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Using job profiles, we can link the employee to the skills that are right for them. After all, not every job involves the same skills. Using job profiles, employees are evaluated on the skills relevant to them.
The job matrix in Learned
In Learned, you have the option to add all the job profiles that exist in the organisation, including the appropriate skills, tasks, responsibilities and job-specific KPIs. By adding all job profiles, you clarify to employees what is expected of them within the position they hold in the organisation.
You can find the added job profiles via the Job Matrix (bottom left in the menu) in the Job library. There are then 2 tabs you can switch between:
Job profiles: Here you have a list of all the job profiles you have added.
Job matrix: This is where you classify the different job profiles within different levels of seniority and into the appropriate job family.
📚 Want more information on how to get started with the job matrix in Learned? Then read this article.
Why are job profiles useful to use?
Job profiles give employees insight into their duties, responsibilities, job-specific KPIs, core values and relevant skills/competencies.
Job profiles are used to organise personalized review rounds, in which employees ask 360° feedback on skills and competencies that depend on their job profile.
Creating job profiles
When creating job profiles manually, you can choose to fill in all the information yourself, e.g. based on your existing job profiles, or you can use the Learned Job Database.
💡 Using AI, the job profiles in this database are also provided with a job description and possible translations if you want to work with multiple languages.
📚 Want to know how to enable multiple languages in Learned? Then read this article.
When you get started adding job profiles, go to Job matrix - Job library. Then click '+ New job' in the top right corner.
❗️Note: If you are working with an HRIS integration, you can also import the jobs via the integration. Then you have the ability to generate KPIs and competencies including behaviors for this job using Luca AI.
📚: Read more here about enriching the imported skills and competencies using Luca AI.
When you want to add a job, you can search for it in the Learned job database. If your job is not there, you have the option to create that job as a new job.
💡 When you are going to add a new job that is not already in the Learned job database, you have the option of using Luca AI. If you use Luca AI, the job profile, including job description and associated KPIs and competencies will be generated using AI.
You can then go through the various steps to create a job profile and add it to Learned:
Step 1: Job details
If you have chosen one of the Learned job templates, you will see that in step 1 you only need to fill in the job name multilingual. An image matching the job is already selected and the job description (multilingual) is already added.
💡 Would you like to add another image to the job profile instead of the image that comes along from the Learned job template? Then hover your mouse over the image and click 'Edit'.
You have the option to upload your own image or search within the other stock photos available.
The job description provided from the Learned job template was created using AI. Read the description carefully and adjust it where you feel it is needed so that it becomes a perfect profile that fits your organisation.
Advanced settings
Under Advanced Settings, you have the option to link the job profile you are currently creating to the following:
Job family: Within which department does this position fall? E.g. Sales
Job level: Determine the degree of seniority of this position. E.g. Senior Management
Work experience: How many years of work experience should someone have for this position?
Educational: What is the required level of education for this position?
Add recommended career path: What is a logical next step for someone in this position?
💡All fields under advanced settings when creating a job profile are optional to complete.
❗️Note: In Recommended career path, you can only choose from the job profiles you have added to Learned. So you can add as Admin a logical next step to grow to after this job.
Step 2: Adding the expected results (KPI's)
In step 2, you're going to add the KPIs relevant to the job. If you are using one of the Learned job templates, then there are already some KPIs in step 2 that have been generated by AI. You have the option to edit and/or delete these KPIs. In addition, you can also add your own KPIs that you as an organization have defined for this job.
💡 With adding job KPIs, when creating a goal in Learned, the platform also gives these job KPIs as a suggestion for a possible goal that the employee can work on in the upcoming period.
Step 3-5: Adding skills to the job profile
In Steps 3 through 5 you are going to add the skills at the appropriate skill level and within the appropriate skill category. Again, if you have used a Learned job template there are also well-matched skills already added to each skill category.
💡 Would you like to customize which focus areas are linked for each skill? Then click on the pencil click at the skill. Then you can select different focus areas from different skill levels on which an employee should be evaluated.
❗️Let note: All behavioral examples within the expected skill level will be evaluated with the skill review in the conversation. So make sure not to link too many skills to a job profile, but also not to add too many focus areas per skill.
The advice from Learned in this is 2-4 focus areas per skill.
Step 6: Final check
In this step you will see a summary of all the steps you went through to create this job profile. If you want to change anything else you can click the 'Edit' button in the summary at the appropriate step to edit what you want to change. Is everything in order? Then you can publish the job profile.
💡 You also have the option to save a job profile as a draft. Do this for example when you first want to add all job profiles in Learned, but want to do a final check at a later time before publishing the job profile, linking it to an employee and making it visible when an employee searches through the organization's various jobs for a possible interesting next step.
Managing the job profile
Once a job profile is added to Learned, you can view it. In the job matrix or via the job profiles, click on the desired function.
You will then see an overview with the job description and the linked KPIs and skills per skill category, including the focus areas. You also have an overview here of all employees linked to this job and have the option to link a new employee to this role.
