Last issue, we talked about what to include in job descriptions; today we tell you what to leave out. And we’ll reveal a handy program that makes quick work of all your job description tasks.
Essential job elements, exposure to physical hazards, pay grade … the list of what should be in a job description is long. But what should you keep out of job descriptions?
Here’s a checklist taken from BLR’s popular Job Descriptions Encyclopedia. How many of these “no-no’s” will you find in your job descriptions?
1. Instructions about how to do the job. (“Pick up the tool, select the proper size fitting, and gently burnish …”) Instead, talk about outcomes and areas of responsibility.
2. Opinions or recommendations. (“This job is the hardest job in the plant.” “Computerizing the inventory will make this job more efficient.”) Just talk about the job with reference to how it is currently done, not how it might be done.
3. Negative statements. (“Does not answer the phone while supervisor is out of the office.”) Talk about what the jobholder does, not what he or she doesn’t do. (That could be a long list!)
4. Abbreviations and technical terms. (“Performs Gaj-Jac reroll if random SIT readings exceed PPLT.”) Even if their meanings are well known to the jobholder and the supervisor, spell technical details out, so that those who might refer to the job description in the future, (including outside authorities), will know what it is saying.
Prewritten job descriptions in BLR’s Job Descriptions Encyclopedia now come with pay grades already attached. Try the program at no cost. Click to learn more.
5. Duties to be performed in the future. (“When the conversion is done, employee will handle task X.”) The general rule is that a function must have been performed for a period of 3 months before being included in a job description, in order for the worker to be familiar enough with it to provide the job analyst creating the description with the necessary information.
6. Occasional or temporary duties. (“Assists Department G on request,” when that only happened once 2 years ago.) However, include such tasks if they are essential functions.
7. Generalized statements. (“Handles emergencies.”) This could range from simply calling 911 to being site coordinator for the entire emergency operation during a major meltdown. Clarify what you mean!
‘It’s Not in My Job Description’
Finally, the job description should never restrict supervisors from assigning additional duties not specified in the job description. (However, these extra duties and responsibilities should not be considered “essential functions” of the job.)
To cover that aspect, many organizations include this statement in every job description:
This job description in no way states or implies that these are the only duties to be performed by this employee. He or she will be required to follow any other instructions and to perform any other duties requested by his or her supervisor.
Wouldn’t It Be Great?
Job descriptions are a must-do HR task, but they are not quick to do and they are not easy—what with reviews, updating, and legal review of essential functions. Wouldn’t it be great if they were available, already written?
Actually, they are. We have more than 500 of them, ready to go, covering every common position in any organization from receptionist right up to president.
See why thousands have reserved a permanent place in their offices for BLR’s classic Job Descriptions Encyclopedia. Try it at no cost or risk. Click for info.
They are waiting for you in the extremely popular BLR program called Job Descriptions Encyclopedia, which some call the answer to a HR manager’s prayer. First created in the 1980s, the “JDE” has been constantly refined and updated over time, with descriptions revised or added each time the law, technology, or the way we do business changes.
Revised for the ADA, Pay Grades Added
There was a major revision following the passage of the ADA, for example. In fact, BLR editors took every one of those 500-plus descriptions apart and revised them to be ADA-compliant.
In addition, pay grades were added for each job, based on BLR’s extensive annual surveys of exempt and nonexempt compensation, and on other data. According to our customers, this is an enormous timesaver, enabling them to make compensation decisions right along with those that define the position. You can see a sample job description from the program by clicking here. (Yes, it is the one for HR manager. Pay grade: 38.)
The BLR Job Descriptions Encyclopedia also includes an extensive tutorial on setting up a complete job descriptions program, and how to encourage participation from all parts of the organization. That includes top management, the employees themselves, and any union or other collective bargaining entity.
Quarterly Updates Included
And, very important these days, the program also includes quarterly updates as part of your purchase. When laws or emerging technology change jobs, we’ll send you new or revised descriptions every 90 days to meet the latest standards. 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 Job Descriptions Encyclopedia at no cost in your office for up to 30 days. Just click the link below, and we’ll be happy to set things up.
Download sample job description
Download list of job descriptions included