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May 11, 2023 | Klein Consultants
Job analysis cannot be overlooked in today’s hiring process. If your company consistently hires individuals who are not a good fit for the job, the way you describe the open roles in your recruiting materials might be part of the problem. To ensure that candidates understand the role they are applying for and arrive feeling prepared, engaged, and set up for success, conducting effective job analyses is crucial. By investing time in formal job analyses, either internally or with the assistance of a consultant, you can create clearer job descriptions and make better hiring decisions. Let’s delve into the significance of job analysis in the hiring process.
A job analysis is the process of defining the requirements and duties of a job. Although you may have performed this process before without formally labeling it as a job analysis, the purpose remains the same. The information gathered during a job analysis is often referred to as the job’s KSAs, which stands for required Knowledge, Skills, and Abilities. This information can be categorized into three areas: job content, job requirements, and job context.
Clearly and accurately describing the requirements of a role is essential because what may seem evident to you and your internal hiring team members may not be apparent to job applicants. Moreover, common knowledge about a role, even among those who work with people in that role, often turns out to be untrue. Conducting a thorough job analysis minimizes the chances of hiring applicants who are not a good fit or missing out on a perfect candidate who was deterred by an inaccurate job description.
The job analysis process can take a few weeks to several months, depending on your approach. Here is a suggested cadence that includes some steps you may not have considered:
Find out the reason behind the opening Gaining clarity on why the position is opening is crucial for determining its optimal characteristics. Consider the following questions:
Consult supervisors and managers. Supervisors and managers possess valuable insights into job requirements, goals, objectives, and the position’s contribution to the company’s success. They can provide firsthand knowledge of what it takes to excel in the role and how it interacts with other departments.
Talk to current job holders. Engage not only the managers involved in the hiring process but also employees currently in similar roles. Their feedback offers a clearer understanding of the position’s day-to-day expectations, responsibilities, and eligibility requirements. Structured interviews, questionnaires, observations, and work diaries can help collect this information.
Gather internal and external information. In addition to talking to current employees, review internal sources such as job descriptions, training materials, and performance plans. External resources like O*NET can provide insights into how similar roles are defined on a national scale.
Finalize the KSAs and rank the list. Convert the gathered information into a concise list of measurable job competencies and skills, prioritizing them. Ranking the job competencies and skills in order of importance will aid in sifting through candidates and identifying those who best fit the position’s criteria.
It’s worth noting that different companies may employ different job analysis methods. For instance, Google utilizes a combination of worker-oriented and work-oriented job analysis methods. Work-oriented methods are used for positions involving research and development, product design, and manufacturing, while worker-oriented methods are employed for jobs that emphasize interpersonal skills, such as human resource management positions.
The advantages of conducting a job analysis extend beyond improved recruiting. Here are a few additional benefits:
In conclusion, job analysis plays a vital role in the hiring process by providing a clear understanding of job requirements and responsibilities. It ensures that candidates are well-informed about the position they are applying for, resulting in a higher likelihood of finding the right fit. Additionally, job analysis benefits the organization by enhancing performance efficiency, improving training processes, facilitating internal placements, aiding compensation evaluations, and supporting risk management efforts. By investing time and effort into job analysis, companies can make more informed hiring decisions and set their employees up for success.