HR Jetpack

Job Analysis

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Lesson Content

I have provided you with a lot of information thus far and perhaps you are wondering what exactly you, the HR professional, is responsible for in the strategic planning process. Clearly, you must set goals and objectives for your HR department based on the organization’s plan. You may conduct both an external and internal analysis or partner with management to do so. However, you do have a primary responsibility in respect to the process. For all you avid note takers out there I want to share with you a summary.

A primary responsibility is to conduct a Job Analysis, this is where you will look at the organization structure, and by doing a job analysis of the different jobs in your organization, you will determine if the organization is in the best place it can be in, i.e. has the right amount of people that hold the right skill-set performing in the right job, so the organization will be successful in the future.

You can conduct a job analysis in a few different ways; the most popular are, by interviewing the employees, by administering questionnaires to the employees, or by observing the employees. All three should lead you to the answers of the following set of questions:

  • Number 1 – what is the purpose of the job?
  • Number 2 - what are the job duties?
  • Number 3 – what background and knowledge is needed to perform the job?
  • Number 4 – what training is needed for the job?
  • Number 5 – what abilities are required?
  • Number 6 – what are the working conditions?
  • Number 7 – who does the job report into?
  • Number 8 – how is this job evaluated?
  • Number 9 – how is this job compensated?
  • And finally, Number 10 – ask the employee anything else that you believe is relevant to successfully conducting this job analysis. 

The job analysis will help you greatly in several different ways as you navigate the planning process. Specifically, there are six areas

Number 1 – the information that you gathered from the interviews, questionnaires, or observations, can be used to analyze the organizations’ work-flow process and job design. So what does that mean? Well basically it means looking at how the organization gets the work done. You may find that something does not make sense, perhaps there are some inefficient work-flow processes that occur, so this is your opportunity to highlight those, and you know that there needs to be a change.

Number 2 -the information that you have tirelessly spent collecting, you know is 100% accurate, therefore good news, you can use this for job postings – both internally and externally – which will encourage qualified candidates, and should discourage unqualified candidates.

Number 3 – the information uncovers gaps that are prevalent between job descriptions and job holders. For example, if the job description of your Bookkeeper includes that he or she needs to be able to use the latest version of QuickBooks but he or she doesn’t know that version, then they need to be trained on it.

Number 4 – the information uncovers what is necessary for good performance, and gives the organization the opportunity to take steps to correct the not-so-good performance.

Number 5 – so this one is a biggie, money, money, money. The job analysis will help you determine the value of the job. Is the employee being compensated fairly? Does the job have room for consistent raises and/or bonuses? These are important questions as if you find that the employee is being underpaid, then they perhaps might seek work elsewhere. This is a consideration when thinking of the big picture and trying to plan for the future.

Number 6 – finally, the information helps you stay in legal compliance. It is critical that when you are selecting and hiring candidates, your criteria is based on what the job description, and all the other parts of the analysis I described earlier.

Hayley Buonopane

Instructor:

Hayley Buonopane

With nearly two decades in the Human Resources field, Hayley is a subject matter expert with a specialty in workplace planning and development, employee relations, organizational development, and talent acquisition....

Hayley's Full Bio

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