An Arabic, right-to-left version is also available: download the Arabic template.
Many companies do not know exactly what each person in them does. Tasks overlap, two similar jobs are paid differently for no clear reason, and job ads are written from memory. Job analysis fixes this at the root: you ask the employee about their work, review the answers with their manager, then write an approved job description. We built a template for all of this, and here we explain how to use it.
1. What job analysis is, and why you need it
Job analysis is gathering the facts about a job from the source: which tasks make it up, how often each one comes round, how much time it takes and how important it is, which decisions the jobholder makes, who they deal with, which tools they use and which qualifications the job needs. The job description is written from the result. You need it for:
- Fair grading: once you know the weight of each job’s responsibilities, it is easier to rank jobs and place each on its grade on the salary scale, instead of setting pay by negotiation alone.
- Hiring: the job description is the basis for the job ad and the interview questions, so you look for the qualifications the job really needs.
- Appraisal: an employee can only be appraised fairly against responsibilities that are written down and agreed.
- Organisation: it shows tasks duplicated between people, and tasks nobody owns.
2. What is in the template
Four sheets:
- How to use: the steps in short, and tips for the employee filling it in.
- Job analysis questionnaire: the employee fills in ten sections: basic information, job purpose, up to 15 tasks (each with a frequency picked from a list — daily, weekly, monthly, quarterly, yearly or as needed — an estimated share of time, and an importance from 1 to 5), decisions and authority, internal and external relationships, tools and systems, the qualifications they think are needed, working conditions and challenges. The direct manager adds comments at the end. A red warning appears under the task table if the shares of time do not add up to about 100%.
- Job description: written by HR. Job title, department, direct manager and working conditions are pulled from the questionnaire automatically, and the eight highest-weighted tasks (share of time × importance) appear as a guide for wording the responsibilities. There is a cell for the job’s grade on the salary scale, and cells for preparation, approval and signature.
- Example: a filled-in questionnaire and description for a payroll accountant, with made-up names, so you can see what a good answer looks like.
Yellow cells are inputs; grey cells are formulas. The sheets are set up to print on A4, and the file is not protected, so adapt it to your company.
3. How to use it, step by step
- Save a copy of the file for each job and send it to the employee who holds it. If several people hold the job, pick the one who knows it best.
- Explain that the questionnaire describes the job and does not rate their performance. Ask them to write what they actually do, and to start each task with a verb: prepares, reviews, follows up.
- The employee fills in the Job analysis questionnaire and checks that the shares of time add up to about 100%.
- The direct manager reviews the questionnaire and writes comments and changes in the last section.
- HR writes the Job description sheet: the job purpose, the main responsibilities in clear wording, and the required qualifications, experience and skills.
- Set the job’s grade on the salary scale. If you do not have a scale yet, start from the free salary scale template.
- Approve, sign and file the description, and review it at least once a year.
4. Where the template falls short
- One file per job: it does not bring the company’s jobs together, so you keep the files in order yourself.
- No change history: if the description changes, you will not know what changed or when, unless you save each version under a new name.
- Not linked to pay: the grade you write in the description does not carry over to the employee’s salary on its own.
Frequently asked questions
What is the difference between job analysis and a job description?
Job analysis is gathering the facts about a job: its tasks, how much time each takes, its authority, relationships and conditions. The job description is the short, approved document written from that analysis: the job purpose, main responsibilities, qualifications and reporting line.
Who fills in the job analysis questionnaire?
The employee who holds the job, because they know its day-to-day detail best. Their direct manager then reviews and corrects it, and HR writes the final job description.
How often should a job description be reviewed?
At least once a year, and whenever the job changes noticeably, for example when a new responsibility is added or the person the employee reports to changes.
Does a job description replace the employment contract?
No. The employment contract sets pay, duration, rights and obligations under the Labour Law; the job description sets out the job’s tasks and responsibilities. The contract can refer to the job description and attach it.
If you want job title, department and direct manager to be part of each employee’s file, alongside their pay, attendance and leave, that is what Diwan does, and you can sign your company up for free.
General information only, not legal advice. The names and details in the example are made up. For your company’s own case, consult your adviser or the competent authority.