Have you, as an employer, ever experienced a long day interviewing candidates who are not fit for what you want? Have you ever felt that they don’t understand what you need? Or that they don’t have what qualifies them to do the job? Most employers don’t know this, but the problem maybe with how they are asking for an employee. In other words, maybe the problem is with the job description they wrote for the vacancy, which targeted the wrong candidates. Considering how important the job description is, Jobzella is guiding you on why you need to write a good one, and how you can do it.
To begin with, a job description is a formal account that is written to describe a certain job. It accurately specifies the job title, duties, responsibilities, expectations, and evaluation, as well as the working condition, place and duration. Considering it as a primary contract or deal between the employer and the new-coming employee, the job description is an essential first step and supporter to the work of the HR department in any company. As most people don’t know why they need to write a job description, here is the different perspectives of how it helps:
- How important it is for the hiring employers?
- Assists the employers in matching the duties of the employee with the company’s vision and needs.
- Clarifies and improves how the employer communicates with the employee, as it states the bases of their rights, responsibilities and expectations.
- Helps determining what are the appropriate salary levels, and compensation plans based on the job requirements and duties.
- Sets guidelines for the employers to help them in the process of selecting the most suitable candidates for the position.
- Supports the employer in evaluating and awarding or punishing the employee, later when he is hired.
- Guides employers through how to divide the work and the salary, fairly between the employees, which will protect the company from potential discrimination charges, or wrongful firing lawsuits in the future.
- How it helps the employees?
- Clearly states the position’s duties and responsibilities, and the required skills and qualifications.
- Outlines how important is the position role to the company’s work and development.
- Helps the employee determines how this job will help him/ her advancing their careers.
- Facilitates the understanding of the work environment, the company’s culture, the nature of the workplace, the working hours, and the employer’s expectations.
- Sometimes, it informs the employees with the rules, regulations and guidelines about how to work in the company and how to deal with coworkers and customers.
- How it advances HR success?
- Guides through the process of hiring new employees, in terms of determining the interview questions, and candidates’ evaluations and selection.
- Helps evaluating the current employees, and deciding on if a compensation plan is needed.
- Keeps updated records and descriptions of the company’s human resources.
- Helps the HR department remain consistent, clear and fair in its decisions.
- Can be used along with possible promotion descriptions to advice employees on how to improve themselves and advance their careers.
So getting the most suitable candidate for the job through an effective job description is important, but don’t worry, it is not as hard as you might think. All you need to do is to apply the following tips and avoid these common mistakes to write the best job description, which will get you the perfect employee whom you are waiting for.
Tips to follow:
- It must have these information:
- Title of the job: the employee position in the company.
- Summary statement: General information about where and when will the employee work, as well as to whom he will report.
- Qualifications: the needed skills, and abilities to perform the job in the best possible way.
- Education and Experience: the required academic certificates and work experience.
- Job responsibilities, tasks and duties: what will the employee do, and how.
- Salary, and compensation plans.
- Physical and mental demands for the position.
- Make it concise, precise and easy to read:
The shorter and the more creative the job description is, the more likely it will be read by people. However, this shouldn’t affect including the necessary information and details. As for the style of the description, it should vary from short paragraphs (3-4 sentences), to pullet points. This will make it easier and clearer for the job seekers to read and understand.
- Describe the company and its values:
Explain the company in a statement and the role that it does, to engage the candidates. Inform them why it is great to work for your company and how they can succeed and achieve their goals.It is also recommended, that you add the company’s values and what it stands for, because this encourages the candidates to join the company, if their values are similar. In one way, you will inform your future employees with the rules and the values that they need to abide by and respect. On the other side, it will make candidates feel that they belong to the company and that they should be working there.
- Watch the tone:
When writing the job description, try to make it reflecting to the position you are asking for. For example, when you write to call out creative writers, it is different than when you ask for a web developer. Moreover, to attract candidates, sometimes you need to be conversational and friendly. However, be careful, not to lose your professionalism. After all, the job description is the first document that introduces the candidates to your company.
Mistakes to Avoid
- Don’t be vague about responsibilities, and don’t just list requirements:
To get the right candidates, you need to be extremely clear and precise about whom you want, and what you want them to do, especially when you are listing the duties and responsibilities. On one hand, the candidates will know the workload, and the expectations. On the other hand, it will save you, the employer, from lots of legal or discrimination troubles and miscommunication. Another thing to consider, is that just listing the requirements, is not helpful either. The candidate must be fully aware with every detail about the job and the position they will apply to, so make sure to facilitate that in the job description.
- Don’t use your business terminology and abbreviations:
Some terminologies are common and widely used in your business, and these are okay to be written in the job description, as they reflect the field in which the candidates will be working on. Nevertheless, don’t assume that they are experts and so they should know all the terminologies and abbreviations. It is good to look professional and expert, but don’t scare your potential employees with words that they don’t understand.
- Don’t make grammatical and spelling mistakes:
Remember that this job description represents your company. So making grammar or spelling mistakes, will make you and your company look unprofessional, and uncaring. Always proofread the documents before publishing them, and make sure that everything is written accurately.
- Don’t post your job description in irrelevant publications:
It is important to get the job vacancy out there, and share it around to attract new candidates, but be careful not to pay lots of money to publish it where your target candidates will never see or read. In other words, if you are looking for a web developer, for example, it might not be the best idea to publish your job offering in a fashion magazine. Think carefully where or what your target audience will be reading, and attract them.
This post is also available in: Arabic
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