Reviewing our records recently, we found a provocative article on job descriptions by Shelburne, Vermont, consultant Scott Delman, author of “How to Mean Business, Water Cooler Wisdom” and other books. Good things bear repeating … and sharing. So let’s share some of his thoughts with you now.
Job descriptions are all too frequently written like IRS instructions. They are a list of tasks, requirements, boundaries, and guidelines. Yes, they are “accurate,” but they offer little perspective as to what it means to do a good job and how to be valuable to the company. For example, look at the following description:
Truck Driver, Level 1: Load and unload merchandise, materials, and supplies as requested. Must have safe driving record and CDL license, and be able to lift up to 80 pounds. Supervised by warehouse manager. Overtime required.
There is nothing technically wrong with this job description. It accurately reflects the duties of the truck driver. Unfortunately, it does not suggest the complete scope of the position. It doesn’t address (or acknowledge) the value of the truck driver’s role—only the tasks.
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What’s the difference? The dictionary defines a task as “a piece of work done as part of one’s duties.” It defines a role as “the actions and activities required or expected of a person or group.” In other words, a role has to do with overall expectations within an organization.
Understanding this difference can help make your organization more successful and profitable. How? Just check out another version of the job description we just examined:
Truck driver-Level 1: This is a service position, meaning you are always serving an internal or external customer. You have and are expected to use the authority to make decisions to provide successful transactions and satisfy customers. Being accurate and on time is a must. Each transaction must be handled in a way that positively spreads our organization’s reputation. We keep our word 100% of the time, and we work every day until our obligations are complete, frequently resulting in unscheduled overtime. Working safely (by using good judgment and following all company and OSHA regulations) is required. Load and unload merchandise, materials, and supplies as requested. Must have safe driving record, CDL license, and be able to lift up to 80 pounds. Supervised by warehouse manager.
Plainly, there is a distinction between the two versions. The employee who works within the second job description has a clearly defined role, parameters within which to function, and an understanding of the organization’s standards. Obviously, the truck driver who demonstrates good communication, customer service, teamwork, professionalism, and client-retention skills will outperform the driver who only delivers freight.
This example of task vs. role extends to all positions in all organizations. All members share common responsibilities (roles) in advancing customer service, effective communication, teamwork, professionalism, etc. Their tasks vary widely, but they all represent their company’s standards to outside clients, vendors and co-workers.
To Which We Add….
Of course, before you expand your job descriptions, you need to write them, and keep them up to date. Frequently, neither is done in a timely manner. And we can understand why. Creating job descriptions is a pain. And the whole process is multiplied by the number of positions in your organization, which can range into the hundreds. But there is a solution: prewritten job descriptions. Prewritten descriptions are the convenience food of the HR world … the meal without the mess. The publisher has done all the preliminary writing. All you do is fill in those specifics related to your company. At BLR, we offer the Job Descriptions Encyclopedia. It’s been honed and shaped over two decades. In doing it, our editors have learned what makes such programs successful. These are the key factors:
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Wide-ranging. BLR’s program has more than 500 descriptions that cross all major functional areas, such as finance, engineering, sales/marketing, administration, MIS, production, distribution, and HR itself. They also cover several major industries, including financial, healthcare, public service, and more.
Complete and legal. A strong description includes job identification, job summary, education and qualifications, required skills, knowledge, and abilities, accountabilities, job specifications. And essential functions are separated from additional responsibilities, as required by the Americans with Disabilities Act.
Convenient and updated. The program must be fully indexed and easy to use, and include additional features. BLR has, for example, a pay grade assigned for each job title. The grades are right on the description, and matched to a table of hourly and salaried minimum, maximum, and midpoint salaries. And because jobs change, quarterly updates are included as long as you remain in the program.
Job Descriptions Encyclopedia is available for a 30-day evaluation in your office at no cost or risk. (We even pay return shipping.) Click here and we’ll be happy to arrange it.
Scott Delman can be reached at info@watercoolerwisdom.biz or (800) 974-5337.