Hundreds of applicants are being catered by companies every single day, which is the reason why a job application process is evidently lengthy and takes some time before an individual is hired for his desired position. With this, companies and business enterprises consider the usage of forms for their transactions and even for their hiring programs. One document that will serve a great purpose for both the company management and the employees is a job analysis form. This is used together with the completed survey forms of the employees, the company records, as well as the individual reports that are collected from the supervisors and managers of every department in the company.
A job analysis form is used for gathering data and information that has a direct relativity to determining a job qualification for recruitment and other purposes of an employer in a company. The form will also serve as an accompanying document for employee evaluations and performance appraisal as it will record the details of the job such as the worth of the employee’s task and the number of the new employees needed for a position. Job analysis forms are mostly used on an annual basis and whenever there is a new job position to be introduced to the company. The human resource personnel are the people who are responsible for conducting the analysis process along with other departments and company authorities.
The significant sections of a job analysis form are stated below which are required to be included in every sort of analysis form regardless of its appearance, format, or variety:
This primary section will state the name of the company and the general information of the staff or employee who is involved in the analysis. The employee’s contact details such as the email address and his phone and fax numbers along with his address are also included with the date when the analysis was conducted.
This refers to the details of the employee’s job position that is needed by the company for their recruitment process. The salary updates that the employee was able to obtain due to a promotion and other incentives are stated in this section to allow the company in determining if they need to raise or retain the amount for future employees. It is also essential that the hourly rates of the employee are indicated with the period or dates prior to each salary update.
The number of the workers in the employee’s department, as well as the headcount for the disabled people and their specified positions, are stated in this section. Additionally, the number of people who are working on the same hour with the employee or staff is also needed to be indicated to determine the population of the department in varying working hours.
This section will be for distinguishing the roles, responsibilities, and description of a job. A table or a list of the various categories ranging from schedule specificity to the abilities of a job candidate is indicated to be ticked by the person filling out the form. Similar to a job evaluation, this section will include an indication of whether a job is a weekend or weekday schedule, the grooming requirements for the employee, as well as whether the employee will be interacting in front of the client or not. Other inclusions for this section can be the intellectual abilities of the employee and the list of job benefits that the employee may acquire during his employment.
Details for other necessities of the company such as the required number of supervisors for a department, the rate of turnovers, and the don’ts or matters that the employees should avoid as they work in the company are stated in this section. Employee promotion recommendations and incentive details can also be included by the human resource personnel with other significant comments.
The barriers, issues, and workplace risk assessments should be written with in-depth descriptions in this area. The importance of determining what the employees must expect in the workplace and the field where they will be assigned is to inform them regarding the hazards that they may face and resolve during their work hours. Descriptions include the maximum temperature present in the location of the employee’s field, as well as the safety and security preventive measures that the company mandated for their workers and staff.
Job Analysis Questionnaire Form – This job analysis form contains a set of questions that determines the frequency of the subject, how the job should be done, and the expected percentage of time allocated for completing the task of an employee. Compared to most job analysis forms, this is similar to common questionnaire forms; however, it focuses on categorizing job specifications. To lessen the usage of space in each question, the personnel who is assigned to do the analysis needs to shorten or state direct and concise answers in the form. Additionally, performance indicators, error consequences, and the signature of the employee’s supervisor are also needed to complete the document.
Job Analysis Rating Plan Form – This is a simple document that centers on listing the outstanding, acceptable and not or minimally acceptable qualities and attributes for a job title. The outstanding attributes will highlight the most evident benefit and the required level for an applicant who will be applying for the job title that is being analyzed. On the other hand, minimally acceptable traits are listed in the last part of the form. The advantage of using this document is that it is interactive, which allows the user to immediately clear out his printable statements and every field by clicking the “Clear Form” button below the form.
Job Hazard Analysis Form – Job positions that demand physical strength and endurance from the employee such as jobs that are involving in the construction fields are the target audience of this document. The job title, location, name of the analyst, and the date when the job was analyzed are stated in the form’s primary section. With this, tasks and hazard report descriptions are written as the main content of the document along with the resolution of how the company conducted hazard controls for the safety of their employees.
Reclassification Job Analysis Form – A supervisor will be completing this form whenever an employee is subjected to a new job position. The form must be enclosed with other documents that will highlight the deleted and the new duties of the employee for his new job. An explanation from the supervisor of why the reclassification is recommended for the employee will also be included on the form to properly justify the case. Depending on the consideration and the protocol of the company, the employee may undergo an employment assessment or a job performance review for allowing the supervisor in proving further details about the necessity of the job reclassification.
There are five main purposes of using a job analysis form in a company or business enterprise where employees are working. The first known purpose is to cater employee qualities for the job application and selection process. With the analysis, the company will be able to collect information regarding the appropriate levels of education, experience, and the attitude that they need for a job position.
Another reason is to rate the performance of the company and the employees within a stated period of time. The form acts as an effective company business evaluation that distinguishes the actions of the management that contributed to the company’s success from the decisions that placed the company to face a glitch and conflict. The analysis form also aids the business management and the superiors of a department to acknowledge the specific employees and job positions who are showing growth consistently when it comes to productivity and attentiveness to their clients.
Developing new training tactics for employees is another known purpose of completing a job analysis form. Since the document aids in recognizing talents from varying departments and positions, the management can acquire the thoughts and the strategies of the successful employees in order to share their knowledge with their colleagues. The form will also be a tool for determining who among the employees will need to undergo an employment or career training for improving his abilities and skills for his job.
Additionally, compensation management and conducting an effective job redesigning plan are also included for purposes of using the form. By gathering an employee survey, the management can state on the analysis form the range of salary rate that an employee in a particular job position receives in an average year. The incentives and other benefits will also be adjusted with the aid of the form. Lastly, a positive result in customer satisfaction surveys will be granted for well-designed jobs in the company, which is a known outcome if the employees were satisfied with the company’s treatment for them as well.