Conducting a Job Analysis

A job analysis involves gathering in-depth details about a job role. The goal is to understand what the work environment is like, what the job requires employees to do, and what competencies they must possess to perform the job effectively.

Here are 5 steps to conduct a job analysis:

What Is a Job Analysis?

A job analysis is a formalized way to collect and analyze information about a job role. For hiring and recruitment purposes, HR professionals use job analysis to accurately capture the activities, competencies, and context of the job to ensure every element of the interview process is job-relevant. The OPM summarizes the function of this process well: “Job analysis is the foundation for all assessment and selection decisions.”

This type of analysis breaks an entire job down into smaller pieces, like tasks, using a systematic method for gathering and synthesizing data. The information collected includes:

Depending on the method, the process is led by a qualified HR practitioner, job analyst, or consultant who has a clear picture of HR’s strategic objectives. 

The analysis data informs a number of different HR functions. In this article, we’ll be focusing on using this data to enable a better interview process.

In hiring, the structured interview process is best organized around a job analysis.

Why Is It Important?

Trying to make hiring decisions without having crucial information about the roles at your organization is a bit like trying to bake a cake without knowing what kind of cake it is, or what it’s supposed to taste or look like. You cannot make the right decision without understanding what you’re looking for. Here are four reasons why they are important:

Types of Job Analysis Data

What kind of information is collected in a job analysis? This data can generally be divided into three categories: activities, competencies, and context.

What Is Job Analysis Data Used For?

While there are many HR uses for job analysis data, it can be used to improve a structured hiring and recruitment process.

Setting Job Specifications

What specifications does a candidate need to qualify for a role and what can they learn?
A good analysis can help you answer that. Specifications include education, work experience, and professional qualifications or certifications.

Creating Detailed Job Descriptions

Job seekers don’t want to apply if the job description is unclear. Unfortunately, Burnett’s Staffing said being too vague is the #1 mistake employers make when writing one.

Modern job descriptions are very detailed, going the extra mile to sell candidates on the role and the organization. A job analysis not only informs the job description process, it can also identify key attributes you can use to attract top candidates.

The core competencies identified in the analysis are used to create a clear job description, in addition to the interview guide, and interview questions in a structured process.

Developing Selection Assessments

Selection assessments are a great way of inviting candidates to demonstrate how they would complete a real task they would encounter in the role. A job analysis reveals what tasks or competencies are most critical to a role, so data can be used to develop assessments that evaluate what is most important. They can also help determine what assessment methods (competency-based or task-based) are most appropriate for a given job.

Formal Job Analysis Methods and Processes

There are several formal ways HR teams can conduct a job analysis. When incorporating job analysis as the first step in your structured hiring process, keep in mind that some methods are more helpful than others.

A study in the Academy of Management Journal evaluated several job analysis methods against each other to see what method was most effective for each purpose. It identified the job analysis methods that were best for writing job descriptions and setting job specifications: Threshold Traits Analysis (TTA), Task Inventory (TI), Functional Job Analysis (FJA), and the Job Elements Method. Some other common job analysis processes used in HR functions are Critical Incident Technique (CIT) and Position Analysis Questionnaire (PAQ).

Commonly Used Data Collection Methods

More typically, HR teams use a variety of approaches to get the best understanding of a job role. Here is an overview of common data collection techniques:

How To Conduct a Job Analysis

Depending on the job role and industry, there can be several different steps needed to conduct a sufficient job analysis. For a simplified, yet helpful approach, here are the main components that should cover most job types.

1. Outline the Job Requirements

The first step is to outline the job role in terms of duties, responsibilities, and expectations. This step helps you develop an accurate job description, though it’s necessary to complete all components beforehand to give candidates the most comprehensive summary of a role.

• The day-to-day job duties (and the difficulty and importance of each duty)
• Other responsibilities and their importance
• Skills needed to do the job successfully
• Qualifications and experience needed to be considered for the role

2. Explore the Desired Outcomes for the Role

Consider the bigger picture of this role – how does this position benefit the organization as a whole? Every job is connected to the success of other roles. Outlining what you hope to get out of the position is as important as what you put into it. This step, along with the previous step, are the most important to help you build an effective interview plan and fairly evaluate candidates based on your definition of success.

• How the role aligns with the organization’s overall goals
• How the role contributes to larger projects with other teams
• Soft skills desired for the role
• Specific 30-60-90 goals for the role
• How success will be measured as tenure evolves

3. Find Out What Training Is Required on the Job

Learn what tools and training are required for a new hire to achieve both short and long-term success. Discover what your organization needs to provide them with to help them truly master their role. For each training component, consider who will need to train them, how long it will take,  and how that will impact their workload.

• Onboarding necessities (orientation and high-level organization goals/expectations)
• Organization-related product or service training relative to the role
• Required training for programs and tools used in the role

4. Determine a Realistic and Fair Compensation Package

It can be hard to determine a fair salary – there are a lot of variables such as the experience of a candidate, and how lucrative an offer needs to be to fill the position successfully. By following the steps involved in a job analysis, you should be able to summarize key job details needed for determining a fair compensation package.

• Fair salary bracket based on job role and experience
• Benefits based on organization standards or job role
• How the salary bracket compares to similar positions in the company
• How the salary compares to competitors’ similar roles

5. Lastly, Continue to Evolve the Job as Things Change

A job analysis is not a one-and-done activity. As time goes on, the expectations and duties for a position change. This can be due to factors such as the company evolving, or a transition in the industry or the economy as a whole.

Some jobs evolve more frequently than others, especially in the case of jobs that involve any kind of technology. In these cases, you’ll want to consider refreshing your analysis annually. However, if a position is relatively unchanging, then you’ll only need to review and refresh the analysis as needed.

An up-to-date analysis of every position means job descriptions, expectations, and compensation are kept relative. Ultimately, with your finger on the pulse, you’ll keep attracting candidates who are the right fit for the role.