8 Do's and Don'ts for Job Descriptions in '09

8 Do's and Don'ts for Job Descriptions in '09
Here are BLR's editors' do's and don'ts for worthwhile job descriptions that will really support HR operations.

1. DO give specifics
For example, rather than stating that a maintenance worker "keeps up equipment," it is better to spell out the position's requirements, which might include performing routine maintenance on assembly machines, including adjusting settings; cleaning and lubricating shafts, gears, and bearings; and dismantling and replacing defective parts, etc.

2. DO use accurate adjectives
Include adjectives that describe the pace of work ("deadline-driven," "fast-paced") or the work environment ("enclosed area," "noisy setting"), but avoid flowery and overly long descriptions ("cozy but comfortable work environment that encourages creativity").

3. DON'T use subjective terms
Avoid using words that are subject to differing interpretations. Instead of saying you seek a certain attitude, cooperation, or initiative, describe expected outputs, different constituencies with whom this position interacts, and the nature of those relationships (such as "reports to," "provides support to," "supervises").

4. DON'T rely on abbreviations or jargon
A job description should be clear to applicants and employees. Abbreviations and jargon that are specific to your organization, and not to your industry, should be avoided or explained.

5. DON'T use words that raise a question of discrimination
Avoid language that would be questionable in a job listing. For example, don't use words such as "youthful" or "able-bodied."

6. DON'T list unreasonable expectations
Most managers hope their employees will exceed their expectations and take on tasks and responsibilities beyond what's required in the position, but avoid the temptation to include standards that don't currently apply to this job.

7. DON'T list excessive qualifications or experience
If you include more than what is needed to competently perform the position, you will end up with bored, overqualified workers and you will limit your ability to place otherwise qualified candidates in the position.

8. DON'T include anything derogatory or specific about a person who previously held the position
Job descriptions are not the place to air grievances or disappointments about individuals who previously held the position. You can use past experiences to help ensure all necessary information is included, but make sure you describe only the job.

What's the state of your organization's job descriptions? Up to date? Accurate? Compatible with the Americans with Disabilities Act (ADA)? Good work! However, if you are not so sure that your job descriptions are as well executed as they should be (or if you've never even written them), you're not alone. Thousands of companies fall short in this area.

It's easy to understand why. Job descriptions are not quick to do, and they are not easy-what with updating and management and legal review, especially for the ADA's requirement of a split off of essential vs. nonessential functions in the description. Wouldn't it be great if they were available, already written?

Actually, they are. We have more than 500, ready to go, covering every common position in any organization, from receptionist right up to president. They are in an extremely popular BLR program called the Job Descriptions Encyclopedia.

First created in the 1980s, the "JDE" has been constantly refined and updated over time, with descriptions revised or added each time the law, technology, or the way we do business, changes.