subject: Perfman HR: The Basics of Job Descriptions [print this page] If you're going to add to your head count, brainstorm the many tasks and roles you anticipate that an employee may undertake in this new job. Again, consider your productivity and quality expectations.
It's vital to have an accurate job description so that you and your new employee have a shared understanding of what's expected of him or her. Moreover, writing a job description helps you clarify your thinking, set pay ranges, plan interview questions, and after you have made the hire evaluate the new employee's performance. When you craft the job description, you may also become aware of other job descriptions in your department that need revision.
The Basics of Job Descriptions
A good job description covers all the parameters of the position. It is detailed and specific, but also loose enough to allow the employee to grow ith the job. Be concise and use language that can be readily understood by the general public. Don't use idiosyncratic terms specific to your organization, or mention internal divisions that change frequently or wouldn't be readily recognized outside the organization. The job description should include these elements: the title of the position, a job summary, a list of key responsibilities, a statement of the minimum job requirements, certifications or licenses needed, physical requirements, a disclaimer, and details of hours and salary ranges. The job title you post should ideally be a shortened version of the actual title"graphic designer," as opposed to "graphic designer for educational book division." You can fill in the details later in your ad. The title should also reflect the various duties of the position, "executive assistant," for instance, and specify a level of skill required, "junior accountant" or "lead programmer." Don't inflate job titles to make them sound more important opt for "assistant librarian" rather than "information resource technician." Avoid any titles that might refer to age, gender, or race.
The job summary should provide the basic requirements of the job; it can be concise or go into greater detail depending on the space available. Focus on the key responsibilities of the job, listing the ones you feel are most critical and at which a desirable candidate will excel. Use action verbs, such as "implements" or "oversees" at the start of each item, and also explain where and how often tasks are to be done. Include the range of responsibilities, including financial and budgetary ones, and be sure to mention if the job includes supervisory responsibilities. Indicate what the minimum job requirements are for the position. These might include personality and character traits; minimum educational requirements; minimum amount of experience; willingness to travel; and special skills, including fluency in a language or familiarity with specific computer software. Try to frame your description in objective, measurable terms. An ad that fits this criteria might read, "Resourceful college graduate with two years of marketing experience to do complex spreadsheets in Microsoft Excel, some knowledge of Gujrati a plus." If applicable, state your requirements for any certifications and licenses the job will require. Describe the physical requirements of the job, if any, such as lifting heavy objects or standing for long periods of time. It's important to include a disclaimer that clearly states that the description outlines only the typical responsibilities of the job, and not all the duties that the employee will be required to perform. Leave room for yourself to assign other duties if the need arises. For instance, you might write "Job involves an additional variety of tasks with plenty of room for growth." When describing required working hours and salary, specify whether a job is permanent or as a consultant, and detail the range of compensation. Don't forget to highlight your company's benefits plan and other perks. For example, "Full-time position, between 5 - 6 lpa with full medical coverage for the whole family."
RETENTION BEGINS WITH THE RIGHT PERSONALITY
In a 2005 National Restaurant Association study in the US, restaurateurs called recruiting and retaining employees their biggest challenge. Not surprising, considering that the median length of employment for food-service workers is less than two yearshalf that of other industries. Managers at Nick's Pizza & Pub in suburban Chicago have learned that instilling a positive attitude can make all the difference. They believe that while they can teach applicants how to do a job, candidates' personalities can't be changed. Once hired, all Nick's employees go through four days of paid orientation. Rudy Miick, founder of Miick & Associates, a restaurant consulting company helping Nick's with staffing issues, says, "If we raise the bar of expectations, tell them clearly what's expected, treat them with respect, and train them well, we end up with a waiting line of people trying to get in the door." Source: "Being the Boss" by Karen Springer, Newsweek.com (August 5, 2005).
