4 Keys to Crafting Effective Job Descriptions

I have a love-hate relationship with job descriptions. They are terrific tools when they're well-written and used effectively.

Many job descriptions, however, are poorly-drafted or poached from other businesses, and they don't reflect a company's actual hiring needs. They're liabilities, and they can damage companies that use them incorrectly.

Good job descriptions are tough to write -- in fact, the task is pretty boring. "Hate" is a pretty strong word, so let's just say I have a strong dislike for the task. But when I have created an effective job description, or when I read a good one that somebody else created, I appreciate their value.

Here are my tips for creating sound job descriptions and putting them to good use:

Write your own, or find someone qualified to take on the task. Type "job descriptions" into a search engine, and the results include millions of sources for prepared content that allow you to download hundreds or even thousands of descriptions for free or a nominal cost. The process seems a lot easier then you can simply download what you need, print it, and add a job title and company name.

Not so fast. These items may be a good start, but will very rarely be a good match with the position in question.

But I also don't start with a blank sheet of paper. I use existing descriptions or an organization-specific template. One great place to find content that is pretty specific to individual jobs is online job postings. Go to one of the big job boards and enter the job title -- for example "office manager" -- and many of the postings will include a complete job description. Click on more than one to find useful content and sample language.

Create content that reflects regulatory requirements and legal reality. When the Americans With Disabilities Act (ADA) became law in 1990 employers scrambled to add language to all job descriptions requiring every incumbent to perform a list of physical tasks including lifting, bending, and twisting. The assumption was that individuals who could not lift, bend, or twist would have to request an accommodation with the intention to protect employers from suits claiming discrimination.

It's pretty obvious, however, that most receptionists don't lift 25 pounds as a routine part of their jobs. That's why in 2009 amendments to the ADA made it clear that job descriptions are only valid for these purposes when they reflect the realities of the position.

Job descriptions are also important tools in documenting whether a position is exempt from Fair Labor Standards Act (FLSA) overtime requirements. Simply telling an individual that they are a manager and writing down that they will not earn overtime does not comply with this federal regulation. Review the categories for overtime exemption: Executive, Administrative, Professional, Computer-Related Occupations, and Outside Sales.

It's a good idea to use the Department of Labor language to clarify actual duties and help ensure compliance. For example for a Executive Exemption the manager has "primary duties of managing a department, regularly supervises three people and has the authority to make or recommend decisions about hiring and firing." The best advice I ever heard about classifying employees as exempt from overtime is to first assume that all positions are eligible for overtime and then identify those with a specific reason to make them exempt.

Use descriptions for recruiting. The job description is one of the first tools in the recruiting process. The content forms the basis for requirements and search parameters.

This does not mean that you simply cut and paste material into a job posting. While you will find many employers use this tactic, an enticing job posting combines practical information with copy that encourages interest in the position. There is no reason to use the FLSA language of primary duties, hiring and firin,g or the common catchall of "and all other duties assigned" in a job posting. The company will seem much more welcoming if they are looking for an individual to, for example, "manage an effective team, recruit excellent candidates and ensure outstanding operations."

In most recruitment situations this does not mean that all eligible candidates have to meet the job description parameters word for word. Unless it is a technical position that requires specific licensing or work experience, good employers can find a hiring fit for a position that requires 5-7 years of experience in a candidate who has been in a similar position for 12 years. The job description should be updated if the role is significantly changed.

Provide a basis for expectations. A dusty document in a notebook on a shelf is of little value. A strong job description helps to set expectations for a new employee and for review on a regular basis. Employees also appreciate the clarity. Changes can be included and discussed as needed and as part of performance management discussions.

Given a choice between poorly written or out-of-date job descriptions and no job description at all I will always tell an employer to toss the dated documents. Well-crafted job descriptions are always worth the effort.

Rebecca Mazin uses her experience and talent as a consultant, author and management trainer to create usable solutions for employers to meet increasingly complicated  human resources challenges. She is the author of The Employee Benefits Answer Book; An Indispensable Guide for Managers and Business Owners and co-author of The HR Answer Book; An Indispensable Guide for Managers and Human Resources Professionals. Follow Rebecca on Twitter @thehranswer.