How to Write a Comprehensive Job Description?
Importance of Drafting Detailed and an Encompassing JD
Job description is an important constituent of the employment planning process. Job description is a written statement which gives the employer and employee a snapshot of a job and includes brief information of what the job is, how it is done, who does it and why it is done.
It is created after carrying out a thorough job analysis—a process which identifies the degree of skills and knowledge required by an employee to perform a job adequately.
Who Should be Writing a JD or Job Description?
It is the responsibility of the Human Resource Department to create accurate job descriptions for all existing and future employees so that every human resource at the organization knows what his or her responsibilities are and how he can contribute towards the effectiveness of the organization.
True it is that job description serves as a tool to attract potential candidates for the organization–it also serves as an instrument to measure the performance of employees at the organization and it is on the basis of performance that compensation and promotion decisions are made. The absence of a job description will result in dissatisfied employees and the turnover rate will rise up.
It provides a direction to the employees—if employees do not know where they are going and what tasks and duties they have to perform, it is rather absurd for the employers to expect that the organization would make high profits and exceed its competitors.
Important Points to Consider While Composing Effective Job Descriptions
Below are a few points which you, as a human resource professional should keep in mind while crafting an effective job description:
- Before jumping into writing a job description, take ample time to consider why you are creating a particular job, who should do the job and how this job will contribute towards the achievement of organizational goals.
- Suggest a meaningful and accurate title for the job and assign a suitable department to it.
- List down a summary of tasks and duties which you see as necessary for performing this particular job. Use straight forward language and avoid and hyperbolic words here. Be very accurate and do not miss out or overdo any details.
- Write a description of attributes a candidate should possess in order to execute the job successfully. This includes mentioning the academic qualification, experience, knowledge and necessary skill set needed to fulfill the job requirements.
- Make sure you include a chart in the end of job description showing the career progression path so that candidates develop a clear idea of what the job could offer them in the long run in terms of career and status.
Basic Components to Consider While Writing Job Descriptions
Now that you have a relative clearer picture of what a job description is all about, it becomes imperative to know how to write a job description for the various designations your firm’s staff list houses.
To make life easier, let us break down the process into simple little steps and see how it is done. And once you’ve gone through the below mentioned steps, it would be worthwhile to check out a few sample job descriptions as well to gain better insight.
Preliminary Admin Information
This is the part where you state the following:
- Official designation title
- A brief description along with purpose of the designation
- The location the employee will be based out of, department, name of the department head
- Requirements to qualify for the job
- Health & security clearances
Complimentary Job Responsibilities
- Targets to be achieved (if any)
- Also, this is the part where you define the expected outcome of each responsibility and the level of accomplishment to be achieved
Compensation and Benefits
- Salary specifics
- Bonuses and other company benefits details
Working Environment and Job Nature
- Explain to the employee the work environment he/she will be expected to work in
- Include any/all travel requirements and also who will be paying for the travel expense
- Mention the reimbursement process if the employee is to travel using his/her own resources
- Furthermore, elaborate upon the lodging & boarding services to be covered by the firm
Timings, Location and Travel if Required
- Let the employee know the number of hours and days that he/she will be required to be at work
- Also, depending on the nature of the job (such as a trainer), mention if he/she will need to be available on odd days or public holidays if the need arises
- Travel details if the employee needs to move around on behalf of the firm
Authority and Hierarchical Integration in Company
Clearly outline the level of authority and decision making independence an employee will be able to exercise in the role that he/she is being hired for, in a more professional manner.
Draft it Up…
With these essential job specification tips in mind, be sure to further study job description templates to see how this document can vary with the hierarchical changes. You are bound to notice certain differences with the variance in job description responsibilities.