Writing and Using Job Descriptions
by
Margie Mader-Clark
Job descriptions are not just for hiring any more.
Writing job descriptions is one of those tasks managers tend to put off or handle half-heartedly. The temptation is to continue to use outdated descriptions or grab a generic template off the Internet. In the crush of day-to-day deadlines and emergencies, it can be hard to find the time for what might appear to be an exercise in paperwork. But carefully drafted job descriptions aren't just pieces of paper: They are the cornerstone to hiring effectively, communicating expectations to new employees, evaluating performance, terminating employees who can't meet your job requirements, and much more -- all while keeping you and your company out of legal trouble.
The process of creating a job description also offers a rare opportunity to examine your team and your company as a whole, and consider what human resources you will need to succeed. Where are you now? Where would you like to be in the future? And what kinds of skills and abilities will your people need to help get your company from here to there? A carefully drafted job description positions and prepares your group for the future.
Elements of a Job Description
A job description is simply a clear, concise depiction of a job's duties and requirements. Job descriptions can take many forms, but they typically have at least four parts:
- A job summary -- an overview of the position, with a brief description of the most important functions. Because this will be the first thing applicants read, it's a great place to sell the job to the candidates you're trying to attract (and to weed out those who won't be able to meet your expectations).
- A list of job functions -- a more detailed description of duties. While listing what people have to do to perform a job might seem pretty straightforward, it can be a legal minefield for managers who aren't aware of federal and state antidiscrimination laws, including the Americans With Disabilities Act (ADA). (For more on the ADA, see Reasonable Accommodations for People With Disabilities: The ADA and Avoid Disability Discrimination When Hiring New Employees.)
- A requirements section -- a list of the education, certifications, licenses, and experience necessary to do the job.
- A section for other important information about the position, such as location, working hours, travel requirements, reporting relationships, and so on.
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