1. Job Descriptions How to Write Them Effectively

2. © Business & Legal Reports, Inc. 0606 Session Objectives You will be able to: Define the purpose of job descriptions Identify the key elements of an effective job description Gather and organize necessary information Write complete, accurate, and objective job descriptions Help us comply with employment laws

3. © Business & Legal Reports, Inc. 0606 Session Outline Compliance with employment laws What job descriptions are and why they are important Key elements of an effective job description Guidelines for writing effective job descriptions

4. © Business & Legal Reports, Inc. 0606 Legal Requirements ADA FLSA Equal Pay Act

5. © Business & Legal Reports, Inc. 0606 Legal Requirements (cont.) Title VII Age Discrimination in Employment Act Occupational Safety and Health Act State law

6. © Business & Legal Reports, Inc. 0606 What Are Job Descriptions? Brief written statements that: Define main objective and essential functions Describe duties, skills, efforts, and responsibilities State required education and experience

7. © Business & Legal Reports, Inc. 0606 Why Are They Important? Clarify who is responsible for what in the organization Help employees understand their responsibilities Assist you in making good hiring decisions and determining training needs

8. © Business & Legal Reports, Inc. 0606 Why Are They Important? (cont.) Help in recruitment efforts Help us analyze and improve the organization Aid compliance with employment laws Provide a basis for job evaluation, job classification, and wage administration

9. © Business & Legal Reports, Inc. 0606 Common Problems Exaggerate or downplay importance of job Fail to pinpoint critical job elements Ignore decision-making aspects of job

10. © Business & Legal Reports, Inc. 0606 Common Problems (cont.) Fail to focus on behavior Describe qualifications not really needed for job success

11. © Business & Legal Reports, Inc. 0606 Job Descriptions: Basic Issues Questions?

12. © Business & Legal Reports, Inc. 0606 Elements of a Job Description Job identification Job summary Essential functions Accountabilities Job specifications

13. © Business & Legal Reports, Inc. 0606 Job Identification Job title Source for job titles

14. © Business & Legal Reports, Inc. 0606 Job Identification (cont.) Job code Other job identification information

15. © Business & Legal Reports, Inc. 0606 Job Summary Start with an action word Explain the job’s major functions Explain the job’s purpose

16. © Business & Legal Reports, Inc. 0606 Essential Functions Define the essential job duties Use behavioral language Focus on functions rather than means

17. © Business & Legal Reports, Inc. 0606 Essential Functions (cont.) Target outcomes rather than activities Be specific

18. © Business & Legal Reports, Inc. 0606 Accountabilities End results Standards of measuring performance Delegated authority Employee’s superior

19. © Business & Legal Reports, Inc. 0606 Job Specifications Skill Effort Responsibility Working conditions

20. © Business & Legal Reports, Inc. 0606 What Doesn’t Belong Negative statements Generalized statements Abbreviations Occasional or temporary duties

21. © Business & Legal Reports, Inc. 0606 Job Descriptions & ADA ADA requirements Define essential job functions

22. © Business & Legal Reports, Inc. 0606 Job Descriptions & ADA (cont.) Include essential criteria only Be open-minded about the “how”

23. © Business & Legal Reports, Inc. 0606 Job Description Elements Questions?

24. © Business & Legal Reports, Inc. 0606 Format Length Layout Multiple formats

25. © Business & Legal Reports, Inc. 0606 Guidelines for Writing Choose your words carefully Begin each sentence with an active verb Be specific Qualify whenever possible

26. © Business & Legal Reports, Inc. 0606 Guidelines for Writing (cont.) Include essential information only Describe the desired outcome Focus on essential activities Refer to job titles rather than people

27. © Business & Legal Reports, Inc. 0606 Gathering Information Job analysis Questions to ask

28. © Business & Legal Reports, Inc. 0606 Organizing the Information Sequence of operations approach Major duty approach Relative importance approach

29. © Business & Legal Reports, Inc. 0606 Key Points to Remember Job descriptions describe the purpose, essential functions, and specifications of a job They help employees understand responsibilities and help you make good hiring decisions and determine training needs They help us comply with employment laws