Q: I manage a small office, and one of the goals I was given this year is to write job descriptions for each of our positions. The truth is, I’ve been resisting this project. Not only because it’s a lot of work, but also because I don’t see the benefit. What’s so great about job descriptions? I feel I could be doing better things with my time.
A: If your boss gave you this project as a goal, he/she obviously thinks job descriptions are a good idea. I wish they would have taken the time to “sell you” on why. So let me try.
Job descriptions are not required by any law. They are entirely optional. But, similar to having an employee handbook (not required, optional), they’re extremely valuable. Why? Because they improve communication about what’s expected from the employment relationship, which results in fewer misunderstandings and a happier, more productive workplace.
Job descriptions don’t just provide a blueprint for responsibilities and functions. When well-written, they also can describe the expected level of performance. For example, “oversees the profitable operation of ABC department,” implies it’s not just enough to oversee, but profitability is also expected.
Another advantage to having job descriptions is they make posting a job-opening or writing an offer letter a breeze since much of the verbiage is similar. Job descriptions can also help you prepare for better interview questions. For example, if the “ability to interact effectively with people from different backgrounds” is listed as a requirement, then you can plan questions addressing that ability. Job descriptions can also help justify compensation and help when figuring what an employee on light-duty can do after an injury.
Sold yet? Or at least more enthused now? To start writing your descriptions, try these tips:
Keep it simple. Pick a basic template. For starters, you’ll just need title, reports to, major job functions and requirements. You can embellish later.
Enlist help. Give the blank template to whoever is in the job now and have them flesh it out. This creates some momentum of progress.
Don’t let perfection be the enemy of good enough. Because job descriptions are always a work in progress, find out what level of completion is expected in order to meet your goal. Who knows? Maybe simply creating a good description foundation will be “good enough”.
