Full-Service HR

Guide to Writing Effective Job Descriptions

Ella Baker
Job Descriptions
Reading time 5 Mins
Published on Oct 15
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We’ve all been there. You interview for a position at a new company with a job description that leaves you feeling a less than clued-in about the exact nature of the job you’ll be doing. Hiring employees for positions with poorly written job descriptions is a recipe for disaster. A few weeks ago, we talked about the Impact of Poorly Written Job Descriptions, now we’re going to give you a roadmap to writing more effective job descriptions to help your employees and your company succeed.

Start with a discussion

Especially if an employee is leaving on good terms, ask for their input on the job description. Are there any unexpected roles that they fulfilled that the job description doesn’t make spell out? Were they clear on what the job was when they started based on the existing job description? While prior management may have set the job descriptions for each position, your employee currently in the role will be able to give you the best insights into the day in and day out job they’re actually performing.

Talk to department managers or the direct supervisor for the position you have available to go over the job description as well. Are there redundancies within the department that could be eliminated by tweaking the job description? Would the manager like to see the role utilized in a new way that would alter the job description? What are managements’ expectations of the person in this position that need to be included in the job description?

Position details

The position details section of your job description contains general information about the position, including job title, classification (exempt, non-exempt, full-time, part-time, salaried or hourly, etc), and the job description summary. The main goal of this section is to give potential employees a general introduction to the position.

While some companies attempt to make jobs seem sexier or more exciting by using creative job titles, this strategy can actually result in fewer applicants and confusion about the exact nature of the position. Stay away from anything too vague by creating job titles that reflect the roles and responsibilities of the job.
The job description summary should be brief. A short one to three paragraphs that summarize the key responsibilities, functions, and duties of the position are sufficient for most job descriptions. This section often provides the basis for job postings, so it can also be used to gauge applicant interest.

Job duties

The job duties section is the heart and soul of your job description. Conveying the complexity, scope, and level of responsibility of the job, it is particularly important craft an accurate, concise, and complete description of the duties and responsibilities of the role.

This section is typically comprised of three main elements:

  • Accountabilities: The main areas of responsibility for the position. Most job descriptions contain three to five key accountabilities.
  • Duty statements: Additional information about the tasks associated with each accountability. Create a sense of urgency and excitement by begin duty statements with action verbs like “create, identify, develop, and establish”.
  • Percentage of time: Estimates of the portion of the job that is spent on each accountability.

Performance standards

The performance standards convey the expectations of the person in the role, including the knowledge, skills, and abilities necessary to be successful in the position. The best job descriptions often include performance expectations directly associated with each accountability. This prevents confusion and discrepancies when it comes to annual reviews.

Since this section forms the basis for performance evaluations and appraisals, this section should be completed in conjunction with the supervisor or hiring manager for each department within your company.

Let Sheakley help you craft quality job descriptions

Once you’ve carefully constructed your updated job descriptions, be sure to run them by management and existing staff for feedback. When you fill the position, ask your new employee for their input as well. Addressing any remaining questions now can save you both tons of frustration in the future. Finally, make sure that you have employees sign their job descriptions. This affirms that they understand the role and the expectations of them, while providing you with the framework for future evaluations.

By providing as much specific information as possible in your job descriptions, you set your hiring managers, candidates, and employees up for success with your company. Sheakley’s PEO and HR Outsourcing professionals have the knowledge and experience to help you craft job descriptions that will help your new employees succeed from day one.

Schedule your free consultation with a Sheakley PEO professional today. For more in-depth information about PEOs, download our What is a PEO e-book today. Stay up-to-date on all things Sheakley by subscribing to our blog and following us on social media. Join in the discussion by commenting below.


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