A job description is a clear and concise summary of the essential duties and responsibilities of your new job. It should be the first thing your new employee hands over to your new manager when starting work. It is also one of the first things your new employee will want to ensure they remember when starting work, so make sure you define everything clearly in the job description!
When writing job descriptions, always keep in mind that you are describing other people’s jobs, not your own. You don’t want to sound like you are bragging, so ensure that your praise is aimed at the person it is directed at and that you give sufficient details about the duties and responsibilities.
Make Sure You Include Everything
When writing a job description, make sure you include everything. You don’t want to leave anything out because you think it might not be important to include it. Think of everything you can imagine that someone would need to know about the job and make sure you include it within the job description. This will help your new manager understand exactly what to expect from you and will make the role much clearer for everyone involved.
Be Concise
Don’t write a ton of unnecessary words in your job description. People reading it won’t have the time to waste on details that aren’t vital. Keep the job description simple and to the point. This will make it much easier for everyone involved, particularly your new manager.
Use Active and Present Tenses
The language you use within your job description will affect how the reader/listener perceives you and the job. Make sure the verbs you use have the correct tense (past, present, or future).
For example, if you want to write about dealing with issues that have already come up, you should use the present tense to describe the actions you took in resolving these issues:
“As a Senior Manager, you will be responsible for leading and developing a team of professionals who will be supported in their work through effective planning and communication.”
If you want to write about something that is going to happen, use the past tense:
“As a Senior Manager, you will be responsible for leading and developing a team of professionals who will be supported in their work through effective planning and communication.”
The above example uses the present tense because the action is taking place now (i.e., the description is being written now). However, if you want to write about something that will happen in the future (not directly associated with this particular job), you should use the future tense.
“As a Senior Manager, you will be responsible for leading and developing a team of professionals who will be supported in their work through effective planning and communication.”
Use Metaphors And Similes To Make Your Meaning More Evident
Metaphors and similes can be very powerful when used correctly. They can aid in establishing a clear connection between two things that are not necessarily associated with one another. One of the best examples of this is when you’re talking about writing a job description and you want to compare the job you’re describing to something that is already widely known and accepted in the industry. You can use metaphors and similes to establish a clear connection between your job and the something else you compare it to:
“The role of a Senior Manager is…similar to that of a Chief Executive Officer (CEO) or President….”
“You will be working with the Sales team to identify growth opportunities and provide operational support…”
“You will be responsible for leading and developing a team of professionals who will be supported in their work through effective planning and communication…”
Use Action Words
Action words – such as ‘will’, ‘must’, and ‘should’ – can help make your writing more persuasive. When used correctly, they can form a natural link between what you’re saying and what you’re doing. Ensure that the action you choose fits the role you are playing in the sentence and that it is part of a complete thought. In the example below, you will notice that the Will part is in bold because it is a ‘strong’ verb:
“As a Senior Manager, you will be responsible for leading and developing a team of professionals who will be supported in their work through effective planning and communication.”
You can also use ‘will’, ‘must’, and ‘should’ to shape your expectations of the employee you are hiring. For example, you can write:
“We expect our Senior Managers to…”
“The responsibilities of the Senior Manager are…”
or
“The primary duties of the Senior Manager are…”
Avoid Using The Word ‘Design’
Unless you are talking about the look and feel of your work (i.e., design work), don’t use the word ‘design’ when describing the role. Keep in mind that your manager or team leader might not be familiar with the term ‘design’, so being specific will avoid any problems down the line. That way, you will not sound like you are trying to brag about the work you did and whoever is reading your description will not have any doubts as to what you mean.
Use Industry Terms
If you are writing about a job in the fashion industry, make sure you use terms that your audience will understand. If you are writing about a job in the finance industry, make sure you use terms that your audience will understand. Only then will your writing be perceived as valuable and be likely to instil confidence in your reader/listener.
Use Short And Sweet
Avoid lengthy, complicated sentences whenever possible. You want your manager to be able to read your writing quickly and concisely. You also want the person reading it to understand exactly what you mean. Use short, sweet sentences and limit your use of complex words. For example:
“You will be responsible for leading and developing a team of professionals who will be supported in their work through effective planning and communication.”
“You will be working with the Sales team to identify growth opportunities and provide operational support.”
“You will be responsible for leading and developing a team of professionals who will be supported in their work through effective planning and communication.”
“The role of a Senior Manager is…similar to that of a CEO or President…you will be working with the Sales team to identify growth opportunities and provide operational support…”
“You will be responsible for leading and developing a team of professionals who will be supported in their work through effective planning and communication.”
Use Hyperlink
If you’re writing an educational or training piece for internal use only, you can use a hyperlink to direct the reader to more information about the subject. Keep in mind that not all professionals will have access to the internet, so be sure to include a printable version of your document as well.
Proofread It
There are several reasons why you might want to have someone else proofread your job description. First, it is difficult to see all the errors in your own writing. Second, others might have different opinions about what should be included or left out. Third, the person you are writing it for might have suggestions of their own that could improve your description. Fourth, spelling and grammar errors can dramatically reduce the credibility of your text. Finally, if you are writing for a global audience, using a reputable service like Spellchecker.com to provide a spelling and grammar check before you publish is essential.
Whether you are writing for a college essay or a professional job description, the rules are similar. Use these suggestions to create a convincing argument that will have your professor or employer nodding in approval and believing that you are an expert in your chosen field.