📝 Job Analysis, Job Description, and Job Specification

There’s often confusion around these three HR terms. Let’s clear them up with simple definitions, practical distinctions, and real-world application.

🔍 What Is Job Analysis?

Job analysis is the structured process of studying a job to gather information about its responsibilities, required conditions, and the qualifications a person needs to perform it. It’s the foundation for creating both job descriptions and job specifications.

💡 Tip: Base job descriptions and specifications on a recent, documented job analysis. This improves hiring accuracy and ensures compliance in regulated industries.

📄 What’s in a Job Description?

This written document outlines:

  • ✅ The job’s purpose
  • ✅ Main duties and responsibilities
  • ✅ How the job is performed
  • ✅ Why the job exists and how it supports organizational goals

Think of it as a roadmap for both the employee and their manager.

🧾 What Is a Job Specification?

The job specification defines the minimum qualifications a person must have to do the job successfully. It typically includes:

  • 🎓 Required education level
  • 📈 Relevant professional experience
  • 💼 Technical or soft skills
  • 🧠 Traits or physical demands, if relevant

📊 Quick Comparison

Term What It Covers Purpose
Job Analysis Tasks, conditions, qualifications Foundation step for other documents
Job Description Purpose, duties, how and why Defines the job’s scope and responsibilities
Job Specification Qualifications, traits, skills Defines hiring requirements
⚠️ Common Mistake: Skipping job analysis or using outdated descriptions can lead to bad hires, low engagement, or legal risk. Revisit these documents regularly.

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