Gretchen Miller

Job Descriptions – the Write Way!
May 16, 2007

Have you ever taken a poll of your staff to determine what they think their job is? If you took this tip from the last blog, “Whose job is it anyway?” you may have been surprised at some of the answers to your inquiry. Were the answers expected or widely varied?

Confusion surrounding roles and responsibilities is much more common than you may think, even for seemingly straightforward jobs. The need for job descriptions is clear. But how do you tackle the task of writing them?It can seem daunting given all you need to accomplish in a day but if you follow these steps you’ll be well on your way.

Define your culture – Ask yourself and ask your team – what is it like to work here? Take a look at your values and use them as a guide. If you have not yet defined your culture and articulated your values – you will need to do so in order to complete the job descriptions.

Define each of the roles on your team – Simply make a list of each job necessary to make your business hum. Keep your focus on the requirements of each job rather than the people in the roles. If you find yourself thinking, “I need someone who is an expert with Excel but Joe’s computer skills are a little weak so, I can’t include that in his job description” put that concern to the side but keep the required skill on the list. It is important to consider the critical components of the role rather than what the role has been historically. Do not limit yourself by the skill set of the person who is currently in the role.

Refine each role to include these categories:

• Job title – The name of the job. If titles feel too formal for your team – you may simply use each person’s name or you could come up with some creative titles. Do whatever lines up best for your culture.
• Department/Section or Area of focus – If you are a small company this may not be necessary but if you plan to grow now may be the time to consider how each role will play into a larger structure.
• Reporting relationship(s) – Everyone’s got a boss – here is the place to indicate who reports to whom.
• Job summary – A few sentences or short paragraph that describes the job in general terms.
• Key areas of responsibility – Describe the most relevant accountabilities and priorities. This section should provide the details to support the Job Summary.
• Relevant tasks – Select the most important things the person in the job will actually do. Resist the urge to make an extensive list including every conceivable task. If the number of tasks is extensive ask yourself if this is really a job for one person – is it realistic?
• Qualifications – The required skills and experiences a person will need to perform the tasks associated with the job.

• Educational requirements – Be certain that any educational requirement you desire is truly necessary for an individual to do the job. If it is a “nice to have” vs. a “need to have” be sure to state that as “preferred but not required”.

Compare notes – Once you have sorted out all the relevant details for each job on your team, you can consider what your staff has to say. If you haven’t already done so, ask each person what he or she feels his or her job is. Include any relevant information.

Check federal, local and union requirements – Some jobs have specific requirements or language that must be stated within written job descriptions.

In addition, you must be certain you are not engaging in discriminatory hiring practices and that you are compliant with all issues related to equal opportunity, equal pay and overtime. If possible, consult legal council and industry experts for guidance.

Need some inspiration? Check the web – look at job postings or check out your competitor’s websites. If possible, consult your peers in the industry. Look into trade associations or even the local chamber of commerce.

Review regularly – Plan to keep your job descriptions current by reviewing them at least once a year or more often if your business is changing rapidly.

Regardless of the exact language and format you choose for your job descriptions – it is most important that they actually exist and have been communicated to the staff. Putting forth a bit of extra effort to create them and ensure their accuracy will go a long way in contributing to the success of your business and the morale of your team.

Posted by Gretchen Miller on May 16, 2007 | Comments (0)