The Art of Effectively Writing a Job Description

December 23, 2024

Developing job descriptions can be challenging for employers, but they are essential tools for both the employer and the employee. Writing a job description that clearly outlines responsibilities, required skills, and the working knowledge necessary for the role is a skill in itself. When done correctly, job descriptions provide a solid framework for setting expectations, defining necessary qualifications, and clarifying the requirements of each role within your organization.

Employers understand the expense and productivity setbacks caused by hiring the wrong person or neglecting to assess employees’ performance according to the job responsibilities. The significance of creating comprehensive job descriptions should not be overlooked; a generic or vague job description can fail to capture or underestimate a company’s needs and the specifics of the position itself. At worst, underdeveloped job descriptions can be an HR risk landmine. Therefore, dedicating time and effort to crafting comprehensive, high-quality job descriptions is crucial for the long-term success of both the organization and its employees.

5 Powerful Ways Job Descriptions Impact HR

Job descriptions have relevance throughout the employee life cycle and should be treated as a “living” document. They should evolve as the organization’s needs and business environment change. Well-written job descriptions provide immense value to both employers and employees and can guide the following HR functions:

1. Guide the Hiring Process

2. Clarifying Performance Expectations

3. Facilitating Proper Fair Labor Standards Act (FLSA) Classifications

4. Plays a crucial role in the “Interactive Process”

5. Key to Pay Equity Compliance

Basic Principles

A foundational step in creating effective job descriptions is conducting a job analysis to thoroughly understand the job’s attributes and components. This process provides valuable insights into the role’s requirements and essential functions. Updating a job description is enriched by employee input, as they offer valuable insights into their daily responsibilities and key success factors. This collaborative approach allows for a comparison between employee feedback and managerial perspectives, helping to bridge any gaps in expectations and enhance organizational alignment.  To paint a complete picture, consider interviewing employees and managers or having them complete a job analysis worksheet. Employers can think of this step as framing a house—it builds the foundation and structure for a well-crafted job description.

When drafting a job description, employers must comply with federal equal employment opportunity laws and applicable state nondiscrimination laws. Key considerations include:

• Avoid Discriminatory Language: A job description should use neutral language that does not imply preferences or requirements based on protected characteristics.

• Focus on Job-Related Criteria: The criteria outlined in your job descriptions should be directly related to the job responsibilities that are required and necessary for successful job performance.

• Provide Equal Opportunities: Design job descriptions to ensure all qualified individuals have equal access to apply and be considered for employment opportunities.

• Accommodate Disabilities: Make job descriptions inclusive by outlining essential physical requirements and job functions in a way that allows for reasonable accommodation.

In addition to state and federal compliance, an effective job description should include key elements the job entails, such as:

• Job titles
• Position description
• Minimum qualifications and preferred qualifications
• Outline “must have skills” vs “nice to have” skills
• Key responsibilities
• Soft skills preferred
• Physical demands and environmental factors
• Supervisory responsibilities
• At-will statements
• Employee and manager acknowledgments

While the job description style may vary between departments, maintaining a consistent job description structure within a company is essential for clarity and uniformity.

Essential Job Functions

Essential job functions, also known as “primary job duties,” are the core responsibilities of a position. These encompass both physical and mental tasks that the person in the role must be able to perform, with or without reasonable accommodation. Essential functions make up the fundamental purpose of the job. There is a fine balancing act between acknowledging all aspects of your employees’ roles and differentiating between what is important and what is absolutely necessary for job performance.

Essential job duties must be clearly outlined in the job description, as they are critical to the role. Additionally, including further responsibilities beyond the essential functions within a job description allows employers to communicate key aspects of the role, contributing significantly to its success and the employee’s performance. In deciding whether a job function is essential, the Equal Employment Opportunity Commission (EEOC) looks at several determining factors:

• Whether the position exists to perform that function;
• The time spent performing the function;
• The consequences of not performing the function;
• Whether other employees are available to perform the function; and
• The degree of expertise or skill required to perform the function.

Job Descriptions vs. Job Postings

Similar to job descriptions, job postings summarize and detail a specific role, typically outlining its responsibilities and requirements to attract qualified candidates. The significant difference is that postings are primarily external documents used as advertisements to entice job seekers to apply for the position. For that reason, postings are typically much shorter and less detailed than a job description. They may also include appealing information, such as benefits packages and perks, which is not typically found in a job description.

A job posting should be more concise and summarized than a job description. It is important to provide job seekers with a clear understanding of the position and preferred qualifications without burying them in excessive detail. However, key components such as job title, experience, and education are important to include in receiving interest from qualified candidates. With pay transparency laws becoming increasingly common, postings also have their own legal requirements that may not apply to job descriptions.

Since a posting is directed at potential job seekers, it is permissible to use more “you” statements, such as, “If you are a motivated, experienced (insert job title), this could be the perfect opportunity for you!” That kind of direct appeal is perfectly appropriate in a posting but would be out of place in a job description.

“Living” Job Descriptions

A good job description is only truly effective if it remains up-to-date. An outdated job description that does not accurately reflect the job requirements will not be useful for either the employer or the employee. A job description loses its effectiveness if it fails to accurately reflect the role’s purpose and job responsibilities; therefore, job descriptions should be considered “living” documents. Reviewing and updating job descriptions ensures they are kept up-to-date and used effectively. Incorporating frequently updated and accurate job descriptions into the onboarding process, periodic check-ins, and ongoing performance review process will glean success for both employee and employer. A well-written job description is the foundation for the success of a role and should be updated often as roles evolve.

Want to read more? Download our E-Book: Crafting Effective Job Descriptions.

 If you have any questions regarding this Practice Pointer, please email us.