Job Descriptions Are Important (Like Having Bullets in the Chamber)

Do You Feel Lucky, Punk? 

As an HR Consultant, I encounter a lot of small businesses that have never developed written job descriptions for their company.  They subscribe to the myth that a job description is not important and is fluff.  Or, they believe that if they put the job down in writing, the incumbent will hold their feet to the fire that the "job does not include 'XYZ' because it's not written on the job description." 

A Bullet In The Chamber

Both of these myths are completely wrong.  But, I suppose, unless you've been involved in defending your company against an EEOC claim or involved with having to manage performance of a failing employee, you may not realize how important a well-written job description can be.  Like the Old West, you never want to be challenged to a draw at 10 paces without a bullet in the chamber.

Your Defense Against Claims of Discrimination

A job description is your best defense against a claim of discrimination.  You have it identified clearly and concisely what the job entails, the educational and experience required to competently perform the job, and the physical requirements in order to perform the tasks.  You are the one who establishes the criteria.  You are the one that decides what is considered "qualified" versus "not qualified."  But you'd be wise to write down these criterion so that you are consistent in your hiring, firing, and performance management practices.

What Should Be Included on a Job Description?

Job descriptions are generally written as a broad brush-stroke to identify the essential functions of the job.  These are the key tasks and duties placed upon the incumbent holding this position.  The essential job functions outline what types of responsibilities, duties and tasks the incumbent will be doing as a course of performing the job.  A good rule of thumb is to look at what a person should be doing 80% of the time through the course of doing their job.  The other 20% is usually less "essential" and more categorized as "other duties as assigned."  That 20% is peripheral to the job, and although they may do these tasks/duties upon occasion, the majority of their work encompasses the initial 80%.

Job descriptions should also have identified requirements of previous related work experience, educational requirements, certifications or specialized training required. 

Don't Forget the Physical Requirements!

Additionally, job descriptions have the physical requirements of the position clearly identified.  This is particularly important when defending your company against a claim of ADA (whereby, you discriminated against an applicant based on their disability).  If you have no job description written to show the physical requirements of the job, how can you claim that someone could not perform the job?  How can you defend against someone who claims you illegally discriminated against him when you haven't defined (in writing) what the job would require?

Most Jobs Require Personalities, Too...

(go figure!)

I've never personally encountered a job that didn't require some degree of people skills and personality traits to do the job well.  That's why it's important to include the interpersonal skills, personality traits and qualities that are required of the position. 

For example, a position may require someone who has the ability to handle himself well under tight deadlines and under pressure.  It would be good to add this into the job description.  You can interview and then select candidates who carry themselves well under pressure. 

Or perhaps being team-oriented, results-driven or self-directed is important to the job.  Include, and by all means, interview for these traits in a person!  By doing so, you can identify the "spurs" before having to give someone the "boot!"  (Ok, that was a sad attempt at Old-West humor...)

Summary:  Put it in writing.  Don't assume that everyone's on the same sheet of music when you're hiring or making employment decisions.  The job description is one of the most important HR documents you can have in your arsenal.  And Parter, it just might save you in a legal gunfight.      

Kathleen Lapekas - PHR

Action HR Consulting

"For Personal Attention to Personnel Matters..."

http://www.actionhrconsultant.com/