An integral part of successful employee recruiting and
retention is the formal job description. The role of the job
description is to summarize the important functions and performance
expectations of a position. However, many managers fail to
utilize this tool by not taking the time to develop well-thought
job descriptions. Writing a compelling job description can
make the difference between attracting a superstar and a lackluster
candidate.
Need an example of how this affects the productivity and the
bottom line? The owner of a small company needed “someone who
can answer phones and types a little.” Disliking formality and
procedure, the owner didn’t write a formal job description. A
candidate was hired, and, within a few weeks, was let go
because he wasn’t “doing the job.” The employee felt the
job he took wasn’t the job he had interviewed
for. “Answering phones and typing a little” had become “high
powered administrative assistant.” As a result, the owner was
forced to begin interviewing again. More importantly, costs
were incurred to re-recruit and productivity was lost.
Job descriptions are a guide for staff planning, salary
administration, recruiting/hiring, coaching, performance appraisal
and legal compliance. They sort out tasks, work flow and
accountabilities, enabling businesses to plan how they will operate
and grow. Job descriptions also serve as documentation to help
prevent, or defend against, discrimination complaints. They
provide written evidence that your employment decisions were based
on a rational, business-needs-oriented, legal foundation.
For the employee, the job description is a road map and a
safeguard. As early as the interview, it shows the candidate
what is expected and specifies minimum levels of acceptable job
performance. It also satisfies a very human need – employees
are more comfortable and more confident when they know what
businesses want and expect from them.
WORKFORCE CENTRAL FLORIDA (WCF) offers these
solutions to writing job descriptions:
Analyze the Job. Begin by understanding the
requirements of the job being filled. A job analysis can
provide specific information about the skills, knowledge and
abilities required to perform successfully on the job. This
information can be used to formulate job-related selection criteria
and screening tools such as interview questions. It can also
provide information necessary for classifying positions and for
making objective determinations about the relative value of a
specific job in comparison with other jobs.
Define What, Why and How. A good job
description will define what a worker does, specifically the
individual duties and tasks, and why the worker is doing the
job and for what purpose, whether it is to provide a product or a
service. It will also define how the worker does the job, including
what methods, tools, and techniques are necessary and what
qualifications are expected, including skills, knowledge, abilities
and physical demands.
Hire An Employment Lawyer or HR Consultant. A job
description is generally regarded as a legal document. Any
references to race, color, religion, age, sex, national origin or
physical or mental disability is not legal. If you want
expert advice to help you craft your job descriptions, you can hire
an attorney or consultant who knows the ropes. The Society of
Human Resources Management (SHRM) lists consultants
nationally who provide expertise on staffing, as well as other
human resource topics.
Be Specific When Writing. The job specifics should
describe the personal requirements you expect from the
employee. It should include the job title, who the employee
reports to, and a summary of the position. However, it should also
list any educational requirements, desired experience and
specialized skills or knowledge required. Include salary range
and benefits. Finish by listing any physical or other special
requirements associated with the job, as well as any occupational
hazards.
Job descriptions are an important element of the employment
process. Any employee coming into your organization needs to
have a clearly defined role and expectations to ensure his or
her success. By following the tips listed above, you’re
more likely to create a job description that will attract the
superstar you are looking for.
