Accurate Job Descriptions Make All the Difference

Creating job descriptions might seem simple enough, but the fact is, doing it well can be tricky. Job descriptions are the foundation of the hiring process, so it's crucial they’re constructed thoughtfully. Taking the time to craft an accurate, informative job description can pay off tenfold.

OfficeTeam and the International Association of Administrative Professionals teamed up on Office of the Future, a research project examining how changes in the workplace are impacting administrative staff. As part of the project, we looked at evolving job descriptions and job titles.

Over the last few years, the scopes of many jobs have changed, and some positions have even been combined, rendering existing job descriptions outdated. Having accurate job descriptions can help you find and keep your best employees.

Here are some key reasons it’s worth the extra time and effort to prepare superb job descriptions:

They help you attract the right candidates

Only 50 percent of administrative professionals surveyed by OfficeTeam thought their job descriptions provided an accurate representation of the work they do. The other 41 percent said their job descriptions were inaccurate, and 9 percent weren’t sure either way because they can’t remember the last time they saw their job description.

 

 

According to a survey we conducted for our Office of the Future research, 97 percent of HR managers said accurate job descriptions are important when recruiting for an open position. If you rush through this part of the process, you risk creating a job description that's unclear or ineffective and acts as a deterrent to top candidates. Failing to accurately describe the position also means you could wind up interviewing applicants who are underqualified because you didn't provide the right information. Remember, your job posting is the vehicle you use to attract top talent to your organization. Include key responsibilities and tell applicants why they should want to work for you.

They get everyone on the same page

A thorough, detailed job description can help unify everyone if you've got more than one person involved in the hiring process, which is often the case. Taking sufficient time to prepare a description will ensure that all parties’ concerns regarding job responsibilities are addressed before interviewing even begins. This will decrease the chances of mixed opinions or debate down the road.

They make the hiring process easier and more efficient

Carefully crafting a job description is how you prepare yourself (or your hiring manager) for a successful search. Anyone who’s ever worked in recruitment can attest to the fact that the hiring process can be time consuming and somewhat stressful. Spare yourself time wasted on unproductive interviews and dead leads by ensuring that you have an exhaustive list of the qualifications, abilities and skills you're seeking before you even start your search. Remember: Getting this first crucial piece of the puzzle right will make every other part of the hiring process easier.

Check the OfficeTeam blog regularly for additional insights into the hiring process.

They increase the chances of employee success

In an OfficeTeam survey, 97 percent of HR managers said accurate job descriptions are important when recruiting for an open position.

 

 

You can also think of job descriptions as guidebooks for your employees. Unfortunately, only 50 percent of administrative professionals we surveyed thought their job descriptions provided an accurate representation of the work they do. The other 41 percent said their job descriptions were inaccurate since their job duties have evolved considerably, and 9 percent weren’t sure either way because they can’t remember the last time they saw their job description. Frequently, the expectations included in the job description serve as the standard by which employees are evaluated, so don't set new hires up for failure. And in a world where cutesy, amorphous job titles like "administrative ninja" are becoming commonplace, listing accurate job expectations is more important than ever.

The next time your company is hiring, spend some resources on crafting effective job descriptions and you'll be able to choose from multiple talented candidates. And by regularly reviewing employee job descriptions to ensure they’re up-to-date, you'll keep your workers on track, motivated and fully aware of what's expected from them.

The hiring process can be a job in and of itself. Learn how OfficeTeam can help you find the talent you need when you need it.

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