Yesterday’s Advisor covered the two big not-required-but-necessary HR tasks—policies, and job descriptions. Today, specifics on essential functions, plus an introduction to a popular digital collection of pre-written job descriptions.

[Go here for yesterday’s tips on job descriptions]

Outcomes over Methods

Describe an essential function more as an outcome than a method, BLR’s experts say. That way, you avoid pre-judging employees with disabilities. For example:

  • Not "Uses hand truck to move heavy boxes,” but "Moves heavy boxes."
  • Not "Walks from station to station," but "Moves from station to station."

How to Determine 'Essential'

Here are some questions you can use to determine whether a job function is essential:

  • Does the position exist to perform this job function? (That would make it essential.)
  • What is the employer's judgment regarding which functions or job requirements are essential? (The employer's view will be given due weight, but won't be determinative on its own.)
  • Would the position be fundamentally altered if this function or job responsibility were altered? (That suggests that it's essential.)
  • Is the number of employees to whom this function or job requirement could be given limited? (If yes, that makes it harder to pass off this function.)
  • Is this a highly specialized function or job requirement? (Again, that makes it harder to cross-train someone else to do it.)
  • What would be the consequences if this function or job requirement were not included? (If there are no consequences, it's likely not essential.)
  • Does the current or past incumbent perform this function or job requirement? (If not, it's probably not essential.)
  • Are the essential functions of this job linked to a specific location? (This could make it more difficult for others to take on this responsibility.)

Your job descriptions are already written and keyed onto CD format. Thousands of HR managers are flocking to get SmartJobs! Try it at no cost or risk and also receive the free report: 5 Mistakes Everyone Makes with Job Descriptions and How to Avoid Them. Go here for info.

In addition to making your essential/nonessential determination, it's helpful to pin duties down with a clear description of requirements and conditions. You might mention:

  • Supervision (how much, how often)
  • Physical requirements (e.g., sitting, standing, grasping). For lifting or carrying, also specify pounds (e.g., able to lift 50 pound several times each day).
  • Mental requirements (e.g., thinking analytically), discriminating colors, making decisions, remembering names)
  • Performance requirements (e.g., staying organized, meeting deadlines, attending meetings)
  • Environmental factors (e.g., inside/outside, hot/cold, dusty, odors, fumes)
  • Tools and equipment (e.g., computer, forklift, respirator)
  • Other requirements (e.g., certificate, license, education)

Finally, make sure to do your necessary work on job descriptions now, not after the fact. If you try to craft your essential functions list after someone raises a complaint, it won't be credible.

What’s the state of your job descriptions? Concerned they might not be up to date and ADA-compliant? … Actually, with BLR’s new program, they are.

BLR has now released its collection of 500 job descriptions, formerly only available in the classic, but shelf-filling, Job Descriptions Encyclopedia, in a program called SmartJobs on CD. That's cause for celebration—your job descriptions are a click away from being done.

And we’re talking about virtually all of them, covering every common position in any organization, from receptionist right up to president. They are all there in BLR's SmartJobs.

Throw your keyboard away—More than 700 prewritten, legally reviewed job descriptions ready at the click of your mouse. Use as is—or easily modify, save, and print. Try BLR's remarkable SmartJobs program at no cost and also get a free special report! Download Now.

These are descriptions you can depend on. Our collection has been constantly refined and updated over time, with descriptions revised or added each time the law, technology, or the way business is done changes.

Revised for the ADA, Pay Grades Added

BLR editors have taken apart every one of the 700 descriptions and reassembled them to be ADA-compliant. And now they've added pay grades for each job, based on BLR’s annual surveys of exempt and nonexempt compensation, as well as other data.

According to our customers, this is an enormous timesaver, enabling them to make compensation decisions even as they define the position.

SmartJobs also includes an extensive tutorial on setting up a complete job descriptions program, as well as how to encourage participation from all parts of the organization. That includes top management, employees, and any union or other collective-bargaining entity.

Twice-Yearly Updates, No Additional Cost

Very important these days are the updates included in the program as a standard feature—essential at a time of constantly changing laws and yes, emerging technologies. And the cost of the program is extremely reasonable, averaging less than 66 cents per job description … already written, legally reviewed, and ready to adapt or use as-is.

You can evaluate BLR’s SmartJobs at no cost in your office for up to 30 days. Just click here and we'll be delighted to send it to you.