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How To Write A Great Job Description

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The job description writing process can be seen as boring by many line managers. However, the job description is always a basis for the modern Human Resources Management. Most value added HR Processes depend strongly on job profiles, job descriptions or job roles. They are needed as HR Professionals can see a big picture of the company.

The modern job description is a document that puts the new job into the context of the organisation. All employees can see key responsibilities, inputs and outputs. They can easily compare differences between the proposed role and the reality.

The HR Manager has to be a master in a class when the line managers needs to write a new job description. The line manager should be the person responsible but HR has to set up a team that will challenge the new role as the organization benefits from it.

Published in: Business
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How To Write A Great Job Description

  1. 1. How to write a Job Description (A good one)
  2. 2. Job Description: Exec Summary
  3. 3. Job Description Crucial Issue: Do you have a business reason to add a new role?
  4. 4. Job Description: Responsibilities Requirements and Skills Key Inputs and Outputs Key Performance Indicators Internal Structure Clients and Connections
  5. 5. Job Description Writing is a creative process of the strategic connection the new role with the expectations of the organization.
  6. 6. Job Description: Content 1. Where to find additional information 2. What is the job description 3. Job Description Writing Process 4. Job Description and other HR structures 5. How to download and more info …
  7. 7. Where to go for the additional information
  8. 8. HR in the Box! Human Resources is a strategic business function that builds the sustainable competitive advantage. The people are the most important asset of the modern western organization. However, we do not manage our people as we care about our financial stability. Pity. We lose the potential performance and productivity gain. So … HR in the Box is a Human Resources Management Guide available to everyone to get inspiration and best practices.
  9. 9. HR in the Box! Click  the  picture  to  visit  the  website!
  10. 10. Social Media and HR in the Box Just  click  the  icon  of  your  favorite  social  network!
  11. 11. Job Description: What is it?
  12. 12. Job Description: Problem • There are two views of the job description: § Technical: What is the primary scope of the position? § Organizational: Why does the organization need a position? • Most organizations prefer the technical approach however they miss the big picture of the Organization Design • The good job description describes the need for the position and derives required skills and competencies from the needs of the organization.
  13. 13. Job Description: What? • The company has to define the organization design principles like spans and layers to keep the evolution of new job profiles under a strict control of Human Resources • Each manager has to provide the answer to the simple questions: § What are the benefits of the position for the organization? § What is the impact on the profitability of the business? § Why should we add a new role right now? • Human Resources and Finance has to analyze provided answers and it is a decision of HR if the new job description can be created
  14. 14. Job Description: Why? • The organization creates job description to keep the track of the Productivity and Performance gains clear to everyone • The system of job descriptions allow to create a clear system of roles in the organization that is visible and make managers responsible • Job Descriptions allow discussions about the alignment of processes in the company and how decisions are done and executed • The organization understands Costs and Benefits related to employees.
  15. 15. Job Description: How? • A good job description is a team work of Human Resources, Finance and the line manager • Human Resources provides a job description template to be pre-populated by the line manager • HR and Finance run through structured interviews with the line manager to challenge all roles and responsibilities of the new position • HR compares the job with the similar jobs in the company and eliminate all responsibilities that can be seen several times in the company • Independent review by the selected employee is done to confirm clarity of the new profile in the system
  16. 16. Job Description Writing Process
  17. 17. Job Description: Structure • Human Resources creates a job description template to introduce the unified framework for other value added HR processes • Common Structure of the job description: § Summary: Why the job exists in the organization; § Impact on Business Results: How the organization benefits from the job position; § Responsibilities: What are the key tasks executed and what areas are impacted; § Requirements and Skills: What is needed to do the job successfully?; § Key Inputs and Outputs: What are the key inputs and outputs for the smooth execution; § Key Performance Indicators: How is the success measured; § Internal Structure: Where is the job found in the organization structure; § Clients and Connections: How the position iterates with other jobs.
  18. 18. Job Profile Writing Process Line  Manager Prepopulate Job Description with the responsibilities List all outputs List all benefits for the organization HR  and  Finance Collect available data about the performance of the department Prepare the initial cost benefit analysis All Discuss and challenge the new position in a detail Eliminate all responsibilities doubling in the organization HR Conduct the independent review Approve the new job description
  19. 19. Job Description: Tips • Do not provide the manager with the glossary of business terms, just leave her to express in her words • Focus on outcomes and benefits for the organization and challenge them • Always ask how the position relates to the current structure of existing jobs, compare often and describe similarities and differences • Ask questions: § Why? § What? § How? • Always compare responsibilities across the department and find a balance
  20. 20. Job Description and other HR Structures
  21. 21. JD: Put it into a structure • Organization Design: Make sure the new job follows all basic rules defined by the organization, like spans and layers • Compensation and Benefits: Assign the right compensation level, set the base salary, right benefits for the position • Career Development: Put the position into the right career path in the organization • Training and Development: Design the development and training plan
  22. 22. Job Description: Review • The job description needs to be reviewed regularly as the organization develops and changes • New responsibilities should be added and the job should be re-evaluated to keep it competitive and internally fair • Similar jobs should be merged to keep the library of jobs as small as possible • Challenge managers which department is the right one for the particular job • Obsolete job descriptions should be deleted from the library of jobs
  23. 23. Download and more …
  24. 24. Download the presentation You can download the presentation here It is free to download, just Facebook like click is required.
  25. 25. HR in the Box! Click  the  picture  to  visit  the  website!
  26. 26. Social Media and HR in the Box Just  click  the  icon  of  your  favorite  social  network!
  27. 27. HR in the Box! Thank  You!

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