Defining these jobs is critical for the success of an organization and of the employee. The best practice is for the job definition to be committed to writing in what is known as a job description. This spells out in detail the work to be performed. Creating job descriptions has multiple benefits, and is a crucial element of business planning.
Purposes of a Job Description
During the hiring process it lets the employer know what skills, talents and educational background a candidate needs to be successful in a position. A job description also has a self selection effect on potential candidates who can, in the first instance, determine if the job may be a good fit for the candidates’ goals and expectations.
Once a job has been filled, a job description serves as a daily reminder to the employee of the expectations that must be met. For the employer the description gives a measuring stick to evaluate an employee’s performance on an ongoing basis. When the time comes for a formal evaluation, both the employee and the employer will have the common language of the job description to use in measuring the employee’s production.
Performance in relation to the job description can be used for giving raises or other benefits, suggest areas of improvement, or in some cases establish reasons for termination of employment.
Elements of a Job Description
A job description has several main elements, all of which are usually expanded in detail:
- A Job Title describing the nature and level of the work associated with the job. Titles like "Clerk," "Instructor," "Analyst" and "Mechanic" indicate the job’s general nature.
- A Job Objective or Overall Purpose Statement describing the goals of the employment whether it is sales, marketing, management, production or support as examples.
- The Relationship of the job to other jobs describing to whom the employee reports and, in the case of supervisory personnel, what other jobs in the enterprise report to the person holding the Job Title in this description.
- A Duties and Responsibilities section describing in detail duties that must be fulfilled (also called tasks) that can be very specific such as opening mail or responsibilities which are more general such as increasing sales.
- A Job Specifications, Standards and Requirements section that sets out qualities and experience needed to hold the job. This section would include education, licensing, and specific needed skills required for success in the position.
- A Special Requirements section describing issues such as location, hours, overtime or weekend work needs or drug testing.
A well written and thought out job description gives the employer and the employee clarity, focus, and expectations for any position. Definite job descriptions help employees work effectively, increasing the effectiveness of the organization and giving the employee an understanding of his position on the team.
Dictionary of Occupational Titles
The Dictionary of Occupational Titleshas complete standardized information useful in preparing job descriptions. It can be found online or a copy of The Dictionary of Occupational Titles can be found in most libraries or ordered from a United States Government Bookstore:
U.S. Government Bookstore
Room 297, Federal Building
200 North High Street
Columbus, OH 43215
(614) 469-6956
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