I have to be honest, I’ve personally never had a job description (JD) that was up to date for more than three months at a time, but that’s because I’ve always recognised that to progress my career I needed to do more than my JD.
That being said, it is always good to keep track of how roles are changing and developing within your business.
This week I met with client of mine to discuss an upcoming restructure that has come about because of business growth. We had already established the new structure and additional roles that would be needed.
So we looked at what needed to be removed from his role to ensure that he was able to focus on the important elements, which would ensure the business continued to thrive, and then reviewed the existing JD’s for his team, so we could add some additional responsibilities.
What was interesting was that some of the tasks that the CEO was doing were already in his teams JD and that there was even one individual who did not have a job description at all! Needless to say that has been rectified and we have formulated a plan of action, for consultation and implementation.
It is really hard effectively recruit, set objectives and monitor success without having an up to date job description as a foundation document. Also when dealing with under-performing staff it is important that their job descriptions are correct, as you could be disciplining then for under-performing a task that they morphed into with no training or support.
A JD doesn’t need to be pages and pages, or a To Do list! Just ensure it covers the following:
- Job Title
- Who the role reports to, and other key stakeholders
- Where the role sits within the team, department and business
- Key areas of responsibility and the deliverable's expected
- Required education and training
- Soft skills and behaviours necessary to excel
- Location and travel requirements
And Remember NOT to include:
- Internal terminology, jargon or acronyms
- Anything that could be considered discriminatory
- Writing a Wish List
As a business owner you wear many hats, it’s important for your personal growth, as well as that of your business to ensure that you have an effective and efficient team, where responsibilities and objectives are clear and transparently communicated. Having up to date job descriptions is a big part of that.