Job description in business/purpose/Importance/How to do
What is a job description?
The job description is a guide to show the professional what the company expects from him. Also called a job description, this document formalizes, in detail and in writing, the activities and responsibilities that a given job requires.
A well-prepared description informs what the employee needs to do during working hours, how he should do it and for what reason. Therefore, creating this instrument requires the manager to have a clear understanding of the attributions of each function. When the job description is too generic or poorly written, it does more harm than good.
In this sense, it is a tool widely used in the recruitment and selection processes and serves to let potential candidates know more about the vacancy they are disputing. Therefore, it is very important that the job description is attractive and consistent with the organizational culture .
Some organizations confuse description with job analysis, but they are different concepts. The analysis of the extrinsic aspects of the position, that is, it concerns the competences that the candidate needs to have. In these cases, when there is synergy between the professional and the company, the hiring is successful. Job description in business
What is the job description for?
In addition to making employees aware of the duties of each one in the company, the job description also serves to help the Human Resources department to make more assertive choices.
Therefore, by knowing exactly what they are looking for, the recruiter avoids wrongful hires and eliminates those candidates who are not suitable for the position. On the other hand, by knowing the attributions that the organization is looking for, the candidate for the vacancy understands whether he is able to do the job or not.
Thus, the job description works as a filter, saving recruiters and candidates time to focus on what really matters: the right profile.
Furthermore, this instrument serves to avoid expectations and frustrations, so common in recruitment and selection processes . The result is the control of the rate of turnover , a factor that benefits companies and employees.
Importance of a well-written job description
Saving time and financial resources are not the only benefits of a well-crafted job description. In addition to assisting in recruitment, this instrument supports other activities inherent to the HR sector, such as audits and performance analysis .
When making a job description, the manager must consider the reality of the company and the specifics of each function . In this sense, the collaborator’s attributions must correspond to what he must perform in practice.
The correct description is essential even for the dissemination of open positions, whether in recruitment agencies or on the company’s social networks. It will make it easier to understand what the contractor is looking for.
But remember: it will always be necessary to make adjustments , especially when the company intends to develop a career plan and promote its position and salary policy.
How to do the job description?
There is no magic formula for crafting a good job description. But some practical actions, coupled with a clear understanding of the roles required for the role, make the task easier. Check out the 10 tips below. Job description in business
1. Avoid generalizations and bet on clarity
In personal and professional relationships, communication is essential. Thus, the job description must avoid generalizations, being clear and precise , precisely to avoid noise and misinterpretation.
But the text should not be so short as to omit important information, but neither should it be verbose or far-fetched. A correct description must be explanatory, cohesive and clear.
2. Get to know the organization’s job structure very well
Carefully studying the structure of the company allows identifying the most relevant data to prepare the job description. But some information is essential, regardless of the area of operation or size of the company:
- identification (or job title);
- academic education;
- required experience;
- mandatory training.
3. Bet on a correct and realistic title
The job ID is the name he receives when advertised. Thus, the title of the vacancy must attract the attention of candidates , without exaggeration or levels of sophistication. To be ideal, job identification should be realistic, coherent, objective and descriptive, without forgetting, of course, to respect the organization’s hierarchy.
Also, to get inspired or make sure of the most suitable designations for the positions, it is worth searching on specific sites for job search. Thus, it is possible to find updated nomenclatures.
4. Clearly define the skills needed for the position
The alignment between skills, knowledge and behavioral profile represents the employee’s competencies. For these values to be in harmony, the manager needs to define which skills the professional who performs a certain function must have.
Therefore, put on paper the knowledge, skills and attitudes that each position demands . We can call this exercise the CHA Table. To do so, consider that:
- knowledge is theoretical knowledge, what is learned, such as a technical course, for example;
- skill refers to the practice of knowledge. Knowing how to negotiate or communicate eloquently are good examples;
- attitude are values related to the attitude of the employee at work, such as punctuality and attendance . Job description in business
Therefore, creating a detailed CHA Table can be useful and optimize the recruiter’s time.
5. Create a method for data collection
In addition to listing the competencies needed for the job, use methods to gather other key information for job descriptions. There are three methodologies among the most common in companies:
- Questionnaires: consists of filling out a standard questionnaire previously elaborated. Advantage: fast and low-cost application . Disadvantage: it may present flaws, if the questions are prepared by professionals who are not familiar with the job description techniques;
- Local observation : results from observation of the work developed by the employee and is used for manual or simpler tasks. Advantage: allows a better understanding of each activity . Disadvantage: it is a method that requires a lot of execution time;
- Interview: this is the most used method in companies and consists of an interview with an employee, conducted by an HR professional. Advantage: when it is well structured, it provides reliable and accurate data . Disadvantage: it has a high cost, as it requires a specialized professional for its execution.
Finally, it is important to emphasize that these methods can be used in combination. As a result, the manager will have available a series of information that will help when preparing the job description in the company.
6. Go to the immediate superior
Talking to the position’s immediate superior is a great way to gather input to understand the specifics of the role. After all, industry leadership is the one who best understands the skills needed to do the job.
Also, by having ownership in the area, the immediate superior can help build the CHA Table and define, with HR, the necessary knowledge, skills and attitudes.
If you encounter resistance or indisposition from your immediate superior, explain that, with his or her help, the company will be able to find the ideal candidate . Ultimately, who will benefit is the leadership itself. Besides, of course, the company.
7. Know how to identify particular needs of the position
It is possible that some positions have specific needs for their perfect execution. The ideal is to assess the particularities of each position. Some examples are: Job description in business
- work conditions;
- possible occupational hazards;
- managerial responsibilities;
- dimension of activities;
- specific certifications;
- relationship with customers.
8. Publicize the company’s vacancies through qualified channels
The company has clearly described the positions, but is unable to reach the candidates. How to reverse this situation? First, advertise vacancies in the appropriate media, according to the profile you want to attract.
The channels most used by companies are social networks — LinkedIn, Facebook, Instagram — and websites that specialize in job opportunities. The career pages, also known as the “ Work with us ” section, usually located at the bottom of institutional websites, are also great channels.
9. Write a compelling job description
In addition to publicizing open positions in the appropriate channels, the company’s job description must be attractive to attract talent . To do this, be careful with the text and the title, as already mentioned.
Also, the tone of the text must match the profile of the company. In this sense, startups tend to use a more informal language. Already more traditional companies prefer to use more formality when communicating.
The important thing, in these cases, is that the job description clearly expresses what the organization expects from the employee in a given role. So, provide detailed information and leave no room for doubt .
Finally, a well-crafted job description can list the benefits offered by the company: flexible hours, culture vouchers, no dress code are great attractions.
10. Keep job descriptions up to date
Right here in this content we have already highlighted that the job description is not a static instrument and needs to be reviewed and reassessed regularly . Therefore, it is essential to ensure that the information is not outdated. Job description in business
Updating must be constant, as a professional’s roles change quickly to keep up with the emergence of new technologies. So, after preparing the job description in the company, make periodic reviews to keep the information up to date.
What are the 5 most common mistakes in the job description?
The job description is an indispensable tool for getting the recruiting and selection of candidates right. Since it is at this stage that professionals are interested or not in the vacancy. So there is no room for failure.
With that in mind, we’ve gathered 5 most common mistakes when preparing a job description. Follow up!
1. Use inconsistent titles
When a company advertises a job opportunity, the first piece of information a candidate sees is the job title. Furthermore, it is the name of the position that professionals play in the search fields when looking for a job on the internet.
Therefore, avoid using codes, abbreviations or job names that only the company knows about . Invest in clear, objective titles that are attractive and consistent with the job description.
2. Don’t list prerequisites
The second most common mistake is failing to inform the prerequisites necessary to fill the vacancy. When preparing the job description, be sure to mention the minimum conditions that the company expects from the candidate.
Some organizations ignore requirements such as complete high school, advanced English and on-the-job experience. Thus, if the information is not explicit, the professional can apply even without being able to.
3. Not presenting the company and organizational culture
In addition to the skills necessary to perform their functions, the candidate must adhere to the company’s culture, values and conduct . Thus, having cultural fit is essential for both – company and professional – to work well together.
Therefore, failing to describe the company and the culture it defends and practices is another mistake to be avoided. Since, if the candidate does not identify with the organization he works for, he will inevitably have problems with productivity and engagement . Job description in business
4. Omit job functions
Failing to mention any particularity of the position or function is a mistake that should never be made. The correct thing is to list, in detail and clearly, all the prerequisites, attributions, responsibilities and competences that the job requires.
Therefore, be sure to expose the functions of the position under any circumstances . Making the process transparent from start to finish is healthy for everyone.
5. Demanding from the candidate beyond what the position needs
A well-written job description is accurate in the information and serves as a guide to guide recruiters and candidates. After all, it is not interesting to demand more from the future employee than is necessary to perform their duties well .
So, if the position offered is at the junior level, it makes no sense to require the professional to prove a graduate degree and five years of experience in the position, do you agree? Don’t make that mistake.