Author: Jen Clark
Employees need to know and understand precisely what's required of them to correctly perform their roles. Job descriptions provide that information and, when done well, can enhance recruiting. However, too often employers either don't put enough thought into job descriptions or don't update them often enough to reflect their companies' changing needs.
During this time of market turbulence, savvy employers take the time to update job descriptions. A fresh look at roles and duties can help your organization adapt to the ongoing changes in the way people work today as well as prepare for future market disruptions.
Components of an effective job description
Every position carries specific tasks and responsibilities, depending on the type of work and the nature of the business. A strong job description delivers both a concise and comprehensive overview, to include:
- The job purpose
- Required qualifications
- Additional optional qualifications
Additional details often play a role in a candidate's ability to perform a particular job. These details might include:
- Knowledge of certain software
- Specific medical certifications
- Ability to lift a certain weight
These specifics should be part of a well-rounded job description, depending on job demands.
Finally, be sure to address the job's working conditions. What are the hours? Are duties performed in the field or in an office? Be clear on all pertinent details so that candidates fully understand job expectations.
Update job descriptions to support recruitment
An updated job description allows your HR team to attract the right candidates for the job the organization needs to fill.
A solid, well-thought-out job description also can encourage employee training and development. For instance, if an employee doesn't have the preferred qualifications for a position, HR staff can use that information to determine educational opportunities to help the employee qualify for the position.
Further, a good job description can help to assess employee performance. During a review, the employee's manager can reference the job description to evaluate those aspects of the role that the employee performs well and those that could use improvement.
A strong job description also may offer insight into ways to boost employee productivity. If an employee is performing tasks outside of their assigned duties, it may be time to shift some responsibilities to others or reexamine the role's parameters.
How to update job descriptions
The process to update job descriptions should involve the HR department, the manager and the employee. The manager should start by providing an overview of the expectations of the role, while the employee gives insight into the daily tasks.
Manager-employee collaboration helps to ensure that the job description is as accurate as possible. Finally, the HR business partner can include a broader company perspective regarding when a role may need to expand or shift with changes in the industry or other developments.
An annual review provides an ideal moment to update job descriptions. In that case, the manager and the HR professional may review the current job description and then invite the employee's perspective. Once the HR team has compiled a final updated description, the manager should inform the employee of any changes.
Tips for writing better job descriptions
Job descriptions should outline the duties and responsibilities of a role but shouldn't stop there. Include the following information to improve the quality of job descriptions:
- Your organization's mission, vision and values
- Compensation (salary, commissions, bonuses) and benefits (time off, holidays, health contributions, retirement plans)
- Physical requirements
Consider ways to make the information understandable for the average person. Improve readability using bullet points, brief paragraphs and concise sentences that avoid jargon and internal abbreviations.
The benefits of updated job descriptions
A job description isn't a job posting. However, a refreshed job description can make posting a job much easier. A job posting serves as a sales pitch or marketing tool to attract appropriate candidates. A job description, on the other hand, should thoroughly outline the expectations and requirements for a position.
Maintaining accurate and current descriptions offers tremendous value. An effective job description can improve communication between managers and their employees, aid in recruitment and performance evaluations and support planning. Using the job description, employees can understand thoroughly what is expected of them, while business leaders can gauge which positions to fill with existing staff and which to fill externally.
Finally, job descriptions enhance compliance. All companies must comply with the Americans with Disabilities Act (ADA). Defining a job's physical, mental and environmental requirements helps an organization avoid illegally discriminating against employees or candidates based on physical or mental disabilities.
Gallagher's HR and Organizational Effectiveness professionals have helped employers of all sizes and industries maximize the value and effectiveness of job descriptions to reach business goals.
