Defining Jobs

Let’s take a look at defining jobs through job analysis. Job analysis is a “purposeful, systematic process for collecting information on the important work-related aspects of a job.”

Job analysis information can be collected by having job incumbents and/or supervisors complete questionnaires about their jobs, by direct observation, by interviews, or by filming employees as they perform their jobs. Job descriptions and job specifications are two of the most important results of a job analysis. A job description is a written description of the basic tasks, duties, and responsibilities required of an employee holding a particular job.

Job specifications, which are often included as a separate section of a job description, are a summary of the qualifications needed to successfully perform the job. Because a job analysis specifies what a job entails as well as the knowledge, skills, and abilities that are needed to do the job well, companies must complete a job analysis before beginning to recruit job applicants.

Job analyses, job descriptions, and job specifications are the foundation on which all critical human resource activities are built. Job descriptions are also used throughout the staffing process to ensure that selection devices and the decisions based on these devices are job related. For example, the questions asked in an interview should be based on the most important work activities identified by a job analysis.