Job Descriptions How to Write Them Effectively. © Business & Legal Reports, Inc. 0606 Session Objectives You will be able to: Define the purpose of job.

Job Descriptions

How to Write Them Effectively

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© Business & Legal Reports, Inc. 0606

Session ObjectivesYou will be able to:• Define the purpose of job descriptions • Identify the key elements of an effective

job description • Gather and organize necessary information•Write complete, accurate, and objective job

descriptions • Help us comply with employment laws


Session Outline• Compliance with employment laws•What job descriptions are and why they are

important• Key elements of an effective job description• Guidelines for writing effective job

descriptions


Legal Requirements• ADA• FLSA• Equal Pay Act


Legal Requirements (cont.)

• Title VII• Age Discrimination in Employment Act• Occupational Safety and Health Act• State law


What Are Job Descriptions?Brief written statements that: • Define main objective and essential

functions • Describe duties, skills, efforts, and

responsibilities• State required education and experience


Why Are They Important?• Clarify who is responsible for what in the

organization • Help employees understand their

responsibilities• Assist you in making good hiring decisions

and determining training needs


Why Are They Important? (cont.)

• Help in recruitment efforts• Help us analyze and improve the

organization • Aid compliance with employment laws• Provide a basis for job evaluation, job

classification, and wage administration


Common Problems• Exaggerate or downplay importance of job • Fail to pinpoint critical job elements • Ignore decision-making aspects of job


Common Problems (cont.)

• Fail to focus on behavior• Describe qualifications not really needed for

job success


Job Descriptions:Basic Issues• Questions?


Elements of a Job Description• Job identification • Job summary • Essential functions • Accountabilities• Job specifications


Job Identification• Job title• Source for job titles


Job Identification (cont.)

• Job code • Other job identification

information


Job Summary• Start with an action word • Explain the job’s major functions • Explain the job’s purpose


Essential Functions• Define the essential job

duties • Use behavioral

language • Focus on functions

rather than means


Essential Functions (cont.)

• Target outcomes rather than activities • Be specific


Accountabilities• End results • Standards of

measuring performance • Delegated authority • Employee’s superior


Job Specifications• Skill • Effort • Responsibility • Working conditions


What Doesn’t Belong• Negative statements • Generalized

statements • Abbreviations • Occasional or

temporary duties


Job Descriptions & ADA• ADA requirements• Define essential job

functions


Job Descriptions & ADA (cont.)

• Include essential criteria only• Be open-minded about the “how”


Job Description Elements• Questions?


Format• Length • Layout • Multiple formats


Guidelines for Writing• Choose your words

carefully• Begin each sentence

with an active verb • Be specific• Qualify whenever

possible


Guidelines for Writing (cont.)

• Include essential information only • Describe the desired outcome• Focus on essential activities• Refer to job titles rather than people


Gathering Information• Job analysis • Questions to ask


Organizing the Information• Sequence of

operations approach• Major duty approach • Relative importance

approach


Key Points to Remember• Job descriptions describe the purpose,

essential functions, and specifications of a job• They help employees understand

responsibilities and help you make good hiring decisions and determine training needs • They help us comply with employment laws

Job Descriptions How to Write Them Effectively. © Business & Legal Reports, Inc. 0606 Session Objectives You will be able to: Define the purpose of job.

Documents

business legal reports

aspects of job slide

job success slide

job titles

job classification

job code

job evaluation

importance of job