Job descriptions are foundational to a well-structured workforce. HR, along with management, are primarily responsible for defining and maintaining job descriptions. Job descriptions outline expectations, responsibilities, and qualifications for a role, helping organizations attract the right talent and employees understand their roles. However, developing and maintaining job descriptions come with challenges. Without clear job descriptions, employees have misaligned expectations, businesses are at risk, and legal complications could be at stake.
Challenges
One major challenge in developing job descriptions is ensuring they accurately reflect the role. Many descriptions either become too vague or overly detailed, making them difficult to understand. As someone who has recently changed jobs, I encountered a job description that was 3 pages long, crammed with information – essential functions, job functions, working conditions, material and equipment used, physical activities required, knowledge and skills required, and qualifications. While much of this information is necessary to comply with federal rules and regulation, a significant portion was redundant. Thankfully, I was only switching companies and was already familiar with the role I was applying for, but this could have been extremely challenging for someone new to the industry. Too much information feels overwhelming and can deter candidates from applying. To overcome this, job descriptions should be clear and concise, focusing on pertinent information relevant to the job role.
Another issue is keeping job descriptions up to date. As businesses evolve, roles and responsibilities shift to meet new demands, yet job descriptions remain static. Many descriptions are outdated and lack relevant information that applies to the current job role. Not only was my job description 3 pages long, but it also had not been revised in over ten years. This disconnect can create confusion and frustration among employees who are asked to perform tasks beyond their outlined duties. This issue ties into the previous challenge of ensuring job descriptions are both accurate and up to date. To ensure accuracy and relevance, incorporating feedback from employees can make this process more effective and meaningful. Kathryn Tyler said that employees performing the work have the best idea of the scope and size of the job (Tyler, 2023). It also fosters employee buy-in, which helps hold employees accountable.
My new organization recently revamped all job descriptions. It was a large undertaking but incredibly impactful in maintaining consistent hiring practices, outlining expectations, and improving performance management. This is consistent with Kathryn Tyler’s article, “Job Worth Doing: Update Descriptions”. According to Michael R Kannisto, who is the director of talent management and acquisition, “a job description touches so many pieces of the organization—recruiting, succession planning, training, legal, compliance.” Under HR’s direction, all team members were responsible for defining their roles, which emphasized their voices in the process. This inclusive approach not only maintained job descriptions effectively but also increased employee participation and engagement.
Citations
Tyler, K. (2023, December 21). Job worth doing: Update descriptions. Welcome to SHRM. https://www.shrm.org/topics-tools/news/hr-magazine/job-worth-update-descriptions