Job Descriptions How to Write Them Effectively Session

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 © Business & Legal Reports, Inc. 0606

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 © Business & Legal Reports, Inc. 0606

Legal Requirements • ADA • FLSA • Equal Pay Act © Business & Legal Reports, Inc. 0606

Legal Requirements (cont. ) • Title VII • Age Discrimination in Employment Act • Occupational Safety and Health Act • State law © Business & Legal Reports, Inc. 0606

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 © Business & Legal Reports, Inc. 0606

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 © Business & Legal Reports, Inc. 0606

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 © Business & Legal Reports, Inc. 0606

Common Problems • Exaggerate or downplay importance of job • Fail to pinpoint critical job elements • Ignore decision-making aspects of job © Business & Legal Reports, Inc. 0606

Common Problems (cont. ) • Fail to focus on behavior • Describe qualifications not really needed for job success © Business & Legal Reports, Inc. 0606

Job Descriptions: Basic Issues • Questions? © Business & Legal Reports, Inc. 0606

Elements of a Job Description • Job identification • Job summary • Essential functions • Accountabilities • Job specifications © Business & Legal Reports, Inc. 0606

Job Identification • Job title • Source for job titles © Business & Legal Reports, Inc. 0606

Job Identification (cont. ) • Job code • Other job identification information © Business & Legal Reports, Inc. 0606

Job Summary • Start with an action word • Explain the job’s major functions • Explain the job’s purpose © Business & Legal Reports, Inc. 0606

Essential Functions • Define the essential job duties • Use behavioral language • Focus on functions rather than means © Business & Legal Reports, Inc. 0606

Essential Functions (cont. ) • Target outcomes rather than activities • Be specific © Business & Legal Reports, Inc. 0606

Accountabilities • End results • Standards of measuring performance • Delegated authority • Employee’s superior © Business & Legal Reports, Inc. 0606

Job Specifications • Skill • Effort • Responsibility • Working conditions © Business & Legal Reports, Inc. 0606

What Doesn’t Belong • Negative statements • Generalized statements • Abbreviations • Occasional or temporary duties © Business & Legal Reports, Inc. 0606

Job Descriptions & ADA • ADA requirements • Define essential job functions © Business & Legal Reports, Inc. 0606

Job Descriptions & ADA (cont. ) • Include essential criteria only • Be open-minded about the “how” © Business & Legal Reports, Inc. 0606

Job Description Elements • Questions? © Business & Legal Reports, Inc. 0606

Format • Length • Layout • Multiple formats © Business & Legal Reports, Inc. 0606

Guidelines for Writing • Choose your words carefully • Begin each sentence with an active verb • Be specific • Qualify whenever possible © Business & Legal Reports, Inc. 0606

Guidelines for Writing (cont. ) • Include essential information only • Describe the desired outcome • Focus on essential activities • Refer to job titles rather than people © Business & Legal Reports, Inc. 0606

Gathering Information • Job analysis • Questions to ask © Business & Legal Reports, Inc. 0606

Organizing the Information • Sequence of operations approach • Major duty approach • Relative importance approach © Business & Legal Reports, Inc. 0606

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