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Effective job descriptions


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One of the best building blocks for an organization that wishes to become an "Employer of Choice" relates to the Job Description. Unfortunately most organizations pay this lowly document scant attention. It is often out of date, inaccurate, and provides no support for either the employee or the manager trying to assist the employee develop. By focusing on the employee training and career development aspects, the Job Description can be used as a wonderful motivation tool.

Published in: Business, Technology
  • Thanks Mahmood, employers always ask what they can do to improve the workplace, and make it easier to manage. I always ask, Do you have the basic building blocks of a healthy organization in place? Often they do not or they are out of date. They are then pleased that with relatively little investment in time and money, all this can be changed for the better!
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Effective job descriptions

  1. 1. Creating Clear Job DescriptionsInfonex Sept 08, Winnipeg 9:15 am Tues Sept 9th Chris Hylton, MACG Hylton & Associates Inc. 1
  2. 2. Workshop Objectives1. Write a job description for a specific job2. Use the NOC online system3. Develop a grid system4. Learn what to pay jobs5. What do you want to learn? 2
  3. 3. Job Analysis → Job Description Building ProcessGather preliminary information:  Review prior job descriptions if any  List key tasks, etc., note areas of confusionTour work area: See context & flowConduct interviews:  Supervisor – go over the job & job incumbents  see average employee vs. best employee profilesDevelop draft job description & revisit work area & supervisor with questions re areas you are uncertain aboutConsolidate into a draft job description & verify with those concernedCreate the final job description, employee/mgr sign off 3
  4. 4. Job Analysis Challenges High rates of job change Some see Job Analysis as a waste of time  Do people really use job descriptions? Best to rely more on generic NOC descriptions  Which are easily customized  Broad-bands – more discretion with wider ranges 4
  5. 5. Skill Levels 00 Senior management 0 Middle & other managers Skill level A Professional Skill level B Technical, para-professional, skilled Skill level C Clerical, assisting, intermediate sales Skill level D Elemental service, trades helpers, laborers 5
  6. 6. Job Analysis The process by which you determine the duties of the job, and the skills and experience needed for the job 6
  7. 7. Job Analysis Questionnaire for Developing Job Descriptions A form used by managers to determine the duties and functions of a job through a series of questions that employees answer.Source: (subscription Job Description service) 7
  8. 8. Job Questions What is the job you do? What are the major duties of your job? What education, experience, skill, and certification and licensing required? What are the basic accountabilities or performance standards? 8
  9. 9.  Responsibilities? Working conditions? physical demands? Emotional and mental demands? Does the job expose you to any hazards or unusual working conditions? Health and safety conditions? 9
  10. 10. Job Description Most contain sections that cover:  Job identification  Job summary  Responsibilities and duties  Authority of incumbent  Standards of performance  Working conditions  Job specification (the human requirements of the job) 10
  11. 11. Job Specification A list of the skills and aptitudes sought in people hired for the job Identification of these skills and aptitudes are from information collected in the job analysis 11
  12. 12. Personnel Planning Personnel Planning  The process of determining the organization’s future personnel needs, as well as the methods to be used to fill those needs Personnel Replacement Charts  Company records showing present performance and promotability of inside candidates for the most important positions 12
  13. 13. Promotion ChartSource: Pearson Education 13
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  22. 22. About the NOCThe National Occupational Classification(NOC) is the nationally accepted referenceon occupations in Canada. It organizes over30,000 job titles into 520 occupational groupdescriptions. It is used daily by thousands ofpeople to compile, analyze andcommunicate information aboutoccupations, and to understand the jobsfound throughout Canadas labour market. 22
  23. 23. NOC The NOC provides a standardized framework for organizing the world of work in a coherent system. It is used to collect and organize occupational statistics and to provide labour market information. The structure and content of the NOC is also implemented in a number of major services and products throughout the private and public sectors. 23
  24. 24. NOCThe NOC is updated in partnership with Statistics Canada according to 5-year Census cycles. It is based on extensive occupational research and consultations conducted across the country, reflecting the evolution of the Canadian labour market. 24
  25. 25. The NOC and Job Analysis National Occupational Classification (NOC)  A systematic occupational classification structure based on interrelationships of job tasks and requirements.  Contains standardized and comprehensive descriptions of twenty-five thousand jobs  Divides work into 9 broad categories and 5 skill levels 25
  26. 26. Broad Occupational Categories1 Business, Finance and Administration2 Natural and Applied Science3 Health4 Social Science, Education, Government and Religion5 Arts, Culture, Recreation, and Sports6 Sales and Service7 Trades, Transport and Equipment8 Occupations unique to primary industry9 Occupations unique to processing, manufacturing and utilities 26
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  40. 40.  Please call if you have any HR, or workplace issue that you are overwhelmed with We can help you We also are pleased to do Free Workshops for your organization (some limits apply) Let us know what your needs are and we will make it happen! 40
  41. 41.  HR Consulting  Benefits, Pensions, Job Descriptions EAP Salary Grids  Strategic Wellness at Work Planning Staff Morale  Drug and Alcohol Training and programs Workshops  Dept re-orgs Tel 403 264 5288  Leadership chris@hylton.cacompensation 41
  42. 42. chris@hylton.ca800 449-5866 42