Sample job analysis communications

Sample 1: Memo to Employees About Job Analysis Project

Date:

To:

From:

The growth in size and complexity of our company requires that we continually review our business, our organization and our personnel practices. We all recognize that the proper definition of individual responsibility and the development of an appropriate and fair salary program for paying each of us is important to the long term success of the company. The determination of how much any single position is worth cannot be left to guesswork, yet the determination of fair salaries is not easily undertaken.

Employee salaries should be internally equitable and fairly related to out geographic area, industry, and company resources. We are committed to the maintenance of an appropriate salary program. There are several major elements of such a program:

1. The preparation of position descriptions to record the responsibility of each position in the company by setting forth the activities, organization relationships and authority of each.

2. The evaluation of each position using an appropriate position evaluation plan. These evaluation plans are designed to evaluate a number of factors contributing to the worth of each position.

3. The revision or development of a salary schedule which equitably establishes a salary range for each position.

4. The implementation of a salary administration program which ensures that each employee is fairly and equitably compensated relative to each employee's position responsibility and performance.

Because of the importance of this work, we have retained the consulting firm of A.S. Hansen to assist us. Their staff members will work with our company to objectively undertake this study.

At this time, we are undertaking step one. Because the job evaluation process depends on a clear understanding of each position included in this study, all of the various functions, organizational relationships, duties and responsibilities of each position must be accurately defined and properly documented. Accordingly, we are asking that you accurately and thoughtfully complete the attached questionnaire. In addition, an A.S. Hansen consultant or a member of the company will be interviewing a representative number of employees to ensure that job responsibilities are properly defined. A position descriptions are prepared, they will be reviewed with each incumbent and their supervisors.

This questionnaire is basically an analytical tool. It must be thoughtfully and systematically filled out. Keep in mind, however, that there is no intent to evaluate you or your performance. Rather, the whole objective is to develop a concise description of your job. If you have any questions please call [insert name] at extension [insert number].

Please enclose your questionnaire to the attached envelope and mail it by the [insert date] deadline.

Thank you for your time and interest.

Sample 2: Memo to Employees About Job Analysis Study

Date:

To: All Employees

From: [insert name], Human Resources Director

Re: Job Analysis Study

In 1989, employees and supervisors worked with Rhodes, Shanley and Associates, our management consulting firm, to analyze the content of jobs and develop job descriptions and job specifications. Rhodes, Shanley and Associates, again with help from employees and supervisors, updated the job descriptions and job specifications in 1992. We believe that it is time for another review and update. Therefore, we have asked Rhodes/Shanley to assist us once again.

Your awareness and cooperation are critical if we are to have effective job descriptions and job specifications. These descriptions and specifications are used for a variety of human resources/personnel programs including documentation of ADA essential functions, employment, compensation, and performance appraisal.

The purpose of this memo is to request your input to be sure your job is accurately reviewed. We believe that a critical element of this study is the opportunity for each employee to personally complete a job analysis questionnaire. Your supervisor will, in turn, provide input. Both your input and your supervisor's input allow for maximum participation by all concerned parties. And we believe the final documents will be a better product.

A representative from the Rhodes/Shanley consulting team will be introducing and administering the job analysis questionnaire to groups of employees sometime in [insert date]. You will be asked to provide information about what you do in your job, why you do it, and so on.

Your supervisor will let you know the date and time of your group session. The group session will last about an hour. Then up can complete the questionnaire later, at your workstation if you wish.

This type of study can cause unnecessary concern or unrealistic expectations. Therefore, it is important that you understand that we will provide feedback about the study after the management team reviews the consulting team's study report.

We anticipate completion of the study and feedback to your supervisor around [insert date].

The management team sincerely appreciates both your cooperation and your input.

<p>Following are two sample employee communications, announcing an impending job analysis project. The first was furnished courtesy of John A.</p>

Sample job analysis communications

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