Writing a job description can be a time-consuming process, but is well worth the time and effort in terms of setting expectations and reducing litigation opportunities for applicants or terminated employees. In addition, job descriptions are closely linked with other human resources functions such as compensation, performance management, and career advancement. Let's explore the ingredients of a successful job description, as well as the writing style needed to minimize ambiguity and the potential for litigation.
A job description should include several basic components to ensure that the essential functions of the position are clearly communicated to applicants. These components are the position title, a summary of the position, the knowledge, skills, and abilities needed to succeed in the position, specifications required for the job such as licensing, education, and experience, and the essential functions of the job. Information may also be included about the physical dimensions of the job (heavy lifting, dress code, etc.), the supervising manager, and nonessential job functions. An equal opportunity employment statement should be on all job descriptions and related materials to protect the company from potential litigation.
When writing a job description, managers must be careful to use clear, concise language that eliminates ambiguity. Explanations should be given for words that can be interpreted in different ways and managers should attempt to use words that have only one meaning in order to reduce the potential for misinterpretations. The writer should describe the essential functions of the job in a way that even a layperson could understand while using only the number of words necessary to convey the message in a simple manner. A good job description will use active verbs that describe the tasks the incumbent will be responsible for completing. Finally, the hiring manager will avoid using trademarked or proprietary words, such as the names of well-known companies.
Writing job descriptions can be a difficult process. By following the above suggestions and consulting a professional who is experienced in job analysis, recruiters and hiring managers can insulate the company from added liability and make expectations for the new position clear to all parties.
