Challenges Maintaining & Developing Job Descriptions
Garren Decker
CHALLENGES
How do we Overcome Them?
Firstly, job descriptions are an essential part of all HR processes. Without job descriptions you will lack ability for recruitment and training, performance management, and even legal defense. Essentially, job descriptions are the core of HR processes. Jill Bidwell, PHR, a senior HR generalist said that “… job description is the mother of all HR processes…” So, how do we overcome some of the main challenges to developing and maintaining job descriptions?
Oftentimes, job descriptions are not updated frequently and used as a “living document”; experts say this is a mistake. The working environment around us is constantly changing, situations like the COVID pandemic will require job descriptions to adapt to needed changes. By updating them, you will better be able to combat legal implications and properly address the compliance environment. Experts say you should be updating descriptions a minimum of once a year.
However, updating them is a challenge in itself and it is not a task just for HR. Developing and maintaining job descriptions requires the employees, managers, and HR to have a role and responsibilities. Input from employees is crucial; they are the ones actually doing the job. Conducting interviews and ensuring the responsibilities and requirements are aligned with the actual activities will aid in proper description updating. The manager must update descriptions when employees leave as part of the performance management process. Managers must provide input on any changes or recommendations. HR must facilitate the updating process. Ensuring consistent wording and responsibility levels by comparing jobs across departments. HR must utilize job descriptions to keep them “alive” by using them in recruiting and performance processes.
Developing and maintaining job descriptions is easier with communication. Building an open line of communication with employees is beneficial; building awareness of any potential changes in the job as they occur. Overall, HR must encourage employees to speak with them about any inconsistencies in their tasks and the job description so that updates can take place and proper compensation can be addressed right away. Pull out a job description every time you work on performance reviews, training and development, compensation planning, etc. This will help you overcome the challenge of updating it regularly.
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References:
Tyler, Kathryn. “Job Worth Doing: Update Descriptions.” SHRM, SHRM, 11 Apr. 2018, https://www.shrm.org/hr-today/news/hr-magazine/Pages/0113-job-descriptions.aspx.
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