. You can slowly set realistic expectations for every role. However, you must be detailed yet direct in writing to make the content more understandable.

Step 4: Scrutinize Job Efficiencies

The analysis involves a series of examinations. And this includes examining job efficiencies. This part lets you study what your company needs. So what tasks do you require to a certain employee or department? And what solution could improve the employee’s duties? Write them down. You may set the scope of every department’s efficiencies without using complete sentences and paragraphs. Instead, use visual data like a diagram, chart, infographic, or any other appropriate visual organizer.

Step 5: Recognize New Skills, Training, and Requirements

In an employee onboarding, you would require the necessary expertise and tools for training them. And your objective is to identify the appropriate measures to offer for the employee on the first few days of the job. The same goes for analyzing the possible gaps involved. Hence, you will recognize a new set of skills, training, and requirements. Another concern is the salary. To determine the appropriate salary, resolve it through the analysis. This part helps you recognize what skills, responsibilities, and other factors can affect the labor’s salary.

Step 6: Continue to Optimize

No job stays the same forever. Also, employees eventually want to grow with varying needs and wants. So it is only vital for job analysis to aim at optimization. Jobs evolve and adjusting to the new changes is essential to keep a long-lasting job and a fulfilling career development. Therefore, you continue analyzing from the role expectation changes, competitors’ job descriptions, employee feedback, and other sources. At the end of the day, you will master job analysis and continue to provide solutions that benefit the business.


When was job analysis invented?

Although there is no specific date of when job analysis was invented, the concept of job analysis was first introduced by Morris Viteles, an industrial-organization psychologist, who used job analysis for choosing the appropriate workers for a trolley car business in 1922. That is, according to WhatIsHumanResource.

What business activities benefit from job analysis?

There are plenty of business activities that would benefit from job analysis. Examples include new employee selection, effective organizational plan, proper workforce training, and precise job description, evaluation, specification, and compensation.

What are the main objectives of job analysis?

It is said that job analysis consists of five major objectives. And they consist of:

  • Determining the best methods to perform a job
  • Boosting employee or job satisfaction
  • Developing the performance measurement systems
  • Recognizing the core areas required for training employees
  • Meeting the job specifications with the employee specifications

What is the basic process of job analysis?

Basically, job analysis has a five-step process. You have the organizational analysis, selection of the jobs to analyze, data gathering, job description, and job specification.

What are other advantages of job analysis?

A lot of advantages are involved in job analysis. For example, job analysis helps you in recruiting new employees since you will already know what set of requirements and qualifications are needed as you assess potential employees. That way, recruitments are no longer a hassle. Moreover, analyzing helps businesses improve and strengthen jobs. That explains why optimization is commonly attributed to job analysis. And lastly, analyzing is beneficial for regular evaluations. This way, you can assess your job’s worth or value anytime. And the HR department will benefit from that a lot so monitoring employees and jobs run smoothly.

Empower and optimize employees to go beyond their standard tasks by implementing smart, measurable, and well-thought-out job plans. And you can create such plans from the results conducted in a job analysis. Thankfully, you can create, design, and practice job analysis anytime using professionally-made and editable sample templates. Download now!