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How Do I Create an Effective Job Description?
This is something that may seem tedious and not very valuable, especially to a busy small business owner who is trying to juggle every task imaginable. However, if done correctly, this can help get the right person on the bus and clarify expectations.
What is a Job Description?
A job description is a clear language tool describing the purpose, functions, skills, abilities and work conditions relative to a position within an organization. It provides a common frame of reference for managers and employees throughout the scope of the employment life cycle including recruiting, training, job performance reviews, compensation evaluations, career development, and even termination.
How to Develop a Job Description?
A job description should be a living document that has key milestones in its life cycle including its creation, frequent reviews, revisions as changes requires, and termination when the role no longer exists. Whether you are starting from scratch or revising a previously created version, the critical element is to have a clear understanding of what the role does. This type of information can be gathered from a combination of tools such as job observations, interviews, questionnaires, and other research tools such as salary surveys or occupational handbooks.
What Should be in a Job Description?
While not mandated by any state or federal law, a job description is commonly used as a tool to support employment decisions during legal proceedings. To be effective for this intended purpose the following pieces of information should be included:
- Job Title
- EEO Job Classification
- Job Status
- Reporting Structure (who reports to it, who it reports to)
- Object/Purpose
- Essential Duties and Tasks
- Time Spent Performing Tasks
- Education & Experience
- Skills and Abilities
- Quality and Quantity Standards
- Working Conditions
- Physical and Mental Requirements
- Disclaimer
Beyond the Job Description
Once a description has been written, it is recommended that multiple levels within the organization review and sign as validation that the job description is complete and accurate. Parties to involve include the top operating official, supervisor, and the job incumbent. Finally, the final version should be reviewed at least annually and modifications made as needed.
Constructing a job description should be done with thought and care. While well-written job descriptions can be a useful tool for managers and employees, versions missing critical information can become an unwanted risk.
Before writing or updating your organization’s job descriptions join us on August 16, 2011 for Skywalk Group’s Defining Expectations in the Workplace webinar. Our topic of discussion in August will be all about job descriptions. We will be discussing why your workforce needs them, the process of designing and drafting them, and how to avoid job descriptions becoming your enemy. This webinar is offered at no cost and will be led by Skywalk Group’s HR expert, Donita Sanderson. Participants are encouraged to share best practices and ask questions of the facilitator and participants. Space is limited to the first fifteen registered participants.
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