Job Descriptions Online! contains a sample library of job descriptions. Searching the samples provides a start to creating your own job descriptions, as does the questionnaire. You will also want to consult knowledgeable staff members and pertinent documents and records. Many organizations establish template job descriptions for managers to work from. Finally, you should take steps to ensure that your job descriptions stay current and accurate.
Additional information:
Searching the sample NADA job descriptions
Using the questionnaire
Sources of information
Establishing standard job descriptions
Keeping job descriptions current
Why jobs change
Searching the sample NADA job descriptions
Job Descriptions Online! contains a library of sample NADA job descriptions that you can use as a starting place. Using a job from the sample NADA job descriptions can stimulate your thinking rather than having to write from scratch.
Each sample NADA job description includes:
- A summary of the job.
- A list of duties.
- Suggested levels of education/experience, language skills, mathematical skills, and reasoning ability.
Because so many jobs combine duties from other jobs, you can use the various searching methods to find similar jobs and, selectively, copy and paste duties.
Using the questionnaire
To help gather information about a job, Job Descriptions Online! provides the Questionnaire.
You can either give questionnaires to the person(s) who know the job best, or you can interview those people and complete the questionnaire yourself. Gathering information from a variety of people will give you the most detail and best balanced picture.
See Sources of information and Who should write the job description? for ideas on who can give you information.
You can use the information to edit a job description from the sample NADA job descriptions, edit a previously written job description, or start a job description from scratch.
For future reference, keep copies of completed questionnaires with other information documenting the process used to prepare your job descriptions.
Sources of information
The person to whom the job reports:
This may be a manager, a supervisor, or foreperson. Because this is usually the same person who is responsible for selecting, training, appraising, and managing the person in the job, it is very important that he or she contribute to and concur with the job description contents.
More and more organizations require that job descriptions (or at least the first draft) be written by the person who supervises the job.
Employees:
Employees who hold the job now, or who have held it in the past, are usually excellent sources of information. They may know more than anyone about what they do and how they do it. They can contribute significantly to defining the job duties, physical demands, and work environment.
In completing the Qualifications sections however, employees may not have all the knowledge or experience to accurately define the necessary skills. Further, employees may also have a slightly biased viewpoint and overlook duties they may not perform well or do not consider important.
Production records, status reports, performance reviews:
Review documents that show actual results of the job or its department. These will often call attention to job duties that might have been overlooked. The following documents are often consulted:
- Time sheets documenting the hours worked. They can also show overtime worked. When overtime is frequent, it may indicate that the duties cannot be performed within a normal schedule.
- Production records and status reports that itemize what has been done by an organizational unit or a specific job in the past can be very useful in analyzing job duties.
- Performance reviews highlighting past accomplishments, and the skills and knowledge required for a job. When performance has been less than satisfactory, determine if the missing knowledge, skills, and abilities should be part of the job description.
Other sources:
Other good sources for input about the duties and qualifications of a job can be:
- Subordinates who report to the person who holds the job (when it is a supervisory position).
- Other employees who interact with the job.
- Vendors, customers, and clients.
Establishing standard job descriptions
Many organizations establish template job descriptions as standards for all managers to work from. This lets Human Resources delegate the task of writing a job description to the people who know the job best and can provide a framework from which to start.
Example: An organization may have many secretaries in many departments. Human Resources can write a standard job description for Secretary (perhaps several for different levels) and place it in your company’s shared file directory. Managers can then transfer the standard job description into their own directories to use as the basis for the specific secretarial jobs in their department.
Standard job descriptions can help ensure consistency in pay and responsibilities across an organization. They can also provide a model for good language and a standardized format for all managers to follow.
Keeping job descriptions current
It is guaranteed that job duties will change over time and an outdated job description is of little benefit to anyone. To guard against your job descriptions becoming out-of-date, take steps (like the ones listed below) to ensure that they stay current and accurate.
- Include the job information fields Prepared Date and Approved Date on all job descriptions. Every time the job description is revised, change one or both dates.
- Ask managers to confirm that the job description is up-to-date as part of the performance review process.
- Ask managers to confirm that the job description is up-to-date before any recruitment or replacement hiring.
- Review all job descriptions on a set schedule, such as annually. If this is impossible because of the time involved, at least do in-depth spot audits of one section or division.
- Give all employees a copy of their job descriptions and ask them to give feedback to their managers. Employees often have the most investment in making sure their job description is accurate!
Why jobs change
Jobs can change for many reasons:
- An incumbent starts assuming more responsibilities in addition to the duties in the job description.
- Staff changes (more people doing the same job, staff reductions, or a new incumbent in the job).
- Changes in procedures and processes.
- New technology, tools, or machines.
- External regulations or legislation.
- Reorganizations or mergers.
- A new supervisor or manager.