subject: How to Write the Best Job Description [print this page] All employees in any company will be able perform to the best of their abilities if they don't have to guess what is expected of them at work and perform aimless tasks. For this reason, they must have job descriptions that define their roles, responsibilities and accountabilities. Job descriptions make it possible for employees to become more committed to their jobs and be held accountable for their actions and the consequences arising out of the performance of their duties. A job description contains information pertaining to the primary duties and responsibilities that an employee must assume when performing an assigned task. It can also contain information regarding the tools and equipment that the employee must use and operate and how they relate with other jobs within their particular department and other departments. The statements therein must be accurate and refer to activities that are essential to job performance. When written properly and updated regularly, employees will clearly know how to perform the task and what is expected of them. With this knowledge, they can focus their efforts towards the successful execution of whatever task is assigned to them. Employers and managers on the other hand are assured that each employee do what they have to do and thus can concentrate more on expanding and improving the business.
Job descriptions can be used by managers to evaluate an employee's job performance. If accurately written, job descriptions can also serve as a basis for creating a fair and just salary structure within the organization. Since they describe the qualifications, skills, duties, educational attainment and work experiences needed to perform the tasks involved in a job they provide a measure of what each candidate should be capable of, thus setting the benchmark of how much an employee is qualified to receive.
The best way to create a job description for a particular position is to do a job analysis which will identify the specific duties and requirements of a job, describe the scope and content involved in its performance such as necessary skills and knowledge, the work environment and results, and how they are related with other jobs in the company. It is not about the person doing the job but the job itself. Although the data obtained from a job analysis are from those already performing the job, the end result is about the job, describing how it is done. It doesn't describe the employee at all. But while it is about the job, its goal is to help the person improve in the doing the job itself. Writing job descriptions becomes easier when based on information gathered through job analysis. A job description based on job analysis is a fairly accurate one since it reflects what is being actually done on the work place and not just based on the imagination of the writer. With the right job descriptions, managers can then hire the most competent, brightest, multi-talented candidate suitable for the job.
A job description is a dynamic document that evolves with the company. For this reason, it must be reviewed periodically and updated to make sure that each item faithfully reflects the activities that an employee engage in while working, and also expounds the managers' expectations of the employee.
