Guidelines for writing a job description

By James Price

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.

A well-written job description can be an extremely powerful document. It can give employees a strong sense of duty, provide necessary structure in the workplace, protect employers from the onslaught of employment law, and most importantly, provide properly-placed room for creativity. On the other hand, the legal ramifications of getting it wrong, of improperly stating requirements, can cause a tangle of bureaucratic tape that can tie you up for months.

Here is a quick guideline on how to transform that old, tired job description into one that clearly defines expectations and sets your employees up for success.

Be relevantThe problem with job descriptions in the 21st century is that some duties or skills required become out-of-date almost immediately.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 with twice the memory and speed takes its place. Computer skills are a vital part to the requirements in many office jobs. Revamp this section of all job descriptions when your company adopts new software. By staying up-to-date you reinforce the need to stay relevant with your present and future employees.

Be clear
How many unnecessary issues have occurred as a result of flawed communication? As an employer, it is essential to be clear about your expectations. If an employee does not understand parts of his/her job description, it may need to be rewritten. Every one of the duties and expectations should answer to the “what, why and how” rule. For example: (What) administrative duties. (Why) in order to keep an organised, fast-paced workplace free of 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 all that, but what is written can be used either to prosecute or protect your company. If the position requires heavy lifting, verbal skills, or unpaid overtime, your company is legally obligated to present these requirements in the description. It is also important to ensure all job descriptions do not discriminate against race, sex, national origin or disabilities.

Be specific

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 which specific programs or software skills are required, or explain how many words per minute are desired for an assistant to type. Providing every little detail as to what you want in an employee will give you a greater chance of finding exactly what you need.

Be outside the box
Several companies and organisations are against job descriptions, not to the point of abandoning them altogether mind you, but they are frustrated with the format and implications thereof. The biggest complaint about job descriptions is that they can compartmentalise the employee, boxing-in the employee’s creativity. In most offices, business leaders try tirelessly to evoke a spirit of creativity and entrepreneurship in their employees, and often they feel that 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 rather encourage opportunities for volunteering in other team’s projects, cross-training in other departments and thinking of new ways to perform routine duties.