A Custom-Tailored Management and Recruiting Tool: The Well-Crafted Job Description

My previous HRTools Insight provides an introduction to job descriptions. Job descriptions are useful to employers, employees and job applicants. Job descriptions are most effective when written in ways that emphasize what the individual needs to do while performing the job. 

Job Descriptions Serve Employers in Various Ways

Once a job applicant is hired, the job description can serve as a performance profile. In fact, I find them to be useful tools to use during the performance-appraisal process.

So when a supervisor or manager sets out to develop a job description, it is important to relate the job description elements to the performance goals. This connection helps employees understand what they need to achieve. So be careful to regularly and periodically update job descriptions.

By design, the performance-appraisal process trickles down from the top. At my company, we review employee-performance progress on a quarterly basis. We sit down with our managers and discuss our goals, what is going on and what is expected. If position elements are out of alignment or if they are not in synch with the primary functions of the position, we see “red flags.”  Again, it is important to keep the job descriptions updated and current so that they accurately reflect the job specifications.

Well-Written Job Descriptions Can Also Attract the Best Candidates

Job descriptions are also useful during the recruiting process, particularly if employers use an outside recruiting service. A well-written and updated job description increases efficiencies and helps minimize misunderstandings.

When company information and job specifics are clearly outlined, the recruiting process is streamlined and unqualified applicants are efficiently screened out. The bottom lines are: (1) employers want to save money on the recruiting process; and (2) employers want to hire the brightest and most talented people who, in turn, will help them make money. A well-written job description can help employers attract the brightest and the best.

So how does a well-written job description happen? Based on my training and experience, here are a few suggestions for approaching the process:

1. Clearly define tangible skills. For instance, if a position requires being able to lift and carry 50 pounds, it should be clearly stated.
2. Clearly identify the “musts” (requirements) and the “preferred” (expectations or “it would be nice to have”) elements of the position.
3. Involve supervisors, managers and present position-holders. You want the “whole picture” portrayed and these people will help ensure that all job specifications are included. I find it helpful to have the person who works in the position complete a questionnaire. Their cooperation helps ensure that all elements of the job are covered. Ironically, the manager may not be aware of all the job elements, whereas the employee is often the best resource.

I think you will agree that a well-written job description is a useful tool for employers, employees and job applicants.

Understandably many employers choose to postpone writing this document, as it can seem like a daunting task. However, a well-developed and current job description can be tailored to help employers in various ways, including the recruiting process. Next, it can continue to play a role in the employee-performance appraisal process. At this point, it can serve to define job responsibilities and inspire a path for success.

Finally, a professionally prepared job description can help employers avoid legal pitfalls. With this closing note, employers are encouraged to consult with counsel about any legal concerns, including applicable federal and state laws.

A well-written and current job description is a versatile management tool. It can serve employers in many ways during the entire employment cycle.