Transcript Job Descriptions How to Write Them Effectively

Job Descriptions
How to Write Them Effectively
Session Objectives
You will be able to:
• Define the purpose of job descriptions
• Identify the key elements of an effective
job description
• Gather and organize necessary information
• Write complete, accurate, and objective job
descriptions
• Help us comply with employment laws
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Session Outline
• Compliance with employment laws
• What job descriptions are and why they are
important
• Key elements of an effective job description
• Guidelines for writing effective job
descriptions
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Legal Requirements
• ADA
• FLSA
• Equal Pay Act
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Legal Requirements (cont.)
• Title VII
• Age Discrimination in Employment Act
• Occupational Safety and Health Act
• State law
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What Are Job
Descriptions?
Brief written statements that:
• Define main objective and essential
functions
• Describe duties, skills, efforts, and
responsibilities
• State required education and experience
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Why Are They Important?
• Clarify who is responsible for what in the
organization
• Help employees understand their
responsibilities
• Assist you in making good hiring decisions
and determining training needs
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Why Are They Important?
(cont.)
• Help in recruitment efforts
• Help us analyze and improve the
organization
• Aid compliance with employment laws
• Provide a basis for job evaluation, job
classification, and wage administration
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Common Problems
• Exaggerate or downplay importance of job
• Fail to pinpoint critical job elements
• Ignore decision-making aspects of job
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Common Problems (cont.)
• Fail to focus on behavior
• Describe qualifications not really needed for
job success
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Job Descriptions:
Basic Issues
• Questions?
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Elements of a Job
Description
• Job identification
• Job summary
• Essential functions
• Accountabilities
• Job specifications
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Job Identification
• Job title
• Source for job titles
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Job Identification (cont.)
• Job code
• Other job identification
information
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Job Summary
• Start with an action word
• Explain the job’s major functions
• Explain the job’s purpose
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Essential Functions
• Define the essential
job duties
• Use behavioral
language
• Focus on functions
rather than means
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Essential Functions (cont.)
• Target outcomes rather
than activities
• Be specific
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Accountabilities
• End results
• Standards of
measuring
performance
• Delegated authority
• Employee’s superior
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Job Specifications
• Skill
• Effort
• Responsibility
• Working conditions
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What Doesn’t Belong
• Negative statements
• Generalized
statements
• Abbreviations
• Occasional or
temporary duties
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Job Descriptions & ADA
• ADA requirements
• Define essential job
functions
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Job Descriptions & ADA
(cont.)
• Include essential criteria only
• Be open-minded about the “how”
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Job Description Elements
• Questions?
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Format
• Length
• Layout
• Multiple formats
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Guidelines for Writing
• Choose your words
carefully
• Begin each sentence
with an active verb
• Be specific
• Qualify whenever
possible
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Guidelines for Writing (cont.)
• Include essential information only
• Describe the desired outcome
• Focus on essential activities
• Refer to job titles rather than people
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Gathering Information
• Job analysis
• Questions to ask
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Organizing the Information
• Sequence of
operations approach
• Major duty approach
• Relative importance
approach
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Key Points to Remember
• Job descriptions describe the purpose,
essential functions, and specifications of
a job
• They help employees understand
responsibilities and help you make good
hiring decisions and determine training
needs
• They help us comply with employment laws
© Business & Legal Reports, Inc. 0606