Why Is Job Analysis Important - Personal Statement Example

JOB ANALYSIS AND PERSONAL Introduction Recruitment is one of one of the most important function that is bestowed upon the HR department. Recruitment and selection is at the process of identifying the needs fro workforce in an organization and consequently selecting the most qualified persons for this job. Recruitment and selection is therefore an important practice that is used to staff an organization. Recruitment and selection process must be carried out impartially and in the fairest manner to ensure that an organization selects only the best workforce in the market who can be an eventual cause of growth for the company. Recruitment and selection is not an everyday process in an organization and therefore there has to be all efforts in order to ensure that the organization only gets the best workforce in the market. Recruitment and selection can determine whether the organization will continue performing well or it will perform poorly. Therefore the HR department should leave not chance in their recruitment efforts. (Sparrow, 2006, p. 90) Recruitment and selection is a process that takes time. It is not a one day process but it is a process which is carried out in a period of time since there are other important process that has to be carried out in the course of recruiting and selecting the best workers in the market. One of the most important processes that take place in the overall recruitment process is job analysis. Job analysis is the process of looking at all the details that pertains to carrying out of a certain job that the organization wants to recruitment. In the recruitment process there is also the process of job and personal specification which tends to look at the particular factors that are needed to carry out a certain job and therefore specifies the most appropriate person who can fulfill the needed vacancies. Therefore these are two important processes in the recruitment and selection efforts which are bound to ensure the overall success of the recruitment process and help the company to meet the recruitment needs and meet its objective. (McDougall, 2002, p. 29) This paper will closely look at the two factors in recruitment. It will look at the important of job analysis in the whole of the recruitment process and also it will look at the important of job and personal specification in the recruitment process. These are important processes which are meant to ensure that there is overall success of the recruitment process. The paper will therefore look at their suitability and their role in the recruitment efforts. Job analysis As has been said before, recruitment is not a one day exercise but it is a process that takes time. It is a process which ensures the organization is well staffed and there are enough workforces to perform all the need duties. Therefore the need for recruitment in the organization arises from a seeming need to fill a vacancy in the organization. It arises from a process where the organization needs to bridge some gap in the workforce. According to the recruitment theories, there has to be a purpose for the process of recruitment. There has to be an identified need in the organization that will have to be fulfilled through the recruitment efforts. . (Williams, 2002, p. 40) A job analysis is the most important tool that is used by an organization in order to identify this gap that it has to fulfill. A job analysis is therefore process in which the HR department identifies a vacancy to be filled and all the important components of that vacancy. It identifies the vacancy, the needed skills to work effectively in that vacancy, the work components and tools needed the factor to consider when appraising the performance of that job, and many other components. A job analysis is therefore a full description of the job that acts as the guide in the recruitment and selection proceeds. It lays about all the important aspects of the job that can be used to benchmark the suitability of the candidates fro the job. A job analysis is not only important in the recruitment and selection process but it is also important in the future. All these important components that are needed in the performance of certain job can all be obtained from the job analysis. A job analyses is will be able to capture the important components in a job which enables the selection process to identify the needed skills from a suitable candidate to fill a job vacancy. A job analysis is will therefore be an important tool in the recruitment and selection exercise. It will provide an organization with the insight into the qualities that are needed in candidate to fill that particular job vacancy. A job analysis therefore provides an objective basis for hiring. It provides a base that can be used as an inference in the hiring process. Job analysis helps the organization to understand the certain process that should be used in the hiring process in order to achieve the most suitable candidates for the job. (Simola et al., 2007, p. 51) Job analysis is a logical process that will provide the organization with the real purpose for the recruitment process. It will help the organization to determine the main purpose for carrying out the recruitment exercise. Recruitment exercise should not be carried out without an effective understanding of what the organization needs. There has to be a defined purpose on which the recruitment process will be based. It is only after the organization carries out an effective job analysis that it can really understand what it needs in the recruitment process. It will understand the kind of skills that it is looking for in the recruitment process and therefore come up with an effective strategy through which it can assess the most competent candidate in the skills that it is looking for. A job analysis will also help the organization to understand the specific duties that will be cared out by the ideal candidate for the job. This will help the recruitment process to understand which specific skills that it will be looking for. It will understand the main duties that will be carried out by the selected candidate and therefore the recruiter will understand the specific skills and experiences that will enable the ideal candidate to perform their duties as required. (Lepak and Snell, 1999, p. 35) Without a job description, the organization may not fully understand the specific skills and experience that it will be looking for. Hiring a person who does not have the need skills will mean that the organization will not have achieved the objective of recruitment process and therefore it will be difficult to maximize from the hired employee. In case an organization is carrying out the recruitment for a new position in the organization, a job analysis will also be important in setting the work station with all the essential conditions which are needed for the maximum functioning of the organization. A comfortable working environment is one of the most important factors that can ensure maximization of the employee output. It is also important in helping the organization to get the best from the employees and increase its productivity. Therefore a job description will help the HR department to understand all the needed components of the workplace which will ensure that they function well. It will help the organization to estimate all the needed work components which will ensure that the organization functions well. (Janz, Hellervik and Gilmore, 1986, p. 38) By understanding the duties that will be association with certain a job, an organization will be able to understand the relationship pattern between the different departments in their organization. The organization can decide to merge the existing units in order to function effectively with the new employees who will be hired. It can also determine how different units can share the same work equipments in the work process and therefore it will assist in having a free flow of activities in the job. Therefore we can say that in the overall recruitment process, a job analysis serves important functions. It helps the organization to come up with objectives which are based on the job related interview question. In this case the HR department will use these questions in order to select the most ideal candidate for the job. A job analysis will also assist an organization to write a most current and accurate description of the position. This description will have to be updated on regular bases as the new function for a certain job arises. A job description will also help the organization to perform objective performance appraisals. In this case the HR department can form an appraisal through which it will assess the performance of the selected candidate to determine if they are underproductive in the organization. A job description will also assist an organization to carry out personnel in the most non-discriminatory manner which can assist the organization to maximize the output from its employees. (Claydon and Beardwell 2007, p. 34) Therefore a job analysis is the most important tool that will assist the HR department to understand the skills, experience and other related factors of the job. It acts as the main guide in the recruitment process that will assist the organization to come up with the most suitable candidate for a particular job. A job analysis is therefore an integral tool of the recruitment and selection process. (Heneman and Judge 2006, p.12) Use of job and person identification in recruitment and selection The human resource department will spend a vast amount of time in coming up with the job and personal specification in the recruitment and selection exercises. This means that they are important tools that can be used by the department in the recruitment exercises. They are also important tools that help the organization to achieve the overall goal of the recruitment and selection exercise. The implications of carrying out a fair recruitment can be very serious to the overall performance of the organization. It is the selection process that will determine the kind of employees that the organization will have. It will also determine the ability of the selected workforce to fulfill their mandate of helping the organization to achieve it goals and objective. A disorganized recruitment may make the organization to end up with the wrong kind of employee who will underperform. The recruitment process is costly and time consuming and therefore there has to be attention to all the work details that will ensure that it is carried out in the most current manners. Making the wrong choice during the recruitment process will mean that the organization will have to recruitment again or retain the same workforce who will be underperforming with an increased possibility of the organization underperforming as well. (Stone, 2005, p.36) The most important factors that can enable an organization to get the most suitable candidates out of the costly process are drawing up an effect job description and personal specification. This is will help the HR department to have a clear picture in mind of the ideal candidate for the job they are recruiting. It will also help the organization to have a realistic job description which can be used to match the qualifications of the candidates. The recruiters will also have a clear view of the job at hand and the required skills in order to carry out the job effectively. A job description or specifying sets out all the needs of the job and therefore it is easy to recognize the skills that are needed to perform that job. A job description and personal specification makes the work easier for the recruiters since they can identity the most important skills that are needed in the workplace. The process of selection also becomes easier since they will only be matching the qualifications of the candidates with the needs of the jobs. (Galanaki, 2002, p. 47) A good job specification is straight forward and its looks to define all the components of the job. It include the title of the job and the aim of the job which are important in order to ensure that quality standards are met and also it helps to produce the most accurate information about the job at hand. It also outlines what the new employee will have to do. In his case it gives out the plan, design, and provides all the necessary details that the employee will have to carry out. On the other hand a good personal speciation outlines the important details that the require persons will have. It is directly linked to the requirements of the job description in the sense that it lays out the important skills that will be require as outline in the job specification. A personal specification contains all the skills and knowledge to the experiences that an ideal candidate will need to have in order to carry out duties are outlined in the job specification. This means that it matches the job specification with the individual skills for the workers and the therefore important in understanding how the candidates will be selected in line with the demands of the job. (Latham, et al., 2000, p. 5) A good personal specification also lays out the need health and social needs of the ideal candidate. This is closely matched with the condition at work and the working environment. For example military recruitment specify that all the candidates shave to be physically fit and women should not be pregnant at the time of the recruitment. This is important since it matches the body needs with the kind of working conditions that one will be exposed to in the workplace. (Bloisi 2007, p. 9) A good job and personals specification is therefore important in the selection and recruitment process since it assists the recruiting team to select the most appropriate candidate and ensure hat t they make a decision that will be justified according to the laid criteria. This means that it ensures the integrity of the selection criteria and makes a decision that will not put to question later even when the selected candidates fails to deliver according to the requirements of the organization. Both are also important when a company wants to advertise fore the vacancy. They ensure that there is a good description of all what is needed for a particular job since there is all defined. In the advertisement, they make it clear to the candidates who are interested in the job on all the requirements of the job. This is important since it ensure that candidate understands the needed skills and they can as well prepare well for an interview depending on what is needed for the job. (Kakumanu and Portanova, 2006, p.34) Conclusion Recruitment is an important process in the overall staffing pattern of the organization. There are important tools that are employed in the recruitment process to ensure that the organization gets the best candidates for the job. A job analysis is one of the important tools which ensure that it lays down all the important requirements fro a job. A job analysis gives all the important component of a job. A job specification is another important tool which gives out all the skills which are needed in order to perform a particular job. A job specification therefore outlines the important details that are closely matched with personal specification. Both tools ensure that the recruitment process gets the most ideal candidate for the job. 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