Writing Job Descriptions Workshop

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Writing Job DescriptionsWorkshop
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Objectives

• Purpose and value of Job Descriptions
• Process and Format
• Practice skills

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Introductions

• Outline Position Responsibilities
• Length of time here
• Experience with JDs good and bad

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Information

• Biggest challenges in job?
• How do you know youve done well/badly?
• How do your staff know how theyve done?
• How do you/they know to focus on parts which
  deliver results?

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Position Expectations
Do you know what is expected of you in your
job? Dont know 3Unsure 12Fairly
sure 44Know exactly 41
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Impact

• Company productivity suffers
• Individual satisfaction suffers

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Main Reason

• To ensure job holders and their managers have a
  common understanding of what they are supposed to
  achieve

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Other Uses

• Goal Setting
• Performance Management
• Career and Personal Development
• Succession Planning
• Organisational Development
• Recruitment
• Remuneration and JE Process
• Engagement

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Reasons for Failure

• Too long
• Too prescriptive
• Too hard/too complex
• No ownership
• Dont see the value
• Not linked
• Out of date

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KISS

• Short one or two pages
• Output oriented not tasks
• Simple can write your own
• It is yours not the HR Departments
• It helps you and others
• Linked with daily effort/ other systems
• Dynamic updated at least annually

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Organizational Elements
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7 Steps

• Primary Purpose
• Key Results Areas
• Measures
• Typical qualifications and experience
• Other relevant information
• Sign off
• Use

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Step 1 Primary Purpose

• Ask Why is this job necessary?
• Where does it fit?
• One sentence
• To
• To contribute to effective management of Company
  funds by ensuring all accounts are correct and
  paid within the required time

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Step 2 Key Results Areas

• Ask What do we want the person in the job to
  achieve?
• End results
• Not busy things or inputs
• Not how
• Ensure all supplier accounts accurately reflect
  goods and services ordered and received

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Step 3 Measures

• Ask How will we know when the end results are
  achieved?
• Performance
• Time, money .
• Too hard? Re-examine value added
• All invoices paid match authorised purchase
  orders and goods and services delivered per
  specification

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Step 4 Typical Qualifications and Experience

• Ask What would be the necessary qualifications
  and skills?
• Not just current job holder
• Any legal musts/specific requirements?
• Recruiting or not?
• High School Commerce or College bookkeeping
  high attention to detail and good at follow
  through

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Step 5 Other Relevant Information

• Ask Is there anything else we ought to know
  about this job?
• May be left blank
• Special requirements eg travel, link with other
  jobs
• Other duties
• Must work closely with Purchasing Department
  members

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Step 6 Sign Off

• Ask Is this a fair representation of what the
  job is here for?
• Yes job holder and manager sign
• No review Steps 1 5
• Perfection not needed

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Step 7 Use It

• Ask Is what Im doing moving me towards my goals
  (or those of a colleague)?
• New job holders v experienced
• Performance Management
• Training and Development
• Improving Productivity and Satisfaction
• Organisation Development .

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Summary of Objectives

• Purpose and value of Job Descriptions
• Process and Format
• Practice skills

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Action Planning

• Most important thing learned
• Intend to apply when
• Message to take back
• Something will do differently when next write or
  review a JD ...