How often does your organization conduct a job analysis? Is this something that is done routinely or only when a job vacancy must be filled? Is there a formal process involved?
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A job analysis is the precursor to a good job description. A job analysis takes a detailed look at what the job entails and how that has changed from the current/previous job description. Typically, someone in HR performs this analysis as part of an ongoing effort to keep job descriptions accurate for employee records and in job postings.
Conducting a job analysis may seem like a wasteful activity, especially if thorough job descriptions exist for all current roles. However, it’s much more useful than it may seem at first glance.
A job analysis takes an unbiased look at the existing job description and aims to improve its accuracy by ensuring that it’s still up to date and still encompasses all of the important aspects of the job. It should consider input from current holders of the position, as well as managers for that position, to ensure accuracy of the updated job description.
Accurate job descriptions can impact employee satisfaction levels. If employees feel they’re routinely asked to complete tasks irrelevant to their job, they may feel unappreciated or even underpaid. Keeping job descriptions accurate—and promoting employees when they’re ready for additional responsibility—can help.
Accurate job descriptions can also become a legal issue, especially when it comes to antidiscrimination against individuals with disabilities. Job descriptions must accurately note the essential and nonessential functions of the role so that employers can be well-equipped to determine if an applicant is qualified (possibly with reasonable accommodation) to perform the essential functions.
Ways to Conduct a Job Analysis
Now that we’ve outlined the basics of why employers conduct a job analysis, let’s review how to gather the information:
- Interview current employees in the role. This could be done verbally or as a questionnaire. It’s important to get input from multiple employees if possible.
- Interview managers for the role.
- Conduct observational studies, noting the job tasks completed and relative time spent on each over a reasonable time period, typically a full week.
- Review the list of tasks turned in by employees if task logs are kept.
- Compare similar roles to see the similarities and note differences between the roles.
- Consider reviewing similar job descriptions from other organizations to see if there are tasks listed that may be relevant that don’t come up in the initial analysis.
- Compare the new job description with old versions to ensure nothing was missed that should remain and ensure it remains consistent with the overall position in the organization.
A job analysis can be a large task, even for just one role, which is why some organizations opt to put it on a schedule rather than wait for a time crunch when a vacancy must be filled. What does your organization do to ensure job descriptions are always kept updated and accurate?
Bridget Miller is a business consultant with a specialized MBA in International Economics and Management, which provides a unique perspective on business challenges. She’s been working in the corporate world for over 15 years, with experience across multiple diverse departments including HR, sales, marketing, IT, commercial development, and training.