make job descriptions work for your organization
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I D E A S T O H E L P G R O W Y O U R
B U S I N E S S
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BY LORAINE FELDMEIER & JOE RICE
More than an open position posted online, job descriptions can function as an integral part of an organization’s business plan. Job descriptions
can enable strategic initiatives, serve as the cornerstone of regulation compliance and expedite day-to-day human capital-related processes. The following are some items to consider and best practices.
Enable strategic initiatives.
Whether your organization is considering a restructuring, launching a compensation study or evaluating workflow processes, job descriptions will be required at some point. These types of initiatives can get bogged down by incomplete or outdated job documentation. For example, at least six weeks should be added to a Fair Labor Standards Act audit when job documentation needs to be gathered first. Preparing the job documentation in advance will allow your organization to react quickly to strategic initiatives instead of kicking off a project within a project and slowing down the process.
Prevent compliance-related issues.
Do you need to consider a reasonable accommodation to an essential job duty due to disability? Review a position to evaluate whether the role is exempt from overtime provisions? Defend pay practices for a group of employees due to a discrimination claim? Do you want a health care provider to have accurate job details when evaluating whether an employee requesting a leave is able to perform the duties of the job? These are all compliance-related issues that an employer may face where valid and well-written job descriptions not only aid the process but also can help deter lawsuits or at least put your organization in the best defensible position possible.
Support human capital-related processes.Organizations use job descriptions every day to aid
performance reviews, build development plans, identify career opportunities and recruit for job openings. Perhaps
Article reprinted from Fall 2016GROWTHBIZS T R A T E G I E S
the most recognized use of job descriptions, these necessary details enable a mutual understanding of expectations and requirements between an organization and its current and potential employees.
Regardless of your organization’s immediate goals, devising a plan to support the development and maintenance of job descriptions offers a range of long-term benefits. Here are some tips to make the job description process successful:
1. Work in smaller sections of your population. Set a schedule by department, location or whatever makes sense in your organization to break the process into smaller chunks.
2. Set an overall deadline that is the same each year. Performance review season seems the most natural time to dust off the job descriptions and discuss any changes with the incumbent.
3. Engage employees in the process; they know their jobs best. Asking employees to complete a job analysis questionnaire is a great way to get started.
4. Set the length, level of detail and format appropriate for your organization. Job descriptions should be a reflection of your culture and values.
5. Use technology or a third party to ease the burden within your organization. Your organization may not be staffed to meet the scale of a project like this, so consider utilizing a partner with the staff and expertise to make the project successful.
Job descriptions are on every HR executive’s to-do list year after year. Make this year the year to cross this task off the list.
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Human Resources
Make Job Descriptions Work for Your Organization
JOE RICECBIZ Human Capital ServicesSt. Louis, MO314.590.4070 • [email protected]
LORAINE FELDMEIERCBIZ Human Capital ServicesSt. Louis, MO314.692.5807 • [email protected]