There is much controversy around the topic of human resource job descriptions and on whether they are useful. Before you can answer the infamous question you first need to ask what the job description will be used for. One of the things most businesses fail to see is that if written and used correctly, human resource job descriptions can be a powerful multi-faceted management tool.
Whether you are a small business owner or large corporation, human resource job descriptions can be a sales and marketing, communication, compliance, compensation and performance management tool all wrapped up into one. Most organizations create job descriptions in order to advertise an open position and, unfortunately, most don’t put much thought into it. Job descriptions should be a key recruiting tool that brands your organization and entices a potential candidate to apply. This is a tremendous opportunity to market your organization as an employer of choice by showcasing culture, innovation, leadership and much, much more. Most job postings are a direct result of poorly written human resource job descriptions which area mere outline of responsibilities that tend to box in and cripple the position.
Make certain human resource job descriptions have enough flexibility so employees can “work outside of the box” and as I like to put it, “tear down the box.” And, no, “other duties as assigned by the manager,” does not equate creative thinking. Job descriptions must be flexible so that employees are comfortable cross-training, helping another team member, perhaps even outside his/her department or location, to accomplish a task, and be confident they can make appropriate decisions to serve their customers. The key here is that you want to encourage employees to be comfortable in taking reasonable chances and stretching their limits and discourage the “That’s not my job” mentality.
One of the strongest workplace communication tools are job descriptions. A job description should clearlyset expectations,identify responsibilities of a specific job, delineate knowledge and skills needed, and define the relationships with other positions, departments and locations the position will have. It is also important to include information about the working conditions/ environmental factors, mental, and physical requirements necessary to complete the job.
Job descriptionsnot only help the employee understand the essential functions of the job, it also can attest to understanding what is expected of them. This also provides an opportunity for the employee to ask for any accommodations under Americans with Disability Act Amendment Act (ADAAA). Remember that job descriptions not only educate the potential employee about the scope of the job, they also PROTECT the employer in case of a dispute. However, make sure that well written job descriptions are available for all jobs within your organization and that all key points about the specific job are truly and clearly addressed.
So, who is writing human resource job descriptions in your organization? Is it the hiring manager, recruiter, human resource manager, compensation manager, or an admin? In order to properly describe the duties, responsibilities, required qualifications, and reporting relationships of a particular job, a business must first have a full understanding of the gaps that need to be filled, obtain information through job analysis to gain an understanding of the competencies and skills required to accomplish needed tasks, and how the job aligns to the needs, objectives and visionof the organization. As a result, creating human resource job descriptions may require a team effort.
A job description’s power can be ten-fold if it is worded in a manner such that the employee’s performance can be measured instead of just serving as the basis for evaluation. In today’s fast-paced, ever-changing, customer-driven environment in which most organizations operate, it is critical to understand that human resource job descriptions become dated as soon as they are written. As a result, it is important to supplement job descriptions with regularly negotiated goals and developmental opportunities that are specific and measurable. Together, they become an integral part of your performance management and evaluation system, and can be used to determine the salary increases and bonus eligibility part of your compensation management process.
That said, don’t strangle your business success by putting employees back into the organizational chart boxes you have been asking them to break out of. Instead, spend some time creating a human resource job description writing process and best practices you can use within all facets of human capital management. Use human resource job descriptions to hire and retain the right team that will fuel your success and move your organization forward.
Do you already have human resource job descriptions for every job and are using them correctly? If not, feel free to contact The Galatas Groupby dropping us a note at info@thegalatasgroup.com. We can help.
Are Human Resource Job Descriptions Really Necessary? by Jackie Torres.
