The Basics of Writing a Good Job Description

Ronald F. Smedley
This article provided by the Engstrom Institute

When asking an employee to perform a task, what you want done, and what the other person thinks you want done can often bring about totally different outcomes. A well-prepared job description, however, offers both employer and employee the clarity, focus, and expectations for any position, eliminating this problem. Clear job descriptions also help employees work smarter and more effectively, thereby increasing an organization's effectiveness.

Why You Should Know How to Write Job Descriptions

• A job description clearlyoutlines an employee's duties and responsibilities, in order for that employee to perform satisfactorily and successfully.
• A job description is helpful in judging how well an employee is doing on each part of his or her assignment.
• A comparison of an employee's job performance with the job description can show where the employee needs special training or additional coaching, in order to develop and grow within a position.
• A job description assists a manager in conducting constructive performance appraisals and in identifying an employee's strengths and weaknesses.
• A job description can become a key tool in the design and administration of a pay/wage program for any given job.

In summary, a basic part of a manager's skills is the ability to describe the duties and responsibilities of the jobs he or she supervises in clear, accurate, and technically correct language.

General Recommendations in Writing a Job Description

• Describe the job as it exists now. If significant changes in job content or structure are planned or anticipated, consider postponing preparation of the job description until the restructuring has been completed.
• If a core job is occupied by more than one person, there may be different responsibilities each employee performs. If so, incorporate the principal elements of the job into a single description. Take the minor differences and break them down as sub-sections to the core responsibilities.

What a Job Description Should Contain

Some basic components should exist in every job description. These are:

• Job Title. Job titles should describe both the nature and level of the work performed by the incumbents. Titles such as "Clerk," "Instructor," "Analyst" and "Mechanic" indicate the general nature of the work, that is, the principal duties and responsibilities of the incumbents.
  
  
• Other components of a job title, such as "Senior," "Specialist" and "Lead," indicate the level of work. It often helps to include the department name in the job title for purposes of clarity ("Dental Clinic Aide" or "Quality Control Technician"). Care should be taken to avoid titles which are demeaning and/or patronizing ("Helper"), or which overstate the importance of the work performed ("Sanitary Engineer," instead of "Janitor").
  
  
• Job titles should not reflect a sexist or age orientation, such as: "Maintenance Man," "Stewardess," "Jr. Accountant," or "Copy Boy."
  
  
• Location. The job description should specify the location of the job, including the section and department.
  
  
• Job Status. Indicate whether the job is exempt or non-exempt (salaried or hourly with overtime), and whether it's regular or temporary, full-time or part-time.
  
  
• Job Summary. In one sentence, the summary states the general nature and purpose of the job, becoming an "umbrella" for the job responsibilities, without directly listing one responsibility. The summary is usually easier to write after completing the rest of the job description and should provide a general overview of the job in as few words as possible.
  
  
• Job Duties or Responsibilities. Typically each job duty or responsibility which accounts for more than five percent of the employee's time should be included, followed by a statement that the job description is not all inclusive and may be added to verbally or in writing by the employee's supervisor.
  
  
• Relationship to Other Positions. In the following section of the document, list such factors as to whom the employee will report and, if applicable, his/her supervisory responsibilities.
  
  
• Job Requirements. Factors such as education level, experience, initiative, judgment, and interpersonal and processing skills necessary for proper job performance should be defined. Levels of general educational development and the knowledge and skills normally acquired on the job should be stated at minimum levels for successful performance. If the requirements are inflated, they could screen out qualified candidates.
  
  
• Working Conditions. If applicable, this section includes any conditions in the work environment the employee may find unpleasant or hazardous. Specifically describe what working conditions are unpleasant or dangerous, and how frequently and for how long incumbents may be exposed to them.
  
  
• Note that legally, in a non-union environment, job descriptions are not required. Anything an immediate supervisor tells an employee to do that's not unsafe must be performed by an employee, or could otherwise be considered insubordination.
  
  
• Employee Signature. The last statement in the job description, signed by the employee, should be similar to the following: I have read and received a copy of my job description. I understand this overrides anything I have been given or told in the past. I further understand that I am expected to follow my job as outlined above and if I have any questions concerning what is expected of me, I will speak with my immediate supervisor.

Conclusion

A well-written job description is clear and concise. In some cases, it may be feasible to group two or more items together. For example, "Job Duties" and "Working Conditions" might be under one heading and, for some jobs, certain items may not be applicable. Job descriptions should always be stored in a central location so positions can be easily reviewed and compared. It's also a good practice to put a signed copy in an employee's personnel file, so the document can be reviewed and revised at appraisal time.

In summary, a job description has four main components:a title; the relationship of the job to other jobs; the duties and responsibilities; and the requirements of the job. Be certain that all job descriptions in your organization include these four important components.

Ronald F. Smedley is president of Synergistic Resource Associates in Placentia, CA a full-service human resource/development consulting firm centering on the needs of the small to medium sized employer. Visit www.sraonline.net for more information.