Job Descriptions… The Driving Force Behind Successful Compensation and Performance Management presented by Don Berman

Why Job Descriptions Lag Behind People think of them as documents/paper No one person can complete them – HR knows how to write them – Managers/Stakeholders know the details of the job People don’t know where to start – Especially for new Jobs – Lack of content No Structured way to go about it – Different formats/focus Everything else is more important – Recruiting, Performance Reviews, Compensation, Market Pricing Despite the fact that none of these can be done well without an effective Job Description No Urgency (until you need to hire someone)

About This Presentation Not Ivory Tower Samples of what our clients are doing – Components they are using – Processes they embrace – Screenshots/JD snippets for context from

We See Job Descriptions Differently Job Descriptions – Cater to the lowest common denominator – Consist of blocks of dense, opaque text Job Description Repository – Leverages conversations with Stakeholders Collects all the info you need Controls who can see what – Provides information to those that need it Folks in other roles, hiring managers, recruiters, OD Other systems: ATS, Performance Management, HRMS – Turn blocks of text into Data Points That you can search/query/interface with other systems Change the way you think about Job Descriptions

What Areas Impact Job Descriptions? Job Description ATS/Recruiting Process Performance Management System/Process Career Pathing Succession Training ADA/Accommodation FLSA Determination Compensation Plans Salary Structure Corporate CultureFuture Plans

Agenda Job Description Repository Compensation Management Performance Management Essential Functions Competencies Job Requirements JD Access/Signoff C u r r e n t / P a s t R e v i e w s S a l a r y H i s t o r y C a l i b r a t i o n Base Comp Data Market Data Internal Equity Job Evaluation Motivation and Retention Understanding the Job Intersection between DataandProcess

Impact on Motivation and Retention When an employee is satisfied with their job, they are more likely to be motivated to reach performance goals and see a future with your company A well-written job description sets an employee up for success by outlining their responsibilities and the parameters of their position Job descriptions also show how an employee's position contributes to the mission, goals and objectives of the organization © 2012 HRTMS, Inc. All Rights Reserved

Impact on Motivation and Retention JOB DESCRIPTIONS: Written to show how job contributes to company goals, objectives (how they fit into the bigger picture) PERFORMANCE: Clear direction, personal growth, communication COMPENSATION: Adequate compensation, recognition for effort JOB SATISFACTIOIN MOTIVATION RETENTION © 2012 HRTMS, Inc. All Rights Reserved

Understanding the Job The job as it relates to the Individual: Of course, understanding the Job is essential to: – Finding the right talent to acquire – Evaluating those that are in the job – Retaining those who perform Job Descriptions Compensation Management Performance Management

Scope But what about understanding the impact the job has on your Company – Freedom to Act – Problem Complexity – Impact – Budget Responsibility – Financial Responsibility Understanding the Job

In most Companies The Job Description is a Document, often leading to confusion as to the current version Job Descriptions are only consulted: – During the hiring process – At Review time (Sometimes) Factors that INHIBIT a thorough understanding of the job: Understanding the Job

Collaboration Sharing Content Understanding Corporate Vision Factors that ENCOURAGE a thorough understanding of the job: Understanding the Job

Collaboration Is the key to effective job descriptions because the knowledge needed is embedded in multiple Stakeholders: – Employees – Managers or other SMEs – Upper-level Managers – HR Generalists – Compensation Participants make changes and view via “track changes” paradigm Understanding the Job

Sharing Content Sources of Content – Stakeholders – Client Job Descriptions – HRTMS Content Library Content Applied to – Summary – Essential Function – Competencies – Less often, Qualifications Understanding the Job

Supporting Corporate Vision Job Descriptions can aid in supporting corporate: – Culture – Mission – Vision – Goals Understanding the Job

Job Descriptions and Performance Job Descriptions and productivity Job Descriptions and motivation Job Descriptions and consistency – Evaluate employees on Key Components – Normalize process across Jobs/Performance/Compensation Job Descriptions Compensation Management Performance Management

Job Descriptions and Productivity Focus employees on Essential Functions and key performance measures by: – Accessing their own Job Description at any time. JD and Performance

Job Descriptions and Motivation Focus on motivation by providing: – Ability to Search/Browse for jobs they are interested in – Publish Career Path Details JD and Performance

Job Descriptions and Consistency Key Components from their Job Descriptions flow through to Performance Reviews – Competencies JD and Performance

Job Descriptions and Consistency Key Components from their Job Descriptions flow through to Performance Reviews – Essential Functions JD and Performance

Job Descriptions and Consistency Key Components from their Job Descriptions flow through to Performance Reviews – Job Requirements JD and Performance

Job Descriptions and Consistency Normalize Process across Jobs/Performance/Compensation Employees signoff on job descriptions to indicate their understanding/ acceptance JD and Performance

Job Descriptions and Consistency Normalize Process across Jobs/Performance/Compensation Managers and Comp have instant access during Compensation Management Process: – To All Performance Review – And Salary History JD and Performance

Job Descriptions and Consistency Normalize Process across Jobs/Performance/Compensation So in context with Peers: Outlier Reviews can be Identified and corrected Reviews are calibrated and aligned with compensation JD and Performance

Job Descriptions and Compensation A robust detailed Job Description is the one common component needed to : – Level Jobs in your Organization – Market price jobs – Insure fair, competitive compensation plans to attract and retain top talent Job Description Repository is perfect place to: – Show Base Comp information – Integrate Market Data – Identify Internal Equity Comparisons As well as: – Implement a Point Factor Job Evaluation System Job Descriptions Compensation Management Performance Management

Show Base Compensation Info Store FLSA Determination Info JD and Compensation

Show Base Compensation Info Keep a Record of Historical Job Descriptions – Defend Hiring Decisions – Protect yourself against Regulatory Audit

Show Base Compensation Info Base Compensation Info – EEO – Range Information JD and Compensation

Integrate Market Data The most important requirement to effectively Market price a job is an accurate and up to date Job Description Once Jobs are priced the results can be stored in the Job Description Repository for compensation department only JD and Compensation

Identify Internal Equity Comparisons Pull comparable jobs from the Repository: JD and Compensation

Implement a Point Factor Job Evaluation System Capture factors: – Your internally developed Factors – Externally Developed: Hay, IPEs JD and Compensation

Implement a Point Factor Job Evaluation System Analyze Factors – To Level and Grade Jobs JD and Compensation

Wrap up If you stop thinking of a Job Description as being limited by the restrictions imposed by documents: – You’ll see that a Job Description Repository can: Not only drive Performance and Compensation But Recruiting, succession, training as well Job Descriptions are the logical centerpiece of your Talent management Landscape Job Descriptions Compensation Management Performance Management

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