Introduction
A well-structured job description is critical and can be used for salary benchmarking, job postings, pay grading, performance reviews, and to help to ensure that both the employer and the employee have a clear understanding of the expectations and responsibilities of the position.
In a little time you can create a perfect job description used for the purposes mentioned above. In this article, we provide you with 15 tips to get you started. Before we dive in, let’s first cover the purposes of a job description.
While creating job descriptions is designed to find and retain new employees, it isn’t the only function it can do.
Creating job descriptions for the roles in an organization can assist employees with fully understanding their roles within the organization.
This provides an ongoing and valuable benefit throughout the life of employment, both for employees and employers.
RELATED: Job Description Generator
Example use cases:
Pay grading
One common use of a job description is to establish a pay grade for a position. To do this accurately, job descriptions must be detailed and include all of the essential functions of the position.
Job postings
When job descriptions are used for job postings, it is important to include as much information as possible about the position. This includes a detailed description of the function and responsibilities, as well as the qualifications and skills required.
Employee handbooks
Another common use of job descriptions is to include them in employee handbooks. This helps to ensure that employees have a clear understanding of their roles and responsibilities within the organization.
Performance evaluations
Job descriptions can also be used as a tool for performance evaluations. Having a detailed job description and job title, it allows managers to evaluate an employee’s performance against the specific function and responsibilities of the position.
Benchmarking salaries
A job description outlines the essential job function, responsibilities, skills, and requirements of a specific role. Having a detailed job description and job title allows employers to compare the salaries of different roles within the organization to those in a salary survey where positions are matched based on the job description and job title.
Job matching your positions to the ones you compile from market research requires an apples-to-apples comparison. The best way to achieve this is to make sure your job title and job description match the ones found in your market research or salary survey. By doing so you are benefiting your company and its employees to help ensure that employees are being compensated fairly for the work they do.
Below are 15 tips for creating effective job descriptions
Now that we’ve covered the possible use cases, let’s dive into the 15 tips for creating an effective job description.
1. Keep your job description simple
When it comes to job descriptions, less is more. A good job description is thorough but brief. Be clear and concise in your writing and avoid using jargon or technical language that would not be understood by a layperson.
2. Include essential job information
Make sure to include all of the essential job information in your job description. This includes a detailed description of the duties and responsibilities, as well as the qualifications and skills required.
3. Use action words
Use active and specific language when describing the duties and responsibilities of the position. For example, instead of using the word ‘responsible’, use ‘responsible for’.
4. Avoid gender bias
A job description should not contain any language that could be considered gender-biased. This includes using ‘he’ or ‘she’ instead of ‘they’, as well as using job titles that are specific to one gender, such as ‘chairman’ or ‘stewardess’.
5. Focus on the position, not the person
The job description should focus on the job itself and not on the person who is doing the job. For example, instead of saying ‘the employee will be responsible for’, say ‘the position will involve’.
6. Be specific
Be as specific as possible when describing the duties and responsibilities of the job. This will help to ensure that there is no confusion about what is expected of the employee.
7. Use bullet points
Job descriptions are often long and detailed, so using bullet points can be a helpful way to break up the text and make it easier to read.
8. Keep it up to date
Each job description and job title should be reviewed and updated regularly to ensure that they are accurate and up to date with the latest standards. Job titles and descriptions can get outdated quickly, so it is best to stay current.
9. Use a job description template
Writing a job description doesn’t have to start from scratch. There are many job description templates available online which can be used as a starting point when creating job descriptions. One example is writing job descriptions using the template available at SHRM.
10. Get input from others
When creating a job description, it is often helpful to get input from others, such as the person who will be doing the job or a human resources professional. This can help to ensure that the job description is accurate and complete.
Creating an effective job description is an important part of the hiring process. By following these tips, you can ensure that your job posting is clear, concise, and accurate.
11. ‘Their team’ – Tell them who they will work alongside
This may be a very straightforward section of a work description. You’ll have a clear picture of the person whom the employee reports in, depending on the responsibilities and purpose of their role, however, it is always the best practice to outline all the teams that will collaborate regularly with the same person.
12. Tell them about your company
It’s important to present yourself correctly in your job posting to attract the most skilled job seekers to your company. That should last for a few days.
Examples:
- Our Mission: Our team of experts helps your company stay on track.
- Our Mission: Make life organized.
- We value customers.
13. IMPORTANT: Avoid internal vocabulary to write an effective job description and job title
When writing job descriptions, it is important to avoid using internal vocabulary that may not be understood by a layperson. This includes using technical language or jargon that is specific to the company or industry.
14. Focus responsibilities on growth and development
Do not just list boring everyday tasks. Lists such as those are difficult to absorb because the minutia can sometimes mean very little until someone does it.
15. Avoid superlatives or extreme modifiers
Over-the-top words such as “the Best of the Best,” “off the charts,” “world-class,”… Rockstars, ninjas” tend to inhibit applicants from submitting applications.
It is likewise best to refrain from using language which doesn’t focus on a particular set of skills, eg. “perfectionist”. This type of job posting is often more about the company’s desired culture fit rather than an indication of what the job entails.
Additionally, when writing a job description, avoid making statements like “must-have”, “never ever”, or “absolutely”. It sounds as if you’re looking for a particular type of person that might not exist.
The goal is to find a job description that is realistic and will attract the type of person you are looking for.
Writing a job description conclusion
As we have demonstrated, a job description is an important tool that can be used for a variety of purposes, such as job postings, pay grading, employee handbooks, benchmarking salaries, and performance evaluations.
Also, remember that each job description should be reviewed and updated regularly to ensure that they are accurate and always up to date.
The nature of a job may evolve due to changes in the workplace, technology, and modernization, so it is best to always stay current. That way, when the need for a job description arises, you can be sure you’ll be ready.
There are many job description templates available online which can be used as a starting point when creating job descriptions. These provide a great starting point to quickly and efficiently develop a rough draft.
When creating a job description, it is often helpful to get input from others, such as the person who will be doing the job or a human resources professional. This can help to ensure that the job description is accurate and complete.
By following these tips covered in this article, you will be on your way to creating effective and informative job descriptions.
If you enjoyed this article, please check out our blog or academy pages which are great resources to help you stay current with the latest HR and compensation best practices.
Additionally, take some time to review our suite of salary surveys which will help your company attract and retain the best candidates. Our surveys will help you make informed decisions based on accurate and the latest market pay data.
