by: Wendy Floyd |Senior Recruiter
One of the most common questions I receive from clients is “how does my job description look” or “how do I write a good job description?” I have found the best way to write a job description is to take a step back and do a good job analysis. In this post I’ll address the job description format and how and when to use it.
The job analysis is a great way to connect with employees and get their candid feedback on the organization’s structure, department or business. The best time to do this is when there is not an urgent job opening forcing you to rush through the process. I have outlined 6 easy steps to collect all the background information you’ll need to make writing the description a snap!
1. Collect any documentation and previous job ads used to describe the position
2. Interview staff currently in the position and have them write out their job duties. You are not looking for perfection, just insight regarding what they feel their major responsibilities are. Have them prioritize the duties if possible. This will come in handy later.
3. Interview co-workers of the position and get the same feedback. Have them write out the duties, prioritized if possible. Also, ask them to provide the ideal behavioral qualities the position requires such as ‘detail-oriented’ or ‘team player’.
4. Look at all of the data you have collected and start documenting the required job duties while being mindful to separate the optional duties. You’ll want to keep track of the optional duties just not include them in the job description. Also, be mindful not to include requirements that the next employee may not be required to do. In other words, avoid making the current employee’s profile dictate the description.
5. Decide on the minimum requirements needed to perform the job, including skill set, education, work history, background, etc. Be careful not to impose qualification requirements that are unnecessary for the job to avoid indirect discrimination.
6. Write out the new job description and review it with your employees for feedback and buy in.
Helpful Tips:
1. Make it a priority to complete new job descriptions whenever a change has been made, i.e. adding or eliminating responsibilities of the positions.
2. Don’t be in a rush to get each description done in one day. Give yourself a week or two and take the opportunity to really connect with your employees.
3. Be sure your employees understand that all positions will be going through the same process and why. This will automatically make them more responsive to your requests.
4. Pay attention to culture issues or opportunities. This process is a great way to obtain feedback regarding how healthy or unhealthy the organization’s culture is.
5. Take time to understand the behaviors required and not just the duties. The ideal behaviors will help tailor the job description and decrease turnover.
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