How can you use job analysis to create effective job descriptions?

1 Why job analysis matters

Job analysis is essential for global talent acquisition because it helps you define the competencies, skills, and qualifications that you need from your candidates. It also helps you avoid legal issues, such as discrimination or unfair hiring practices, by ensuring that your job descriptions are based on objective and relevant criteria. Job analysis can also help you improve your talent analytics, by providing you with data and insights on how your current and potential employees perform and fit in your organization.

2 How to conduct job analysis

There are various methods and tools available to conduct job analysis, depending on resources, time, and objectives. Observation is one way to go about it, by recording tasks, behaviors, and interactions of employees performing the job or a similar one. Interviewing employees, managers, or subject matter experts is another approach to gain insight on the job's purpose, duties, challenges, and expectations. Additionally, questionnaires can be used to collect information from multiple employees or stakeholders and analyze their responses through quantitative or qualitative methods. Finally, a focus group can be convened with employees or stakeholders holding different perspectives on the job to discuss requirements, outcomes, and feedback mechanisms.

3 How to use job analysis data

Once you have collected and analyzed the data from your job analysis, you can use it to create or update your job descriptions. A job description is a document that concisely summarizes the main aspects of a job, such as the title, summary, duties, specifications, and context. The job title should be descriptive and reflective of the level and function of the job. The job summary should provide a brief overview of the job's purpose, scope, and contribution to the organization. The job duties should list the most important tasks and responsibilities that the job entails, along with their frequency, duration, and complexity. The job specifications should include the minimum qualifications and competencies that the job requires, such as education, experience, skills, knowledge, abilities, and personality traits. Finally, the job context should describe the physical, social, and organizational environment in which the job is performed.

4 How to write effective job descriptions

Writing effective job descriptions requires following some best practices. For instance, use clear and concise language that is easy to understand and avoids jargon or ambiguity. Additionally, use action verbs and specific terms that accurately describe the job requirements and what the employee is expected to do. It’s also important to use inclusive and neutral language that does not discriminate or exclude any potential candidates. Furthermore, use measurable and realistic criteria that reflect the actual needs of the job, without exaggerating or understating the requirements or benefits. Finally, stick to consistent and standardized formats and templates that follow your organizational policies and guidelines, so that your job descriptions are aligned with your brand and culture.

5 How to update and review job descriptions

Job descriptions are not stagnant documents that you can simply create and forget. They are dynamic and ever-changing documents that need to be updated and reviewed regularly to accommodate the changes and trends in your organization and the market. It's essential to update and review your job descriptions for accuracy, relevancy, compliance, legality, and competitiveness. To do this, you can use the same methods and tools you used for job analysis, such as observation, interview, questionnaire, or focus group. Utilize feedback and data from employees, managers, candidates, customers, or other sources to identify any gaps or strengths in your job descriptions. After revising and improving your job descriptions accordingly, make sure to communicate these changes to the relevant stakeholders.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?