Agenda for Job Analysis Workshop

Competencies/Proficiencies

This agenda will take more than one day to accomplish. Edit it and insert breaks as needed depending on your start and ending times each day.

Length	Activity
15 minutes	Welcome, Introductions and Overview of the Day
1 hour	Job task exercise (may use online platform for a remote workshop) Explain exercise and example tasks (5 min) Group writes post-its of tasks (10 min) Discuss and group post-its on board (15 min) Identify and name competency groupings (30 min)
1 hour	Dot voting and discussion of most critical competencies (1 hour) Time required will depend on SME alignment
1 hour 15 min	Define Competencies Break into small groups to create drafts Leverage example competancies Definition should be 1-3 sentences, not a list of job tasks Include the 4-5 most critical job tasks for each group. Come back together as a group to validate drafts
5 min	Explain Proficiency Levels
1 hour 15 min	Create proficiency levels for each competency Break into groups as before and divide competencies between groups Reference examples and have proficiencies build on each other
45 min	Discuss and finalize proficiency levels with group Time required will depend on SME alignment
15 minutes	Confidentiality agreements SMEs sign privacy agreement on testing materials HR should talk about importance of confidentiality test materials Use this time to ensure everyone knows who is saving/storing the test materials
30 min	Review job tasks against competencies Only needed if you are on day 2 of the workshop at this point and need to refresh SMEs
1 hour 30 minutes	Resume review exercise and competency/proficiency refinement This is the most important exercise so far - the group will check its work to date Give SMEs sample resumes (ideally, a mix of long/short and strong/weak/borderline resumes) and have them review the resumes against the current draft competancies/proficiencies Privately record SME responses, then show results Group should go over results and iterate on materials to achieve: Clarity on if any competancies should be listed first Clarify on recency relevance for any competencies Only alllowed if job is in an industry where skills can become outdated Clarity on number of resumes pages to review (2-5) If SMEs agree about all of the resumes, you likely need more borderline resumes to ensure calibration. May take more or less time depending on revisions needed.
15 minutes	Overview of assessments and tentative selections of assessment types USDS suggests a first-round written assessment and second round oral interview the two assessments need to measure different things since you will eliminate applicants between the two rounds For example, breadth vs depth of knowledge, or core competencies then parenthetical competencies IO psychologist or HR specialist w/ measurement experience discusses ensuring that assessments align with grade level
2 hours 15 minutes	Create assessment materials Break out into different groups to brainstorm question options Bring group back together to choose specific questions Split up again to draft attributes of answers at different proficiency levels Exact materials will depend on assessment strategy
1 hour	Groups present questions and answers for feedback
1 hour	Group talks through the draft job announcement (put together during the workshop)
4 hours	Assessment validation SMEs who can stay longer split up and test assessment materials on each other for wording and time taken SMEs confirm the questions allow assessors to distinguish between proficiency levels IO psychologist or HR specialist w/ measurement experience works with SMEs to ensure assessments align with grade level
15 min	Wrap up and Next Steps. Discuss timeline moving forward.