Job Descriptions
Clear job description development and tracking
 |  | The Best of: Steps to Define Expected Employee Performance |
Where do you begin?
Ideally, form follows function. Job descriptions should be derived from the productivity need. Begin with a job analysis.
Caution:
are you finding yourself creating the position for a particular
candidate? Although this is not out of the realm of
possibility –
perhaps the boss wants to hire an old buddy, someone must be moved from
an eliminated position, or for some other reason you need to make room
for this person. In that case, begin with Step 2 below with
the
perspective of what this employee can do. Approach this
effort
knowing that there will be discrepancies and poor-fitting tasks that he
may be assigned to do. Humph … that can cause many other
issues …
need I say more?
Design or Refine the Requirements
Step 1: Job Analysis
Perfection at the start is not necessary.
Use the following questions to complete this step.
What
would he produce? Who would be the recipient of that product
or
service? What is the desired outcome at the end of the day?
Describe the product and service is of the position.
Then complete the following statement: “I need this position to _____.” And list everything that comes to mind.
Step 2: Function
Using what you created in Step 1, create a more serious list (one that you may want to actually publish in the employee manual) listing every single specific task or function.
Depending on the responsibility level of the position, the generality of this step will vary. Someone at a professional level with a good degree of responsibility will have a job description reflecting broader tasks such as
Assess
customer satisfaction levels on an ongoing basis
Continue to track technological
enhancements in the industry
Recommend updates to company
equipment
Whereas, someone at a lower tier in the organization would have a job list containing items like this:
Vacuum
floors nightly
Wipe
down all work surfaces after putting away the equipment
Take inventory of needed items in
the materials cabinet
If you need ideas for job description activities, the US Government has a full list of standards, classification factors, qualifications, grade level criteria, and OMAGOD more documentation than you would ever want to look at, except to cure insomnia. Would you expect anything less than an exhaustive publication from the Feds?
Note that you may not find something specific, such as a lawyer job description or a financial aid job description.
Step 3: Knowledge, Skills and Abilities (fondly referred to as KSA)
List the following:
Knowledge -
the information that the employee must have in order to perform the job.
Skill – a competence in a learned activity that results in an observable outcome.
Ability – the competence and aptitude to perform the task.
Skill – a competence in a learned activity that results in an observable outcome.
Ability – the competence and aptitude to perform the task.
Step 4: Physical characteristic
Some jobs require physical attributes. A pilot must be within certain height limits. A field technician may be required to lift a certain weight. And so on. You get it.
Step 5: Credentials and Experience and Other
Describe your minimal acceptance level of education, experience, credentialing, certification needed for the job, as well as the preferred levels.
Include here anything else that makes sense that has not been covered.
Step 6: Behavioral Requirements (too often overlooked)
It
is okay to require an employee to have a certain positive outlook or
attitude toward accomplishing daily tasks, especially if he deals
directly with a critical customer base.
Consider a customer service rep
job description that is heavy in behavior, vocal tone, and initiative
to problem-solve.
Requirements in this area might include:
Support of other team members
Regular performance feedback to others
Take initiative when in doubt of what to do
Positive attitude when interacting with customers
This level of performance feedback is more and more mainstream. You absolutely CAN include it in an employee development plan.
Remember the symphony analogy?
Your jobs should absolutely be described with a balance - the sheet music and the sound, the instruments and the training, the alignment AND the attunement.
Make the Requirements STICK
Step 7: Incorporate job requirements
Do ALL:
Put them in
the employee manual or other policy
Review them when setting goals
Check for understanding of behavioral goals
Identify measurables that say tasks are being met
Identify observables that say expected behaviors are being met
Train and develop to these requirements
Include a discussion of the tasks and behaviors during the annual review process.
Review them when setting goals
Check for understanding of behavioral goals
Identify measurables that say tasks are being met
Identify observables that say expected behaviors are being met
Train and develop to these requirements
Include a discussion of the tasks and behaviors during the annual review process.
Consider a job description contract, which may be nothing more then a signature acknowledging an understanding of the job. If you need it to have legal substance, use a reputable employment lawyer.
