NFIB

Use Job Descriptions to Focus Employee Responsibilities
07/ 03/ 2002

by Jeffrey Moses

Many small business owners compile an accurate and complete "job description" list when beginning the process of hiring new employees. This helps define the job for potential hires and allows for an orderly approach to interviewing and selection.

Too often, however, formal job descriptions quickly evaporate after hiring. This is especially true for small businesses where employees wear many hats that change constantly. But formal job descriptions help focus employees as circumstances within their jobs change, updating them on what the company sees as their immediate and long-term priorities. This helps prevent employees from gravitating toward tasks that are easiest and least stressful when there may be tasks that are much more important for the company overall.

The frequency of updating job descriptions varies from company to company. A company involved in a stable, unchanging type of business may benefit from updating descriptions yearly, while a quickly evolving company that is jumping into new projects and products regularly may benefit from updating job descriptions quarterly. Such frequency takes more attention from management, of course, but could be well worth the effort.

Items to be considered when defining job descriptions are similar to what would be included when hiring a new employee. The benefit of upgrading descriptions for existing employees is that specific strengths and weaknesses of individuals are already known. When a company's employees are involved in highly skilled tasks (such as computer engineering, technical marketing, technical production, writing or graphic design), it may be beneficial for management to work out updated job descriptions with the employees themselves, either individually or as a team.

Here's a sample list of items to include on an updated job description (these may vary widely from industry to industry):

1. Review current tasks and define which will be continued, discontinued or allotted more importance.

2. Define as specifically as possible all existing and new responsibilities, supervisors, time frames for beginning and completing projects and training required before and during new projects.

3. Describe the phase-out period for current tasks being discontinued. If these tasks are being re-assigned, training of new personnel may be required by the employee.

4. Changes to salary, job title and benefits.

5. Changes to work hours or relocation.

6. Management may want to include general information about how changes in job descriptions will benefit the company. This helps create informed, involved employees.

Reviewing and updating job descriptions helps define not only employee responsibility, but also overall company direction. Regular reviews and updates serve to bring a company into greater cohesion and are beneficial both to employee morale and long-term profitability.

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