By Samaria Jones
Who knew that a good job description would one day work as a versatile management tool? In keeping with its more traditional functions, a written job description identifies a job by title, essential functions and requirements. In addition, a well-crafted description also spells out the knowledge, ability and skills required to perform a job successfully. These additional descriptions are very helpful in training and career development.
A small business owner can use a good job description not only as a valuable aid in the job recruiting process, but also as an outline for reporting relationships and working conditions. Job descriptions can be used as follows:
- Performance management: Set measurable performance goals based on job description items, and coach to these goals as needed.
- Return-To-Work programs: Prepare for light/modified duty options to allow for a smoother transition from a workers’ compensation injury or leave.
- Training and employee development: Use employee job descriptions, along with descriptions of possible job promotions as incentive for employees to pursue classes, seminars and other career development activities.
- Discipline: Use the job description when it’s necessary to illustrate that an employee is not adequately performing job functions.
- Recognition and rewards: Use as a baseline for performance and as a tool to encourage performance “above and beyond” the job description in order to receive recognition and rewards.
- Compensation: Job descriptions can be helpful in developing a standardized compensation program with minimums and maximums.
- Essential Job Function Analysis: Written job descriptions have become increasingly important due to the enactment, in July of 1992, of the Americans with Disabilities Act (ADA). A well-developed job description can provide details on the "essential functions" of a job. This is very helpful when an employee requests a reasonable accommodation under the ADA. The job description can contain prerequisites for positions such as educational requirements, employment experience, physical requirements, supervisory responsibilities and certificates or licenses needed. Well-developed, accurate job descriptions may also prove useful in providing a defense against charges of employment discrimination beyond the recruiting process.
Flexibility is the key. A more generic job description may emphasize expectations and accountabilities, thereby encouraging an employee to focus on results rather than tasks. This type of job description is also easier to maintain, and it doesn’t require modification with every minor change in duties.
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