By: Aleksandr Pyasetskiy
My experience with developing and maintaining job descriptions is limited. However, after reviewing this week’s learning materials, I have several ideas for overcoming some of the challenges associated with developing and maintaining job descriptions. For starters, a proper job analysis process should be conducted, in order to develop the job description in line with what the job actually entails. Part of this process is identifying the KSAOs of the job. KSAOs are the knowledge, skills, attributes, and other characteristics that are necessary to perform the job effectively (Swift, 2023a). Once the KSAOs are identified, the job design should be explored. Job design is defined as, “the process of defining how work will be performed and the tasks that will be required in a given job” (Swift, 2023b).
After completion of a job analysis and design process, a formal job description should be written up by combination of the employee, manager, and a representative from Human Resources. According to Tyler (2013), “Creating and maintaining job descriptions should involve employees, managers and HR. Each person has a role, often with overlapping responsibilities.” By including the employee, and the manager in the process, the job description will be accurate to what the job duties actually entail. This includes what regular activities are performed, as well as the KSAOs that are required for the performance of the job. Finally, including an HR representative will encourage the document to be free from bias, and compliant with laws and regulations.
Once job descriptions are already in existence, updating them annually, at the very least should be a standard that is upheld (Tyler, 2013). This will reduce how outdated the job descriptions become, and it also offers an opportunity for management to reexamine the job duties of the workforce. An easy reminder for this process is to conduct the updates right after annual employee reviews. Overall, a good tip to keep in mind is that job descriptions should be treated as “living” documents, meaning they are regularly changed to keep them current.
Works Cited:
Swift, M. (2023a). W4 Lecture 1 – Job Analysis [PowerPoint slides]. College of Business. Oregon State University.
Swift, M. (2023b). W4 Lecture 2 – Job Design [PowerPoint slides]. College of Business. Oregon State University.
Tyler, K. (2013, January 1). Job worth doing: Update descriptions. SHRM. https://www.shrm.org/hr-today/news/hr-magazine/Pages/0113-job-descriptions.aspx
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