Writing an Effective Job Description – Include the Details!

Job descriptions are an essential management tool – for hiring, performance management and employee development. Yet, it’s amazing how many companies either don’t have written job descriptions or have job descriptions that are out of date or incomplete. Don’t fall into this category!

In addition to providing a benchmark for hiring and performance, job descriptions can provide the documentation necessary to protect you in legal disputes over employee non-performance of requirements.

An effective job description should include:

• Job title
• Job location
• A summary of the job objective/purpose
• Scope of responsibility
• Reporting relationships
• Qualifications required (experience, skills, competencies)
• Key functions and duties (including standards)
• Physical requirements

While you need to incorporate flexibility into the document to allow for personal growth and organizational changes, it’s important to be as detailed as possible, especially in areas that are critical to job success.

One area that often isn’t detailed enough is the “physical requirements” area. Be sure that if the job requires lifting a certain amount of weight that you specify the weight. If it requires bending, stooping, reaching, and/or walking on uneven surfaces, for example, document that in the description. Also, note any particular characteristics of the work environment, such as exposure to the elements or the need to go in and out of a freezer.

The more detailed you can be in the job description, the more likely you are to find and keep the right person for the job.