Yes! You should create job descriptions.
What is a Job Description?
A job description provides employees a clear and concise foundation to use for job performance. It’s a tool to be used along with frequent communication and an effective performance management program. Additionally, managers should use the job description as a measuring guide to ensure that employees are meeting job expectations. A well written job description serves as a useful outline that explains the tasks, duties, function and responsibilities of a position. It should include the specific type of work to be performed, how that work is to be completed, along with the purpose of the position as it relates to the organization’s mission and goals.
While all job descriptions include the typical and universally dreaded phrase, ‘other duties may be assigned’ they should always be broad enough to allow companies to adjust the essential duties required to ensure the purpose of the work directly correlates to the organization’s mission and goals, as corporate goals change, so should job descriptions. Employees should understand they are expected to contribute wherever they are needed, to learn a broader set of skills and to do whatever it takes to serve customers—both internal and external as part of their job.
Why should I create job descriptions?
Simple. Job descriptions provide protection to the company and transparency to the employee.
Traditional job descriptions, while time consuming and painful to write, address legal issues and aim to clearly define what is required and expected of an employee, Never-the-less, many companies view descriptions as rigid, limiting and proving little flexibility to managing employee tasks and responsibilities in a constantly changing workforce, I disagree.
Job descriptions can be used for a variety of reasons, including:
- Determining salary levels and pay ranges
- Conducting performance appraisals
- Clarifying the company’s missions and how the role correlates to stated mission
- Establishing titles and reporting structures
- Creating reasonable accommodation controls
- As a recruitment, career planning and success planning tool and
- Establishing legal requirements for compliance purposes, including ADA and Disability claims
Are job descriptions legally required?
No, descriptions are not legally required. Often times organizations use this fact as a good enough reason not to create them but that can easily become a problem in times of terminations or performance issues. What framework will you use to explain to an employee their performance is lacking and not meeting your requirements?
What should I include in a job description?
Here is a list of the categories and specific details to include in each description.
How often should I update job descriptions?
Companies should review job descriptions at least once a year or when a position’s objectives changes. For example: When a hiring manager is looking to replace someone and realizes additional skills and duties will be required to perform that job successfully, is the perfect time to update that description. HR will be able to better source for qualified candidates and the employee will have a clear understanding of what they’ll be
FOOD FOR THOUGHT
- When was the last time you updated your organization’s job descriptions?
- Do your employees have a clear understanding of your expectations?
- Without Job descriptions how do you measure performance during Performance Appraisals?