Job descriptions are the basis for so much of what we do in HR, yet—if we’re not careful—they can also be the basis for severe and expensive problems. Today, the accent is on the positive. Tomorrow? Well, we’ll see.
Susan M. Heathfield, HR consultant and speaker, shares her five positives and three negatives of job descriptions, blogging on About.com. Here’s a digest—along with a few positives of our own.
Job descriptions show where the employee fits in. The job description makes sure the people you employ are aligned with your goals, vision, and mission. They must be able to visualize their place in the whole.
Job descriptions set clear expectations. The job description is the first place to look when employees aren’t doing what you want them to, says Heathfield, quoting Ferdinand Fournies (Why Don’t Employees Do What They’re Supposed to Do and What to Do About It). The first step in getting people to do what you want them to is to make sure that people know your expectations—and that starts with the job description.
Job descriptions help you cover your legal bases. For example, in regard to the Americans with Disabilities Act (ADA), you’ll want to make certain that the description of physical requirements is accurate, and you’ll want to split off the essential functions of the job from those less so. That offers a fair shake to people with disabilities if they can do the essentials (with reasonable accommodation) even if they can’t do the rest.
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Job descriptions tell candidates what you are looking for. This help you in the selection process, and it also helps, says Heathfield, when you are addressing questions from those who are not selected.
Job descriptions help co-workers work with the new person. The job description stakes out the boundaries of the new person’s responsibilities. Best practice: Involve current employees in developing the new person’s description. They know best what they do so you can avoid duplication.
BLR’s popular Job Descriptions Encyclopedia adds these job descriptions positives:
Job descriptions help management improve the organization. In fact, they’re the building blocks of the organization’s structure. Analysis of descriptions reveals whether all responsibilities are adequately covered and where reallocation might be indicated.
Job descriptions provide the basis for compensation decisions. In fact, comparing descriptions is the basis for job evaluation, grading, and pricing. They are also a factor in salary surveys.
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Job descriptions define relationships. The job description shows how various individuals, departments, and other entities relate. When used to fullest advantage, they can settle grievances, minimize conflicts, and improve communications.
Job descriptions support ADA analysis. Job descriptions provide a basis from which to determine whether an applicant with a disability is qualified for the job and to determine if any accommodation is required to perform the essential functions of the position.
Job descriptions are objective and impersonal. That makes it easier for parties to have productive discussions of shortcomings or to overcome misunderstandings. You need only look at the description to find neutral ground.
In the next Advisor, some not-so-positive aspects of job descriptions, and a program that helps you avoid the negative.