A perfect ad on a newspaper can get people to apply for an available position in your company but only a good job description can help you get the appropriate job applicant for the position. A job description is an indispensable tool when you have to hire employees for your company. A well written job description should help you hire the most competent, reliable, flexible, and brightest employee from the bunch of applicants you will get. For a job description to work as expected, it has to be specific in defining what you expect from your prospective employee so applicants would know if they can fulfill your requirements or not.
A job description must define the role of employee and accurately state the name of the position. It should tell the employee where the job begins and where it ends so that tasks do not overlap with other co-workers. It should also tell the employees where and how their specific job fits within the overall structure of the company. Each job description should help employees from all departments understand the limits and boundaries of their responsibilities with respect to other employees.
A job description must describe the duties that the employee must perform. It should contain all the pertinent information the employee must know in the course of the performance of duties. The duties should appeal to the employee’s natural gifts and talents for which you have hired him or her. If the employee will be doing number crunching, this information should be stated as well as the kinds of reports they are expected to turn out at the end of the day or period. Their job description should give employees a sort of a “snapshot” of a typical day they will have to spend in your company.
An employee’s job description should also include the interpersonal skills you expect them to possess. What qualities do you want your employees to have in relation to the mission and vision of your company? Will their personality jive with the direction where your company is headed? It is not important whether your company is small or a large organization. A good job description that tells the employee where they are headed within the company will help them align their own goals with that of your organization and thus contribute to your success together.
The job description of a particular position should state the employee attributes needed to get the job done, such as being a team player, having attention to detail, being well-coordinated and organized, or being able to work under minimal supervision, etc. You need to be direct and avoid assuming that the employee has what you need.
You can develop the right job description by gathering the right people to put it on paper. This includes the immediate superior to whom the position is supposed to report, and the other employees who are already performing similar functions. Another way is to perform a job analysis where the tasks, responsibilities and duties that have to be performed by the employee who will fill the position is analyzed. You must gather as much pertinent information needed to be able to develop a job description that can really help you get the right person.
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