How to write a detailed job description
Having a detailed and defined job for your any role is important, as it provides structure, sets out expectations and allows team members to gain full understanding of their role. So what details can you add into your job description to ensure that you provide your new team member the best start that you can in their new role.
Daily / Weekly / Monthly Tasks
Initially start by detailing what tasks your new team member will be expected to complete. The easiest ways to do this is to break the role down into blocks of time, and what need to be completed with appropriate deadlines, for example daily, weekly and monthly tasks. Also review the tasks of the job, and ensure that they are actually appropriate for the role. Take the opportunity to also review the work load listed for the role, ensure that the team member will not be over or under worked. Breaking the tasks down in this manner will provide you with tangible KPI’s to support defining the role.
Once you have established what the role will be doing, define the required skill sets and qualifications needed. For some roles you there will always be a mandatory qualification, such as general practitioners or lawyers. If you know what your non negotiable are for the skill set then you can start to work out what other skills are needed. Do you need someone with computer skills, or perhaps a scheduling expertise, if so ensure that you add these to the required skill sets. It is important that you do not mix up expertise with experience. It can be argued that ten years experience is only one years worth of experience followed by nine years of repetition.
Tangible and Measurable KPI’s
Ensuring that you have tangible and measurable KPI’s in place to support the role is critical. For example if you are looking to employ a sales team member and you want your new team member to make 15 cold calls a day, add it into the job description. Or if you have an expectation that they will attend every client meeting ensure that it is documented as part of the role. Taking the time to define and set out measurable KPI’s when writing your job description ensures that your new team members is fully aware of the expectations of the role from the outset.
Understand who the role reports to is critical in any business. As such making the decision as the reporting lines at this early stage is critical to avoid confusion and miscommunication from the the onset of a new team member starting. Identifying the reporting lines at an early stage can also ensure that any reporting managers may also get involved in the recruitment process. At this stage it is also important to define who reports into this role, does there need to be a change of reporting lines to incorporate the role or will it sit well with in the current business structure.
Document it together
Having spent the time working out what the role will look like it is important to then document it, ensuring that all parties have a clear understanding of the requirements of the role. Take the time to review it and ensure that this is not only the role that you want but more importantly that you need in your business.
Taking the time to document a detailed job description ensures that not only yourself but the successful candidate understands the tangibles and measurable KPI’s of the role, the required tasks and expectations that come with it and provide a clear pathway to allow your business to recruit efficiently and effectively for the role.
Dan Jones - Managing Partner Teamfinder
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