Optimizing Your Job Descriptions

What is a job description?

A job description is the first step in filling a job role. It provides an overview of the company’s needs for potential employees. A well-crafted job description improves hiring efficiency.

Effective job descriptions have these elements:

Job summary – Overview of the job.

Responsibilities – Six to eight main tasks in detail.

Qualifications – Minimum requirements to do the job.

Benefits – List of the rewards and incentives.

Company description – A brief brand introduction.

Why write a job description?

Compelling job descriptions help both employers and applicants. For employers, it reduces friction around the hiring process, saves time, ensures that the right applicants find the role, and sets a clear standard for employees to follow.

For job seekers, it gives clarity on the job and outlines compensation. A job description helps prepare applicants for interviews. It is concise, giving only the necessary information.

When writing a job description:

• Be specific about the desired skills and qualifications.

• Highlight job obligations.

• Include key details on the team and company.

• Be transparent.

• Be friendly.

Role description or job description?

A role description is like a job description, but with key differences. The role description is broader. Its focus is on the overall impact of the work in an organization, as opposed to the individual job. It often links to other roles and jobs. The work done in a role is like a job, but the context is different.

A role description will require the following:

• The job title.

• A summary of the role, and the broader function it serves.

• Key responsibilities and the primary job requirements for the position.

• Expectations of results.

• Competencies, experience, and qualifications.

• Compensation details.

Things to avoid when creating a job or role description

Avoid too much detail in a particular area. The description should be an overview of the role. However, vagueness or lack of clarity is also a frequent problem. The more concise the description is, the more easily understood it is.

Requirements must be realistic and aligned with the compensation. Avoid using discriminatory language. Finally, list the salary, when possible.

What is job analysis?

It is a process used to systematically analyze the components of a job. Once a job is broken down in this way, it becomes easier to find the relevant competencies and skills to do the job.

The importance of conducting a job analysis

This is crucial work for HR and compensation practitioners. Here are four reasons why:

• It helps decide the right compensation levels for each role. It does this by benchmarking against industry standards.

• It reduces friction in the hiring process. It ensures that there is alignment between the job, the description, and the applicant.

• It streamlines employee development. It helps evaluate the strengths and weaknesses of the workforce, down to the individual.

• A job analysis leads to better company morale. Employees need to clearly understand the expectations their company has of them. When they do, they enjoy higher job satisfaction, higher productivity, and lower turnover.

How to perform a job analysis in five steps

1. Ensure the job description is correct.
2. Choose the best method to analyze the job.
3. Obtain the key information on the role.
4. Find the job requirements. These break down into four categories: tasks, knowledge, skills, and traits.
5. Finalize and review.

The “three threes” of competencies

Competencies are the abilities and conduct that help new employees succeed in their role. Competency frameworks can make plans used to change jobs and develop careers. Clearly understanding key strengths and company values in this way is vital. It helps both the employer and the employee.

There are three main components of competencies:

• Skills

• Knowledge

• Behaviors

Competencies break down into three types:

1. Technical competencies. For example, understanding how to use complex equipment.
2. Soft skills. For example, the ability to communicate complex ideas in simple terms.
3. Business competencies. Examples: market awareness, and management of a diverse workforce.

When creating competencies, there is a three-step process to follow. First, identify. Secondly, develop. Thirdly, assess.

Why do competencies matter?

For employees

They help employees understand how to integrate into a company. If employees improve their competencies, they are more employable. They are easier to promote and get higher earnings. They also enjoy higher job satisfaction and confidence in their work.

For employers

Employers use competencies when hiring new employees. They also help manage the performance of existing employees. They find the areas where employees need help. They aid decisions around career advancement. Lastly, they help calculate compensation and rewards.

Written communication

Effective communication is crucial to business. This includes everything from social media posts and eBooks to blog articles and webpages. Here are the key components of good written communication.

Clarity

Effective communication is clear communication. The goal is to be both concise and descriptive. Have only one idea per sentence to keep it simple.

Professionality

Your communication directly influences how your audience perceives you. By adopting an approachable, business-like demeanor, you leave a good impression on the reader. Carefully proofread everything.

Build trust

Honest communication creates relationships. Share relevant details and ask open-ended questions. This shows you are open to the needs and concerns of the reader. Where possible, address the reader personally.

Improved productivity

Transparent, clear messaging improves organizational productivity. It makes communication more efficient.

How to communicate more effectively

Firstly, be clear about the purpose of your text. Keep the language simple, and the sentences short. It helps to aim for a low grade level. Be judicious of industry jargon. Avoid passive voice wherever possible.

Leverage formatting to make your text comprehensive, but digestible. Before sending any text, review it. Be clear about who your target audience is and write appropriately for them.