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What are the key steps and tools for conducting a job analysis interview?

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A job analysis interview is a method of gathering information about the duties, responsibilities, skills, and competencies required for a specific position. It can help you design a fair and effective compensation system, as well as improve your recruitment, performance management, and training processes. However, conducting a job analysis interview requires careful planning, preparation, and execution. Here are some key steps and tools that can help you conduct a successful job analysis interview.

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Lisa Trewhitt, PhD

Reward Consultant Principal

1 Identify the purpose and scope

Before you start interviewing, you need to define the purpose and scope of your job analysis. Why are you conducting the interview? What are the objectives and outcomes you expect? How will you use the information you collect? Who are the stakeholders and how will you communicate with them? How many and which jobs will you analyze? These questions will help you determine the scope, timeline, and resources for your job analysis project.

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Howard Risher

Global consultant on executive and employee compensation and performance management
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I've been involved in planning and managing pay programs for 40+ years. I'm not a believer in the textbook argument. Someone years ago commented it takes 12 hours to develop and gain approval for a job description. That's the analyst and two or more people interviewed, writing time, review time, editing time, a second review and finally approval time. Costly investment. The the finished product is filed and never opened again until someone says the job has changed and it starts again. In market pricing, an analyst compares it with a 2-3 sentence job summary in a survey. If the employer relies on job evaluation, its really a negotiation -- the job details do not matter Its a practice that dates to the early "Personnel" practices.

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2 Select the interviewees and interviewers

The next step is to select the interviewees and interviewers for your job analysis interview. Ideally, you should interview a representative sample of employees who perform the job, as well as their supervisors, managers, or customers. You should also choose interviewers who have relevant knowledge, skills, and experience in the job or the industry. You may need to train them on how to conduct the interview, what questions to ask, and how to record and analyze the data.

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Lisa Trewhitt, PhD

Reward Consultant Principal
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I think interviewing employees that do the job you're wanting to evaluate needs to be done with caution and with plenty of good governance wrapped around it. Getting employees to complete a JE questionnaire is fairly standard practice, especially in the public sector. However, we can all talk-up our jobs, particularly if we think something is 'on the line' and it can become quite emotive. I'm not saying that you don't involve employees at all, but you need to involve line managers / senior managers that can provide an overall view in terms of where jobs sit in relation to other jobs. If you're asking managers to be involved in evaluating jobs you should make sure they have been trained in the JE methodology being used.

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3 Prepare the interview questions and tools

The most important part of the job analysis interview is the interview questions and tools. You need to design questions that elicit detailed and accurate information about the job, such as the tasks, duties, responsibilities, skills, knowledge, abilities, and performance standards. You can use different types of questions, such as open-ended, closed-ended, behavioral, situational, or hypothetical. You can also use tools such as job description templates, competency models, rating scales, or checklists to structure and organize the information.

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4 Conduct the interview

The interview is the core of the job analysis process. You need to conduct the interview in a professional, respectful, and ethical manner. You should explain the purpose and scope of the interview, obtain consent from the interviewee, and ensure confidentiality and anonymity. You should also follow the interview protocol, ask clear and relevant questions, listen actively and attentively, probe for clarification and examples, and avoid bias and assumptions. You should also record and document the interview, either by taking notes, using audio or video devices, or using software applications.

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5 Analyze and verify the data

After the interview, you need to analyze and verify the data you collected. You need to review the notes, transcripts, or recordings of the interview, and identify the key themes, patterns, and discrepancies. You need to compare and contrast the data from different sources, such as employees, supervisors, or customers. You need to validate the data by checking for accuracy, completeness, consistency, and relevance. You can also use techniques such as frequency analysis, content analysis, or factor analysis to quantify and categorize the data.

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6 Report and use the results

The final step is to report and use the results of your job analysis interview. You need to summarize and present the findings in a clear and concise manner. You need to highlight the main conclusions and recommendations, as well as the limitations and implications of your analysis. You need to communicate the results to the stakeholders, such as the management, the employees, or the customers. You need to use the results to inform your compensation decisions, such as job evaluation, pay structure, pay policy, or pay equity.

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7 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?

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What are the key steps and tools for conducting a job analysis interview?

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1 Identify the purpose and scope

2 Select the interviewees and interviewers

3 Prepare the interview questions and tools

4 Conduct the interview

5 Analyze and verify the data

6 Report and use the results

7 Here’s what else to consider

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