HOW TO CONDUCT A JOB ANALYSIS: A PRACTICAL GUIDE FOR HR AND TALENT ACQUISITION PROFESSIONALS

By Jessica Roberts, Lead Analyst, Employment Technologies

 

WHAT IT IS

Job analysis is a systematic process used to identify the tasks, responsibilities, skills, and qualifications necessary for a specific role within an organization. By gathering and analyzing data on job functions and requirements, HR and talent acquisition professionals can develop accurate job descriptions, improve hiring decisions, and ensure alignment with business objectives.

WHY IT’S IMPORTANT

 A well-executed job analysis provides numerous benefits, including:

Enhanced Hiring Accuracy

Ensures job descriptions accurately reflect the skills and competencies needed.

Improved Workforce Planning

Helps organizations strategically plan for growth and role evolution.

Optimized Training and Development

Identifies skill gaps and informs employee training programs.

Informed Compensation Decisions

Supports fair and competitive salary structures.

Stronger Performance Management

Establishes clear expectations for employees and improves evaluation processes.

Regulatory Compliance

Ensures that hiring and employment practices align with legal requirements and industry standards.

WHAT ARE THE KEY STEPS?

1. Define the Purpose

The first step is to determine the reason for conducting a job analysis. Common objectives include:

• Creating or updating job descriptions
• Supporting hiring decisions
• Identifying training needs
• Establishing fair compensation structures
• Ensuring compliance with employment laws

2. Identify the Job(s) to Be Studies

Select the jobs within the organization to be analyzed, whether it’s a single role or a group of related positions.

3. Select the Right Data Collection Methods

Based on the purpose, different job analysis methods can be used to gather information. Common techniques include:

• Interviews: Conducting structured discussions with employees and managers to gain insights into job responsibilities.
• Observations: Watching employees perform tasks to document workflow and job complexity.
• Questionnaires: Administering surveys to employees to gather information about duties and responsibilities.
• Work Logs: Asking employees to record their daily activities to understand task frequency and duration.
• Focus Groups: Engaging subject matter experts (SMEs) in discussions to gain consensus on job functions.
• Research: Review industry standards and relevant research related to the job or job family.

4. Gather and Analyze Data

Once the methods are chosen, data collection can begin. A comprehensive job analysis should include:

• General work activities, tasks, and responsibilities
• Knowledge, skills, abilities, and other characteristics (KSAOs)
• Tools and equipment used to perform work activities
• Work environment and conditions
• Performance expectations and critical success factors
• Trends affecting the role in the future

5. Verify and Document Findings

To ensure accuracy, the job analysis data should be verified by a larger group of SMEs through surveys or discussions. A common approach includes:

• Distributing a Job Profile Survey to employees and managers
• Using a Linkage Matrix to connect job tasks to required skills
• Analyzing importance ratings to determine which responsibilities and competencies are essential to the job
• Verifying necessary skills, training, and education
• Documenting job analysis results

6. Apply Insights

After the job analysis data have been verified and documented, the findings can be implemented to improve HR processes. This could mean refining job descriptions, enhancing training programs, or making data-driven hiring decisions.

7. Update Regularly

Periodically review the job analysis data to reflect any changes in responsibilities or requirements.

By following these structured steps, HR and talent acquisition professionals can ensure their job analysis efforts yield valuable insights that drive organizational success.

  

ADDITIONAL RESOURCES

• O*NET Online – A comprehensive database of job descriptions, competencies, and industry trends.
• U.S. Office of Personnel Management – Steps outlining how to conduct a job analysis.