BestNext Practices in Job Description Design Management presented

Why Managing Job Descriptions A Critical Issue for Strategic HR/Compensation Protect your company Benchmark/Evaluate from regulatory sanction jobs to compensate employees fairly FLSA, ADA, Equal Pay Develop an equitable Identify and manage salary structure bottom performers Identify and retain top performers Protect your future with effective succession plans Motivate employees with engaging Career Paths Evaluate employee productivity & performance Recruit the right people A clear understanding of the Job is Required to: Identify Employee Training Gaps hrtms. com 919. 351. JOBS © HRTMS Inc. All Rights Reserved

ROI of Knowing Your Jobs • In most organizations, total human capital costs, average nearly 70% of operating expenses. • Yet in a 2018 Conduent survey NOT one company surveyed was completely satisfied with their job description and only 28% said they were somewhat satisfied. https: //zdoc. site/managing-an-organizations-largestcost-the-saba-software. html Other Outdated Duplication Other Costs Inconsistent Format Inconsistent w/ actual duties of HC or job Workforce Costs Somewhat Satisfied w/ JDs http: //www. hrtms. com/blog/survey-says hrtms. com 919. 351. JOBS © HRTMS Inc. All Rights Reserved

ROI of Knowing Your Jobs • Job data is a foundational element • Job information is the cornerstone of what we do: • • • Human Resources Talent Management Compensation Where do we keep this critical dataset? THE JOB DESCRIPTION JO BD A AT A JO hrtms. com 919. 351. JOBS B T DA © HRTMS Inc. All Rights Reserved

JDXpert Customers hrtms. com 919. 351. JOBS © HRTMS Inc. All Rights Reserved

Now With More Options! SMALL BUSINESS Designed for small businesses or those in need of a simple job description builder. Quick, simple and easy! MID-SIZED ORGANIZATIONS Perfect for mid-sized organizations or those in need of an ample job description management tool but without all the advanced features of JDXpert. Can be upgraded to JDXpert as needs change. ENTERPRISE Perfect for large organization or those belonging to a highlyregulated industry like healthcare, energy, government, or lifesciences. Highly configurable and feature-rich. hrtms. com 919. 351. JOBS © HRTMS Inc. All Rights Reserved

About This Presentation • Based on what our clients are doing • • Components they are using What they are using them for Samples/Guidelines Screenshots/document snippets for context hrtms. com 919. 351. JOBS © HRTMS Inc. All Rights Reserved

Agenda Best Practices Next Practices • General Guidelines • Online Collaboration • Legal Consideration • Content • Job Description Elements– What/How/Why • Dynamic Content • Integration • Collaboration • Coherence – Consistency across JD Library • Job Descriptions and Job Posting • FLSA Determination • Analyzing Job Descriptions • Similar JDs/Consolidation • Historical Job Descriptions hrtms. com 919. 351. JOBS © HRTMS Inc. All Rights Reserved

BEST PRACTICES General Guidelines hrtms. com 919. 351. JOBS © HRTMS Inc. All Rights

General Guidelines - Job It’s about the Job • Everything in your JD must be about the Job • Resist using JD to describe an individual or personality traits • Upbeat personality • Excellent customer services skills hrtms. com 919. 351. JOBS © HRTMS Inc. All Rights Reserved

General Guidelines – Job (cont. ) For ADA include only relevant necessary requirements • If the item is not absolutely necessary to do the job • • Leave it out Include it as a Non-Essential function Future of the Job • Look forward to the what may be needed down the road hrtms. com 919. 351. JOBS © HRTMS Inc. All Rights Reserved

General Guidelines - Language Clear • Avoid flowery overwritten and vague verbiage: • “…responsible for communicating any internal issues of importance to any of the constituencies involved in the company’s day-to-day happenstances, in formats including, but not limited to daily updates, weekly publications, annual reports. ” • Vague, Confusing, Does not describe what the person will actually do • “Handles internal communications regarding company decisions and accomplishments on an as needed basis” • Try to avoid using adverbs or adjectives that are subject to interpretation such as "frequently”, "some”, "occasional”. hrtms. com 919. 351. JOBS © HRTMS Inc. All Rights Reserved

General Guidelines – Language (cont. ) Reasonable/Truthful • Avoid Hyperbole “On call 24/7” • Don’t Glamorize the JD • • • Use language that points to desired results That indicates how success can be measured Without exaggeration uses powerful/influential language • “Build and measurably grow sales to a sustainable client base through the use of direct marketing. ” hrtms. com 919. 351. JOBS © HRTMS Inc. All Rights Reserved

BEST PRACTICES Legal Considerations hrtms. com 919. 351. JOBS © HRTMS Inc. All Rights

Legal Considerations Don’t discriminate by: Age Race/Religion Marital Status Gender Specific “…Youthful energy…” “Must be able to work on Yom Kippur” “Travel Requires unmarried…” “Previous experience as a waitress” hrtms. com 919. 351. JOBS © HRTMS Inc. All Rights Reserved

Legal Considerations (cont. ) Don’t undermine at will employment “This is a permanent Position” “…prides itself on employee retention” Don’t Mention unless Temp Omit. Implies ongoing employment Don’t make promises you can’t keep “…performance will be rewarded” “…will lead to training opportunities” “…supervises a staff of trained professionals” hrtms. com 919. 351. JOBS © HRTMS Inc. All Rights Reserved

Legal Considerations (cont. ) Don’t violate Applicants Privacy “…Ability to function without sleep…” “…single able spend full energy on the job” “…must have “blue state” mentality” “…candidate must not have other work commitments” hrtms. com 919. 351. JOBS © HRTMS Inc. All Rights Reserved

Legal Considerations (cont. ) Don’t create FLSA Classification Problems “…Supervise 2 employees/can hire and fire” “…Will supervise department” “Eligible for overtime pay” “This is an exempt position” “…Salaried position” Omit Don’t use these terms or Discuss this topic Classify your Jobs of course – But don’t let language in your JD undermine it. hrtms. com 919. 351. JOBS © HRTMS Inc. All Rights Reserved

Legal Considerations Compliance Protect against FLSA wage and hour lawsuit In an article, Beware 'Misclassification Creep' in Employee Exemption, Littler Mendelson shareholder and co-chair of the firm’s wage-and-hour practice group, Lee Schreter states, “It’s easy enough for companies to ask their employees to sign off on their job descriptions during their periodic performance reviews, so there is both mutual understanding and, for the employer, well-documented proof that the employee knows where they stand. That kind of evidence, I believe even the courts will be hardpressed to dismiss. ” hrtms. com 919. 351. JOBS © HRTMS Inc. All Rights Reserved

Legal Considerations Compliance Other Compliance Concerns • Disability Discrimination Suits • Joint Commission Visits • Bio Tech (CFR Part 11) • Pay Equity hrtms. com 919. 351. JOBS © HRTMS Inc. All Rights Reserved

BEST PRACTICES Job Description Elements– What/How/Why hrtms. com 919. 351. JOBS © HRTMS Inc.

Job Description Elements • Job Attributes • • Job Indicative Information Organization Information Description/Summary Essential Functions Qualifications Physical Demands/Working Conditions Competencies Scope hrtms. com 919. 351. JOBS © HRTMS Inc. All Rights Reserved

Job Attributes Indicative Information Typical Elements • • • Job Code Job Title FLSA

Job Attributes Organizational Information • • Business Unit/Region/Division, etc. Reports To Locations Departments hrtms.

Descriptions/Summary Overview of Job, used as a synopsis, for market pricing and recruiting. Used as a hook to draw in the reader. Sample Guidelines • Short statement that states why the job exists • Short statement that describes the role and how it supports the company’s key objectives using specific measures of success • Elevator Pitch for the job hrtms. com 919. 351. JOBS © HRTMS Inc. All Rights Reserved

Descriptions/Summary Often helpful to write Essential Functions first and use the first 3 -4 concerns for Description/Summary Potential Issues • Blank Page Syndrome • War and Peace Syndrome Remedies • Feedback/Revision Process • Next Practice • Text Limits (75 -120 words) • Spell Check • Leverage Content hrtms. com 919. 351. JOBS © HRTMS Inc. All Rights Reserved

Essential Functions AKA Duties, Responsibilities, Accountabilities… Used for: • • Performance appraisal ADA – Can an employee with a disability perform these functions; if not, what accommodation can be made? Job Duties Test for FLSA Recruiting/posting hrtms. com 919. 351. JOBS © HRTMS Inc. All Rights Reserved

Essential Functions Sample Guidelines • What they do, not how they do it. If it’s less than 5 -10%, should not include unless it is a highly critical function • Statements that describe the main areas in which the role holder must produce results in order to achieve the purpose of the role. They start with a verb and describe the end results rather than duties or activities or broad, vague statements. These responsibilities should be limited to the six or seven most important ones and put in descending order of importance. • Begin each task statement with an action word (verb), which describes a specific kind of behavior. Then describe what, how and why each task is performed. hrtms. com 919. 351. JOBS © HRTMS Inc. All Rights Reserved

What Makes Functions Essential? Ask the following questions: • If the function is removed, would that fundamentally change the job? • Does the position exist to primarily perform the function? • How much time is spent performing the function? • What are the consequences of not requiring the position to perform the function? • Are there a limited number of other employees available to perform the function? • Is the function highly specialized and the person in the position is hired for that expertise? Those functions that do not meet any of the above considerations are considered non-essential. hrtms. com 919. 351. JOBS © HRTMS Inc. All Rights Reserved

Essential Functions Information captured • • Description of Essential Function Also • • Percent

Essential Functions Other options for Essential Functions • Additional Responsibilities • Used to generalize JDs • Used to define responsibilities that may not be used for all employees in a job • Entity Specific Functions • Required Responsibilities • Typical Statements • Performs other Duties as assigned • Conforms to Corporate Policies and Procedures • For All Jobs - Mission/Vision hrtms. com 919. 351. JOBS © HRTMS Inc. All Rights Reserved

Qualifications Used for recruiting, career pathing and compliance Sample Guidelines: “We educate our managers that they need to determine the minimum and preferred education/certification, skills, and experience required for the job so that HR can legally defend why an applicant is or is not hired. ” hrtms. com 919. 351. JOBS © HRTMS Inc. All Rights Reserved

Qualifications Most Common Information captured • • Education Experience Skills Licenses/Certifications hrtms. com 919.

Physical Demands/Working Conditions Used for ADA situations to determine if an employee is capable of performing in the job • Provides the physical details for Essential Functions • Used to determine what accommodations can be made • Most Common Information captured • Physical Demand/Working Condition Description • Frequency • Weight (for weight related items) hrtms. com 919. 351. JOBS © HRTMS Inc. All Rights Reserved

Physical Demands/Working Conditions Process for determining physical demands/working conditions items • Industry specific • Corporate/Healthcare/Manufacturing • Often culled from disability claims over time • Reviewed periodically to evolve over time with changes in job equipment, responsibilities and ADA • Often start with standard lists hrtms. com 919. 351. JOBS © HRTMS Inc. All Rights Reserved

Scope • 80% of Clients use Scope in some form • Generally, help gauge impact of the job on an organization Also used for more specific purposes • Simplistic Leveling guide • Grading • Aid in FLSA determination hrtms. com 919. 351. JOBS © HRTMS Inc. All Rights Reserved

Scope (cont. ) Some examples of Scope are: • • Freedom to Act Problem Complexity Impact Supervision Exercised/ Received • Financial Responsibility • Budget Responsibility hrtms. com 919. 351. JOBS © HRTMS Inc. All Rights Reserved

BEST PRACTICES Collaboration hrtms. com 919. 351. JOBS © HRTMS Inc. All Rights Reserved

Collaboration is the key to effective job descriptions because the knowledge needed is embedded in multiple Stakeholders. Hiring Manager(s) HR Business Partner Compensation Final Approval hrtms. com 919. 351. JOBS © HRTMS Inc. All Rights Reserved

NEXT PRACTICES Online Collaboration hrtms. com 919. 351. JOBS © HRTMS Inc. All Rights

Online Collaboration • Stakeholders collaborate online • Track-changes paradigm • Automatic Reminders • Tracking

Ad Hoc – Collaboration On The Fly Collaboration must be flexible, allowing stakeholders to reach out to other contributors on the fly: • Upper-level Managers • Department/Entity/Location Leaders • Legal Counsel • Other SME’s Ad hoc Reviews provide simplicity/flexibility hrtms. com 919. 351. JOBS © HRTMS Inc. All Rights Reserved

NEXT PRACTICES Content hrtms. com 919. 351. JOBS © HRTMS Inc. All Rights Reserved

Content – Just In Time Sources of Content • • • Stakeholders/SMEs Client Job Descriptions HRTMS Content Library Salary Surveys Client libraries/data from other systems Web Job Postings hrtms. com 919. 351. JOBS © HRTMS Inc. All Rights Reserved

Content – Just In Time Content Applied to: • • • Summary Essential Function

Content - Search Content • • • Organize Content by Job Family/Sub-Family Flatten content

Content – Promoting Consistency • Standard Statements • Reusing/Refining Existing Content hrtms. com 919.

NEXT PRACTICES Dynamic Content hrtms. com 919. 351. JOBS © HRTMS Inc. All Rights

Dynamic Content/Parent/Child • Inherit Data from Parent Job Descriptions or Designated Content • Changes to Parent/Content Cascade to children hrtms. com 919. 351. JOBS © HRTMS Inc. All Rights Reserved

Dynamic Content/Parent/Child • Used for: • Generic Jobs • Nurses, Accountants, etc. • Job Class/Career Architecture/Level Guides • Job Family/Function/Level • Exempt/Non-Exempt, EEO, Arbitrary Classification • Anywhere you want standard content to cascade to a group of jobs hrtms. com 919. 351. JOBS © HRTMS Inc. All Rights Reserved

NEXT PRACTICES Integration hrtms. com 919. 351. JOBS © HRTMS Inc. All Rights Reserved

Your. Processes Systems Your Integration- Job Data Central to HR/Talent Management A Robust up-to-date job description repository can ensure that all aspects of your HR and talent management activities are reading from the same play book. Career Pathing Succession Training Performance Management System/ Process Compliance FLSA, ADA, FDA, Joint Commission Compensation Plans & Salary Structure Job Description ATS/Recruiting Process Corporate Culture Future Plans hrtms. com 919. 351. JOBS © HRTMS Inc. All Rights Reserved

NEXT PRACTICES Coherence – Consistency Across JD Library hrtms. com 919. 351. JOBS ©

Viewing Job Holistically Side-By-Side Views • • • By Job Family/Function Career Paths Related Jobs Qualifications Comparison Scope Factor Analysis hrtms. com 919. 351. JOBS © HRTMS Inc. All Rights Reserved

JD Consistency Level Guides/Career Architecture • Define groups of jobs hierarchically into families / subfamilies / grade/level • Use as a guide for stakeholders in creating and revising job descriptions • Evaluate jobs as a group-Make decisions based on consistent job data across levels to assure consistency • Used: • To create career ladders • Show role contributions impact the organization Job Family Sub Family Level hrtms. com 919. 351. JOBS © HRTMS Inc. All Rights Reserved

Employee Involvement • About 30% of clients roll out the job description repository to all employees • About 15% of clients implement acknowledgements • Employee Job Description Contributions? ? - PDQs • JDX Portal Access from Performance Review Apps or Data integration hrtms. com 919. 351. JOBS © HRTMS Inc. All Rights Reserved

NEXT PRACTICES Job Descriptions and Job Postings hrtms. com 919. 351. JOBS © HRTMS

Job Descriptions and Job Postings • Integration of Job Description data and ATS –

NEXT PRACTICES FLSA Determination hrtms. com 919. 351. JOBS © HRTMS Inc. All Rights

FLSA Interactive Tests • Interactive Salary Level, Basis and Job Duties Tests • State

NEXT PRACTICES Analyzing Job Descriptions hrtms. com 919. 351. JOBS © HRTMS Inc. All

Analyzing Job Description Next Practice – Matrix Explorer hrtms. com 919. 351. JOBS ©

NEXT PRACTICES Similar Jobs – Identification and Consolidation hrtms. com 919. 351. JOBS ©

Similar Jobs Identification • Identify jobs that are similar • • • Candidates for

Similar Jobs Consolidation • Consolidate Job Descriptions / Create Parent Job Descriptions hrtms. com

NEXT PRACTICES Historical Job Descriptions hrtms. com 919. 351. JOBS © HRTMS Inc. All

Archive of Historical Job Descriptions • • Defend Hiring Decisions Protect yourself against Regulatory

Questions? hrtms. com 919. 351. JOBS © HRTMS Inc. All Rights Reserved

Thank You! For more information about HRTMS and JDXpert, visit hrtms. com or email Ashley at ashley@hrtms. com As a thank you for joining us today, click here to download a free copy of our e. Book, 10 Ways To Improve Your Job Descriptions hrtms. com 919. 351. JOBS © HRTMS Inc. All Rights Reserved