To begin, I consider that any job within an organisation consists of a cycle. By job I don’t mean a position, but a set of work tasks. For example, Mick works at Acme, Inc. making widgets. While the company could conceivably last forever, Mick and the widgets are finite. Both the employees and the work tasks needed change over time, hence the cycle. By performing these tasks every cycle, you improve a little bit each time – it’s a little bit like the changing seasons.
Job Analysis
The cycle begins with job analysis. During this phase we analyse the work tasks involved, determining requirements in terms of outcomes, skills, qualification and experience. Due to the constant change in any organisation, these requirements change over time. The job should be analysed any time it’s vacant (and sometimes when it’s not). This includes determining if the position is even needed, given the current state of business.
Job Design
While job analysis is concerned with what work is done,and the skills needed to do that work, job design is more focused with how the work is done. This includes keeping the employees motivated, and maximizing efficiencies within the organisation. Some people argue that job design is really a part of job analysis, and I can see how that makes sense. Again, this is one thing many organisations fail to do regularly enough.
Job Evaluation
Once we’ve determined what’s being done and how, it’s time to determine the “value” of the position, compared to others. This is done to determine how each position (not the person) varies in their worth to the organisation. Primarily this information is used in the creation of equitable compensation systems, and there are a great number of ways to evaluate jobs. Some include benchmarking, job ranking, and other more complex ways such as the Mercer IPD system. It’s important to evaluate the position each time you fill it (and sometimes more often), as the worth of different position changes over time.
Recruitment and Selection
This part is fairly obvious. If you have a vacant position prepared, you need to recruit and select somebody to fill it. Don’t fall into the trap of not dedicating enough resources to this task. It happens far to regularly, and it needs to be given the attention it deserves. You want the best possible person, not the first person off the street.
Job Turnover
Another quite simple one. This is where a staff member leaves, for whatever reason. It puts you back at the beginning of the cycle. A lot of people think of turnover as a negative thing, which makes them dislike the concept of a cycle. Think of it instead as an inevitable requirement. People will leave just as winter follows autumn (or fall, if you prefer). Instead of worrying that this is a negative, focus on the next cycle, and improve your results.