Job descriptions beneficial for bosses, workers

By Yvette Armendariz
Arizona Republic

Employee job descriptions are among the most important communication tools a business can have.

Not only are they guidelines for doing the job, but they also can act as resources for job evaluations.

But few small-business owners put them in writing. And even if job descriptions exist, they often aren't well-communicated or are vague.

"Many, many times they (employees) are not really clear on what is really expected of them," said John Henry Smith, a business counselor with the Maricopa Community Colleges Small Business Development Center in Phoenix. "It's a key tool, and I don't see it enough."

If employees can see clearly what is expected, they are more likely to do the job right, which benefits the company, he said.

Smith suggests the description indicate the job title, basic work functions (one or two sentences), supervisory relationship (whom they report to/who reports to them), authority given to the job (such as actions that can be taken without prior approval), responsibilities and performance measurements.

The responsibilities section is a more in-depth look at specific job tasks. For example, managers might have performance evaluations and training listed as part of their core duties. Performance measurements should clearly define how the employee will be evaluated on a job. That can include such things as meeting deadlines, reaching sales goals or improving production.

Once those are outlined, go over the description with employees and discuss how they can meet their objectives. Smith also suggests having employees agree in writing that they understand the job description. That helps with accountability at review time.

Jobs will change. And when they do, the employer and employee should discuss changes and once again agree to them in writing. Employers also should update job descriptions yearly, with the help of the employee and supervisor.

The description also can be a key job-seeking/interviewing tool, said Diane Geshwind, who runs management consulting company Geshwind Associates in Phoenix. So don't forget to include scheduled hours, skills and education requirements, salary range and whether the job is exempt or nonexempt.

Even if business owners don't like discussing money, stating the salary range up front can keep them from wasting several hours on a job candidate who ultimately will turn down a job because of pay, she said.

Other items that should be listed include whether the job requires travel, where the work will take place, whether a drug screening is involved and if driving is required, said Rosa Cantor, president of Creative Human Resources Concepts in Mesa, Ariz.

If you don't have descriptions in hand, take time to discuss the job with the person doing it now, Cantor said. For new positions, consider discussing the job with other employees reporting to, working with or supervising the new worker.

Still stuck on how to put a description together? Geshwind also suggests checking out online.onetcenter.org. The site lists thousands of job descriptions.