job descriptions how to write them effectively. © business & legal reports, inc. 0606 session...

Job Descriptions

How to Write Them Effectively

Session ObjectivesYou will be able to:• Define the purpose of job descriptions • Identify the key elements of an effective

job description • Gather and organize necessary information•Write complete, accurate, and objective job

descriptions • Help us comply with employment laws

Session Outline• Compliance with employment laws•What job descriptions are and why they are

important• Key elements of an effective job description• Guidelines for writing effective job

descriptions

Legal Requirements• ADA• FLSA• Equal Pay Act

Legal Requirements (cont.)

• Title VII• Age Discrimination in Employment Act• Occupational Safety and Health Act• State law

What Are Job Descriptions?Brief written statements that: • Define main objective and essential

functions • Describe duties, skills, efforts, and

responsibilities• State required education and experience

Why Are They Important?• Clarify who is responsible for what in the

organization • Help employees understand their

responsibilities• Assist you in making good hiring decisions

and determining training needs

Why Are They Important? (cont.)

• Help in recruitment efforts• Help us analyze and improve the

organization • Aid compliance with employment laws• Provide a basis for job evaluation, job

classification, and wage administration

Common Problems• Exaggerate or downplay importance of job • Fail to pinpoint critical job elements • Ignore decision-making aspects of job

Common Problems (cont.)

• Fail to focus on behavior• Describe qualifications not really needed for

job success

Job Descriptions:Basic Issues• Questions?

Elements of a Job Description• Job identification • Job summary • Essential functions • Accountabilities• Job specifications

Job Identification• Job title• Source for job titles

Job Identification (cont.)

• Job code • Other job identification

information

Job Summary• Start with an action word • Explain the job’s major functions • Explain the job’s purpose

Essential Functions• Define the essential job

duties • Use behavioral

language • Focus on functions

rather than means

Essential Functions (cont.)

• Target outcomes rather than activities • Be specific

Accountabilities• End results • Standards of

measuring performance • Delegated authority • Employee’s superior

Job Specifications• Skill • Effort • Responsibility • Working conditions

What Doesn’t Belong• Negative statements • Generalized

statements • Abbreviations • Occasional or

temporary duties

Job Descriptions & ADA• ADA requirements• Define essential job

functions

Job Descriptions & ADA (cont.)

• Include essential criteria only• Be open-minded about the “how”

Job Description Elements• Questions?

Format• Length • Layout • Multiple formats

Guidelines for Writing• Choose your words

carefully• Begin each sentence

with an active verb • Be specific• Qualify whenever

possible

Guidelines for Writing (cont.)

• Include essential information only • Describe the desired outcome• Focus on essential activities• Refer to job titles rather than people

Gathering Information• Job analysis • Questions to ask

Organizing the Information• Sequence of

operations approach• Major duty approach • Relative importance

approach

Key Points to Remember• Job descriptions describe the purpose,

essential functions, and specifications of a job• They help employees understand

responsibilities and help you make good hiring decisions and determine training needs • They help us comply with employment laws

job descriptions how to write them effectively. © business & legal reports, inc. 0606 session...

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