2.3 Procedure for Job Analyses

Step 1: Choose the Analyst

Choose the Analyst: Decide whether an internal or external person will conduct the analysis, balancing accessibility and objectivity.

Step 2: Get an Overview

Get an Overview: Understand all jobs in the organization, using tools like organizational charts.

Step 3: Define the Purpose

Define the Purpose: Decide how the information will be used—e.g., for creating tests (focus on tasks) or evaluations (focus on key behaviors).

Step 4: Select Jobs to Analyze

Select Jobs to Analyze: Focus on representative roles to make broad insights possible.

Step 5: Pick a Method

Pick a Method: Choose from observation, interviews, questionnaires, critical incident technique, or diaries.

Step 6: Prepare Results

Prepare Results: Use the findings to create clear job descriptions and specifications.
This structured approach ensures a thorough and practical analysis.

Job Description

Job Description: According to Rothmann and Cooper (2015), the job description outlines the role itself.
- Job title: Name of the role (e.g., Sales Manager).
- Summary: Brief overview of the job’s purpose.
- Key performance areas: Main responsibilities or tasks.
- Equipment: Tools or technology required for the job.
- Environment: Working conditions (e.g., office, outdoors).

Job Specification

Job Specification: According to Rothmann and Cooper (2015), the job specification details what a candidate needs to perform the job effectively.
- Education and training: Required qualifications or certifications.
- Experience: Relevant work history or expertise.
- Special skills: Unique abilities needed (e.g., programming).
- Physical and mental abilities: Necessary physical or cognitive capabilities.
- Emotional traits: Personality characteristics important for the role (e.g., patience).

Relationship between Job Description and Job Specification

The job description outlines the role itself, while the job specification details what a candidate needs to perform it effectively.