With today’s low unemployment rates, businesses of all sizes are
often in need of qualified employees. 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 type 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 of them 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.
For more information on writing job descriptions, visit
WORKFORCE CENTRAL FLORIDA's
Lending
Library.
For further information on writing job descriptions visit the
following Web sites, some of which may be commercial sites that
require a fee.
To learn more about how WORKFORCE CENTRAL FLORIDA can meet the
growing needs of your business,
visit our
employer page.
