Writing a Useful Job Description

Before you write anything, talk to your HR Department. Laws vary from state to state so you need to be sure that you know what you can and can't say, can and can't ask, and can and can't offer. Once you have the guidelines, it's time to write the job description (don't worry -- you'll be back to talk with HR before you start the interview process!)

The second step in hiring requires you to produce an accurate "marketing pitch" (job description). If you're replacing an employee who was doing a great job, you can use that person's general skill set and assignments as the basis for the description. Consider whether the job has changed over time, perhaps because of new technology or client needs. What is the optimal skill set that you need to get the job done now?

If the current employee is leaving under positive circumstances, ask for his/her help -- in essence, conduct an interview about the job. Check with people above and below them to find out what qualities and skills the replacement employee will need to have to be successful. Try to match skills but avoid the pitfall of overlooking a potentially great candidate who isn't exactly like the departing employee.

What about someone who was let go, or the creation of a new position? You can still refer to the current job description or job requisition, but with a slightly different view. Are there any obsolete requirements in the old description? Did you set the bar too high, considering the type of job and/or compensation available? Do you want to build in some flexibility so that the new employee has a clear career path? Will new technology and onsite training allow you to hire a more junior (and frankly sometimes less expensive) employee who can grow into the responsibilities of the predecessor? The exercise of designing a useful job description lies somewhere between a subjective daydream of perfection and an objective assessment of what you really need -- and can afford.

The basic elements of a job description include:

• Job title
• Reporting line
• Basic responsibilities
• Chief tasks and activities
• Special tasks ("and whatever else management deems necessary" is a given!)
• Minimum requirements
• Preferred requirements
• Special requirements
• Special instructions for submitting applications and resumes
• Contact email and/or phone and/ or mailing address

Don't underplay difficult or challenging aspects of the job, but don't drive potential candidates away by making the job seem impossible!

You don't need to specify salary, although at least a range helps manage candidate expectations. General information about benefits should be included somewhere on the company's HR page, so you only need to refer to the URL. Conditions of service are very important, and in some cases are mandated by law, such as requirements for heavy lifting or having a special vehicle license.

Sometimes, companies want to hire an in-house person so they write the job description in such a way that only that person will be qualified. While this isn't illegal per se, it sends a message to prospective employees and it may prevent the company from finding an amazing person from the outside. Take the risk and open that net a little wider -- you never know what you might catch!