A job description serves as a blueprint for your employee’s everyday work practices. It defines the boundaries of your employee’s responsibilities and also communicates key aspects of the job. A well-written job description not only serves as a reference point for your employee, but it could also be used for potential new hires. This article will outline the steps to take when writing the perfect job description.
Step one: Identify the purpose of the job description.
A typical job description contains three distinct sections: (1) a general description of the position, (2) the duties and responsibilities of the position, and (3) the qualifications of the person filling the position. Identify the purpose of your job description and choose words that reflect this purpose. The three sections should work together to create a clear picture in the reader’s mind of the role this employee will play in your organization. The first and third sections should contain the most vital information for the reader, while the middle section can include supplementary details that may be of interest to the reader but don’t necessarily fit into the first and third sections.
Step two: Identify the duties and responsibilities of the position.
To start, it’s important to remember that the duties and responsibilities of the position will vary based on the position you’re describing. However, there are some general guidelines that can be followed. The first part of this step should focus on defining the various tasks that will be required of the employee. The second part should expand on these tasks and incorporate any relevant supporting materials that might be required for the position. Finally, you should note any unique qualities or characteristics that set the employee apart from other similar employees in similar positions. For instance, if the position requires specialized legal training, include this in the description.
Step three: Identify the qualifications for the position.
This step should be focused on listing the minimum requirements for the position. There are three parts to this step. (1) The first part should include the basic qualifications that are required for the position. (2) The second part should expand on these basic qualifications and include any specialized training or experience that is necessary for the position. (3) The third and final part should include any other relevant information that could be important to the reader. For example, if the position requires a history of leadership experience, include this in the description.
Step four: Create a logical structure for the job description.
While it’s not necessary to follow a rigid structure when creating a job description, it’s important to have a clear understanding of the different parts of the document. The first part of this step should be used to introduce the reader to the position and set the scene. The second part should be used to define the duties and responsibilities of the position. The third part should include supplementary information that might be useful to the reader. Finally, the last part should be used to briefly describe the qualifications of the person filling the position. Begin the first part of this step by defining the general location of the position in your organization:
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Next,, you can expand on the type of employee you’re looking for:
- Staff
- Full-time
- Part-time (benefits based)
- Volunteer
- Expert
Then, you can describe the various tasks and responsibilities of the position:
- Use your discretion
- Research
- Extensive reading and writing
- Interacting with clients
- Data analysis
Next, define the general education and training of the person filling the position:
- High School diploma or GED
- Bachelor’s degree
- Master’s degree
- Professional/Technical degree
- Any additional education or training
Now, you can move on to the specific skills necessary for the position:
- Microsoft Excel
- Microsoft Word
- Understanding business concepts
- Basic HTML & CSS
- Knowledge of SEO
Finally, you can list the personal qualities necessary for the position:
These can be professional, organizational, or academic:
- Computer skills
- Interpersonal skills
- Analytical skills
- Problem-solving skills
- Writing skills
Once you’ve drafted the first part, you can use the rest of the document to flesh out any details that might be useful to the reader. Remember, the ideal job description is concise yet comprehensive. Try formatting the document using Microsoft Word’s tables and formatting tools, particularly if you need to include a lot of detail. You can also use the track changes feature to quickly compare your original draft to what was ultimately published. Don’t forget to save your document as a PDF in case you need to revise or print it at a later date.
Step five: Proofread, edit, and polish the job description.
The purpose of this step is twofold: (1) to make sure that your job description is error-free and (2) to give it the perfect appearance that will make it easy for others to understand. Use a professional grammar/spelling checker (e.g. Grammarly) to correct any errors in your written work. Then, polish and edit the job description to the perfect state:
- No spelling errors
- No grammar errors
- All sentences are concise and easy to understand
- No unnecessary information
- All relevant qualifications are included
- Keywords are included throughout the description
Once you’ve finished the final copy, you can show it to a few trusted colleagues for feedback and review. After gathering their feedback, make the necessary changes and corrections, then save the document as a new version.
Writing a job description can be a challenging yet rewarding process. It can also be a significant time-saver in the long-run, as you’ll know exactly what to expect from your employees. Furthermore, you can use this knowledge to attract the best candidates for the job, as they’ll know what skills are needed and can communicate these to you easily.