Whether you are creating a new position, filling an old one, or setting expectations for an employee, writing a job description can seem like a tedious undertaking. Not to mention, all of the legal ramifications for improperly stating requirements can tangle you in bureaucratic tape for months. A well-written job description can be an extremely powerful document. It can give employees a strong sense of duty, provide necessary structure in a chaotic workplace, protect employers from the on slot of employment law, and most importantly, give properly-placed room for creativity. This is not an article on how to write a job description. There are enough of those. But if you follow these five quick tips, you can transform that old job description into one that clearly defines expectations and sets your employee up for success.
Be Relevant
The problem with job descriptions in the 21st century is some duties or skills required become out-of-date almost immediately. We see this in our daily lives. Right after you bought that new market-changing phone, an even better one comes out with twice the memory and speed. Computer skills are a vital part to the requirements in many office jobs. Make sure to revamp this section of all job descriptions once your company adopts new software. Staying up-to-date shows your present and future employees the need to stay relevant.
Be Clear
How many unnecessary issues have occurred because of flawed communication? Most likely, all workplace issues can be linked to miscommunication. As an employer, it is essential to be clear about what you expect. If an employee doesn’t understand parts of his or her job description, it may need to be rewritten. A great rule to remember is to make sure you have the “what, why, and how” in every one of your duties and expectations. For example: (What) administrative duties. (Why) in order to keep an organized, fast-paced workplace without complications. (How) by answering phones and dealing with issues or directing the calls to specific departments, handling incoming and outgoing faxes in a timely manner, and scheduling appointments and meetings.
Be Legal
Unbeknownst to many, a job description is a legal document – anything you say or do can be held against you in a court of law. Okay. So, it’s not as serious as that. But, what is written can be either used to prosecute or protect your company. The Americans with Disabilities Act (ADA), Equal Employment Opportunity, and US Department of Labor provide certain regulations for job descriptions. If the position requires heavy lifting, verbal skills, or unpaid-overtime, your company is legally obligated to present these requirements in the description. If the employee is expected to work late under a set salary but it isn’t stated in the job description, the employee could rightly sue for unpaid damages. It is also important to ensure all job descriptions do not discriminate against race, sex, national origin, disabilities, or any other protected classes.
Be Specific
Though specificity might have gotten us in trouble on several occasions outside of work, it can keep us out of trouble when writing job’s requirements. Writing that the work requires computer skills, communication skills, higher education, or a good work ethic is not specific enough to screen for qualified candidates. Instead of computer skills, explain what specific programs or software skills are required for the position. Or, explain how many words per minute are desired for an assistant to type. Explaining every little detail as to what you want in an employee will give you a greater chance to find exactly what you need.
Be Outside the Box
Several companies and organizations are against job descriptions. Not to the point of abandoning them altogether, though, they are frustrated with the format and implications of them. The biggest complaint about job descriptions is they can compartmentalize the employee, boxing-in the worker’s creativity. In most offices, business leaders try tirelessly to evoke a spirit of creativity and entrepreneurship in their employees and often feel job descriptions are counterproductive. If you keep that spirit while writing the description, you can achieve this sentiment with your employees. Creativity occurs when expertise, motivation, and creative-thinking skills are blended. Make sure not to overwhelm the position with unnecessary duties but to encourage opportunities for volunteering in other team’s projects, cross-training in another department, and thinking of new ways to perform routine duties.
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