What is the best way to communicate a job analysis program to employees?

To alleviate some of the suspicions and emphasize the seriousness of the job analysis project, consider the following tips.

Gain top management's support. Present a written proposal to top management and obtain their approval before initiating the project.

Establish a detailed communications plan. Define what message needs to be communicated, who will communicate it, whom needs to be informed, when the communication should occur, and what media will be used (memos, focus groups, brochures, etc.) Make someone responsible for carrying out the plan.

Bring the union on board. If employees holding the jobs to be analyzed are represented by a union, bring the union in on the job analysis project. Explain the project to the union prior to announcing the program to employees. Emphasize the role of job analysis in providing both management and the union with valuable information on which to base decisions. If the union's reaction is favorable, this can go a long way toward putting employees' minds at ease with regard to the purposes of the job analysis project. If the union's reaction is unfavorable, the company has not lost anything by communicating its intentions, since the union's position would become known after the job analysis project began. It also demonstrates a good faith attempt on the employer's part to be open and honest about its intentions.

Gain organizational "buy-in" by involving others. Identify highly-respected employees within the departments being analyzed and ask them to help coordinate the project. Consider establishing a Job Analysis Committee, composed of representatives from different parts of the organization. Communicate the involvement of these liaisons through different media.

Implement through chain of command. Regardless of the type of job analysis technique used, it's best that the immediate supervisors of the employees involved participate.

Send general announcement letters to employees from top management and/or human resources. In the letter, explain the purposes of the job analysis project, and, if it is true, point out that no one will get a cut in pay as a result of the job analysis project.

Conduct information sessions. Hold presentations for employees and supervisors. Explain the purpose and process of the job analysis project. Emphasize the importance of everyone's participation. Have a representative of top management endorse the project.

Provide participant feedback. At appropriate stages of the project, communicate the status of the project and the progress made to date.

Publish articles. Prepare announcements for the employee newsletter or develop special project brochures.

Thank participants. Send letters of thanks to employees, supervisors and committee members.

Reprinted with permission. © CCH