Job descriptions are the foundation for every stage of talent management and the employee lifecycle. From defining job expectations to guiding performance management, training, compensation, and legal compliance, well-crafted job descriptions ensure alignment across all aspects of human resource management. Because of their wide-reaching impact, how job descriptions are built is critical.

Building a Strong Job Description Team

Human resource professionals are typically responsible for creating, managing, and storing job descriptions. Because the structure of a job description has a broad impact, how it is built is critical and requires input from multiple stakeholders for the most effective results.

A strong Job Description team includes these roles and responsibilities:

• HR Manager: Strategy, process, format/structural standardization, collaborator identification, internal equity reviews, versioning control, workflow management, storage systems, and point-in-time legal archival.
• Managers/Direct Supervisors: Job responsibilities and performance expectation alignment, including regular job description review and updates as responsibilities and performance expectations evolve.
• Compensation Specialists: Align and/or structurally review the job description format for the required data to perform pay equity and compensation analysis and build pay grade structures.
• Legal Compliance Teams: Verify adherence to federal and state employment laws, including evolving pay transparency requirements, training, and physical location regulations.
• Employees: Inviting employees into the job description development process creates alignment between job expectations and performance measurements, builds employer trust, and improves retention.

Download the Infographic: Building a Strong Job Description Team

Using Job Descriptions as an Effective Talent Management Tool

Good job descriptions set expectations and guide day-to-day responsibilities, provide a cornerstone for performance reviews and associated processes, support compensation analysis, structures, and benchmarking, integrate career pathing, and align employee goals with organizational goals and objectives. They touch every facet of the employment lifecycle and talent management from ‘hire to retire’. Use these tips to help create job descriptions focused on building engagement and retention.

• Use Clear and Concise Language: Avoid jargon in communicating job responsibilities and expectations.
• Align with Organizational Goals: Ensure job roles support the company’s strategic objectives.
• Map Roles to Compensation: Standardizing the job description structure helps accurately map the role to pay grade structures and improves pay transparency. To learn more about Pay Grading, read GradeBldr and the JESAP™ Methodology.
• Leverage Technology: The right template can make all the difference – from editable pre-built (or custom) templates to version management, workflow management, evaluating internal equity, collaboration, and storage. Tools like Trainery’s JobBldr provide editable templates and job description libraries, integrate artificial intelligence (AI) to speed development, enhance compliance with drop and drag content blocks, and seamlessly integrate with training and performance management technology.
• Integrate Learning and Development: The research is clear – individuals seek job opportunities that offer career paths, training and development opportunities, and fair and equitable pay.
• Gather Input from Multiple Stakeholders: Job descriptions work best when all stakeholders can collaborate in development.
• Archive for Legal and Working Reference: Managing multiple versions is tough. Should a legal challenge occur, you will be required to submit documentation of the job description at the time the alleged infraction occurred. An effective storage system does more than manage versions during development; it integrates a legally compliant archival system in case of EEOC claims or legal disputes.

Download the Infographic: Using Job Descriptions as a Talent Management Tool

Using Job Descriptions as an Effective Recruitment Tool

Job Posting: Attracting ideal candidates starts with the job posting, which includes a job description summary. A well-written description showcases the organization’s brand, culture, and vision. Your job posting should help the candidates envision themselves in the role.

Use Industry-Standard Taxonomy: The language of job skills evolves as cultural and technological shifts occur. Using up-to-date language to describe the position and expectations helps to attract talented, qualified candidates. Job templates, job description software, and AI tools can help ensure your descriptive language is current and legal.

Focus on Desired Outcomes: Emphasize expectations with key performance indicators (KPI), which include an explanation of how the individual’s performance impacts organizational performance and individual growth opportunities.

Job descriptions that support employee and organizational growth require the HR team, talent, and technology. Learn more about integrated talent management technology at Trainery.one or reach out to an HR consultant here.