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Identifying Work Tasks for HR Development

For a given job function, the analyst must determine the tasks completed by the job function.  The job function to be analyzed can be  an existing, new, or changed job function.


If this is an existing job function, review the existing documentation and procedures.  Initially, a list of work tasks for a job function is created by reviewing the current job description and procedures manual(s).  The analyst must also determine the tasks performed by the employee(s) filling the job function.  The employee may perform activities that are not documented anywhere, or are part of another job function.  This information can be gathered using a number of Data Gathering techniques such as surveys and questionnaires, interviews, or participant observation.


For a new job function identified during a Systems Development or Business Processing Engineering (BPE) project, review the updated or new procedures, and the new job description.  If there is not sufficient information in the new procedures and job description, the subject matter specialist involved in the project should be consulted for a more detailed understanding of the job.


For changes in a job function identified during a BPE or Systems Development project, review the updated procedures and updated job description.  If there is not sufficient information in the updated procedures and job description, the subject matter specialist involved in the project should be consulted for a more detailed understanding of the job changes.


Weigh the Work Tasks


After the list of tasks has been created, the tasks are assigned a ranking or weight based on their importance to the job function.  The weighting of a task is based on several factors:


·          how often the task is performed (e.g., performed daily or once a month),


·          the total amount of time spent on the task (e.g., fifty percent of the employee's time is spent on the task),


·          the risk associated with errors (e.g., a fault not caught during data entry causes numerous problems throughout the organization),


·          the supervision required (e.g., needs constant or frequent supervision),


·          the degree of difficulty in the task (e.g., simple versus complex),


·          where or how job skills are acquired (e.g., formal training/education, on the job training).


The weighting scale is usually a set of numbers.  When designing the weighting scale, the levels in the scale must have a clear definition.  For example, "Often" and "Seldom" are not clear terms for ranking frequency.  A good weighting scale for frequency of the task, states frequency in clear measurable terms, such as:


            1 - daily

            2 - weekly

            3 - bi-weekly

            4 - monthly

            5 - quarterly

            6 - semi-annually

            7 - annually (or less).


Order the Work Tasks


Once the work tasks have been assigned a weighting, the tasks can be ordered based on their weights.  The most important or critical tasks are then clearly identified.


Tips and Hints


After the tasks have been ranked and ordered, review the list of tasks and their rankings with the subject matter specialists.


If the job descriptions or procedures are missing, incomplete, or incorrect, these descriptions and procedures should be documented.


In analyzing the job, problems may be found that hamper performance on the job (e.g., insufficient resources, inefficient process, vague job description, or unclear procedure).  Correcting those problems will improve performance, whereas training will have no effect on performance.

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Archive Category: Business Analysis
Keyword Tags:  human   resources   development   task   method

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