What is a Job Description?
The term “Job Description” somewhat explains itself doesn’t it? It simply means describing each and everything related to the Job. The main idea behind a Job Description is to lay out the information that’s related to everything in and around a certain job. Job Description plays a very important role in the Human Resource Industry. Because an Employer first makes a Job Description that consists of the specification of what he needs from a certain employee. After the Job Description is set, the hiring process starts on the basis of that Job Description. That’s the reason a Job Description is considered as a primary document when it comes to hiring or reviewing performances of prospective employees and employees respectively.
A Job Description gives both the employer and the employee a clear idea of the requirements of a certain Job. The JD outlines all the duties and responsibilities that come along with any certain job. It also gives an indication of the types of skills that are required to carry out that particular job. Generally, a detailed JD will consist of all the important details related to any particular job like Job Role, Job Title, Responsibilities, Job Summary, etc.
Importance of a Job Description
A Job Description is no more just a hiring tool, it is a vital management tool in today’s business world.
No one wants any confusion when it comes to employment, right? That why Job Descriptions are so important in any business. The Job Description gives clarity to both the employer and the employee when it comes to specifying what is required and expected from a particular job role. Job Descriptions are an important asset to any business because it not only helps in finding the most suitable candidate for a particular job but it also helps the employers while reviewing the performance of the hired employee.
The main role of any Job Description is to make everyone aware of what is required and expected from an employee who’s carrying out any particular job. It makes the employees aware that how and on what basis they will be assessed. Nowadays, Job Descriptions play a much important and a wider role than just assisting in screening candidates for a particular job.
Why is a Job Description important for an employee?
As an employee, you would like to know as much as you can about your job role. Job Descriptions help you understand everything you need to know about any specific job role. It outlines the duties and responsibilities that come along with the job role. It clarifies every important detail when it comes to any given job.
Why is a Job Description important for an employer?
Similarly to an employee, an employer also needs clarity about everything related to any given job role. Job Descriptions lays out every important detail related to that particular job. This helps the employer in getting a proper idea of what to expect from an employee who’s carrying out that specific job.
How to Write a Job Description?
Now that you know, “What is a Job Description?” & “Why is it Important?”, let’s move on to the most important thing you need to know and do i.e. “How to Write a Job Description?”. It’s a very important part and you need to make sure that your JD is a great and informative one.
Writing Job Descriptions isn’t a complicated thing to do if you know exactly what you want from it. It is a vital tool for your business not only for recruitment purposes but also when it comes to the management of employees.
Job Descriptions should be Informative.
The main aim of any JD is to describe the job in the best possible way. While writing a Job Description, make sure you do not miss out on any key points. Job Descriptions should be written in a way that the information written in it should be enough to explain the job.
Your Job Description should provide clarity.
A JD should provide clarity to both the employer as well as the employee. Your JD should provide all the information required to clarify every important detail related to any given job role.
Keep the language as simple as possible.
Your JD should be simple enough for everyone to understand and avoid any confusion. Keep in mind that you do not need to overwrite anything, keep it simple and to the point.
Writing JDs is actually a quite easy and straight-forward process. Making a convincing Job Description is vital to helping you attract in the most qualified contenders for the job. Keep it simple and to the point.
As per the research conducted by Indeed, it was found that job descriptions between 700 and 2,000 characters get up to 30% more applications.
Structure of a Job Description
The format and layout of any JD should be simple and accurate, it should clearly define the needs of the role. However, the actual structure of the JD will typically vary between roles and organizations. A well-rounded job description will generally be structured as follows:
A Job Title is naturally the first thing that anyone would like to know about. A job title describes an employees position in the organization. Job titles define the job role and the responsibilities that come along with the job.
Job Summary gives us an overview of the JD. It is basically a shorter version of the detailed JD. The main of writing Job Summaries is that people get an idea about the job without actually going through the whole Job Description.
Responsibilities and duties.
The main crux of any JD is the part where the responsibilities and duties that come along with any job are explained. It should contain detailed day-to-day responsibilities related to the job. This point should be clear enough to outline an employees responsibility to carry out the expected duties. This section of the JD should lay down the list of all the responsibilities and duties that come along with the given job role.
Conclude your JD by explaining the required qualification in terms of education and experience that are required to carry out the job properly. Job specification and qualifications are derived from job role analysis.
The skills required to perform the job should be mentioned in the JD as well. The skills that an individual possesses may have a huge impact on the efficiency of his or her job performance.
Any employee would be curious to know about the compensation(salary and incentives) that will be received in exchange for the service provided by them. A piece of detailed information about the compensation is an essential part of a good JD.
Why you need Job Descriptions?
- Job descriptions help your staff duties align with your company vision.
- They help to clearly outline to applicants their role and responsibilities.
- Job descriptions form the foundation for the development of interview questions.
- Job descriptions can also be used for training and development.
- Job Description can also be used as a mean to communicate expectations.
- Job descriptions help define the basis for performance management.
- Discipline. You can use the Job Description to Discipline an employee who isn’t adequately carrying out his job functions.
Flexibility is the key when it comes to Job Descriptions. Creating generic Job Descriptions is a wise choice. Job Descriptions emphasize expectations and accountabilities related to the job. Such Job Descriptions don’t require much modification with every minor change in duties.