HR Essentials: Building Strong Job Descriptions
& why they are essential for your business.
Why Job Descriptions?
Creating job descriptions helps you in so many ways! They generate a single source of information that will accurately describe the position for job postings, help you know what questions to ask in an interview, make performance conversations easier, define the compensation and classification of the role, document the physical requirements needed, and so on. Job descriptions will save you time and create consistent messaging in your recruiting and retention efforts. We’re here to help you Thrive in this process by describing what to include in your job descriptions and some information on each topic. Let’s get started!
Job Descriptions – What to Include: Section 1
The first section of your job description should include administrative details to ensure you communicate key position information. These include:
- Job Title: We recommend naming a position on industry-related titles. While it may be fun to come up with new names, like Social Visionary, how does that translate when you post the position? (BTW – that was a title used for a social media position.)
- Status: Is this position a full-time or part-time position?
- Type: Is it regular, seasonal, or an internship?
- Classification: Exempt or non-exempt? Is this a position that earns overtime or is exempt from overtime? We can help you determine the proper classification.
- Location: Note where the job is located, like a specific location or remote
- Schedule: When is the employee expected to work? What days or hours?
- Reports to: What position manages this position?
- Manages: Note if this position manages other employees and their roles
- Travel: How much time will the employee travel during their work hours?
- Salary Range or Compensation: If you’re unsure of a compensation range, you can look up what other businesses are paying in your area for the same position and then decide if you want to lead, lag, or match the market.
Starting a job description may seem overwhelming, but this first one will give you a good base for the rest of your positions. We highly encourage compensation to be a thought-out decision before hiring, so the focus is on pay in relation to the position requirements and duties of the job.
Job Descriptions – What to Include: Section 2
You’re passionate about what you do! A job description is a great way to communicate who you are and why you exist. It also clarifies the duties and responsibilities of this role in your company.
- Company Overview: This area includes your mission, vision, core values, and company history. This information lays a foundation for who you are, and what you hope to accomplish, and it sets the stage for how this position fits into your organization.
- Position Overview: Describe what the employee would do in your organization. For instance, a Project Coordinator may set up projects, establish timelines for work, keep projects on track, and develop internal processes to make the company more efficient.
- Essential Functions/Qualifications: This is where you can be more specific about the role’s duties. We suggest noting the three to five primary things they will do regularly and adding bullet points with more details.
This section of the job description is the hook for candidates and answers why they should work for you. You’ve created a visual of your company and the work the candidate would do for you. You have also laid a foundation for performance goals and metrics.
Job Descriptions – What to Include: Section 3
Finally, you will document the requirements of the position. This section includes:
- Required Skills: List here what knowledge or experience is needed for the position. This could include knowledge of certain software programs, industries, or work knowledge.
- Working Conditions: For instance, is the position in an office environment or outside in any type of weather?
- Physical Demands: If there are any physical demands, detail them by noting if the position is primarily sitting, if it requires the ability to stand for long periods, etc. You should also include the maximum weight an employee may lift, etc.
- EEO Statement: Add an EEO or Equal Employment Opportunity statement at the end of the job description. This statement says you give all potential candidates an equal opportunity to work in this position, and you do not base hiring decisions on a candidate’s race, gender, age, etc.
- Date, Disclaimer, and Signature: Finally, provide a space to document when the job description was written or updated and a place for the person in the role to sign it. A signature is not required, but it documents the employee’s review and understanding of the role.
Pro Tip: Our team recommends developing a template that can be used for all job descriptions. The template should include your logo, fonts, and colors, branded the same as other company documents. A template will save you time and create a consistent theme throughout your organization.
We’re Here for You
We know you’re ready to get started on your job descriptions! As you begin the process, know our team is here and ready to help you develop a template and answer any questions. We want you to thrive with well-written documents that will save you time, create clarity, and paint a clear picture of the role. Don’t just survive. THRIVE!