4 Ways to Implement Better Management through Job Descriptions

When it comes to job descriptions, many businesses either do not have them at all or have outdated and inactive descriptions. In today’s ever-changing business landscape, it is more important than ever to have an up-to-date and comprehensive job description management strategy. A well-written job description can help attract and retain top talent, ensure that every employee is clear on their roles and responsibilities, support employee professional development, and improve overall company performance. The job description is a document that specifies the necessary skills, roles, responsibilities, and key performance indicators (KPIs) for a particular position.

If you are not sure where to start, here are 4 things to do to improve your job description management strategy:

Review current job descriptions.
The first step to improving job description management strategy is to review the current state. Start by evaluating the current job descriptions within the database and compare them with the actual responsibilities of each role. Identify areas where the job description is out of sync with the reality of the position. This could be a result of changes in the company or role evolution over time. Another critical area to review is the language and tone of your job descriptions. Ensure the job descriptions are welcoming, clear, and concise. Avoid any vague language that may cause confusion or misunderstandings. By conducting a job description review, you can help ensure that you have effective job descriptions that accurately reflect the responsibilities and requirements of the role to support employee development and achievement of organizational goals and vision.

Develop a system for job description management.
Once current job descriptions have been reviewed, it's time to develop a system for job description management. The goal is to have an organized and structured method for creating, updating, and storing job descriptions. Start by appointing a designated person or team to oversee the job description management strategy. Then, define the process of creating new descriptions and updating old ones. Ensure that everyone across the organization has access to the latest versions of all job descriptions. An efficient job description management system should also include a process for maintaining accuracy, ensuring compliance, and periodically reviewing descriptions to keep them up to date.

Get input from the team.
The next step in improving your job description management strategy is to get input from employees. Their feedback provides valuable insights into how to improve job descriptions and make them more relevant to their day-to-day activities. Talk to employees about how they perceive their roles and responsibilities. Are there aspects of a job description that require clarification? Does the description accurately reflect their day-to-day activities? Getting feedback can also help you identify areas of improvement, such as outdated requirements or skillsets that may no longer be valid.  

Measure success
Finally, it's essential to measure the success of your job description management strategy. Monitor and track the effectiveness of job descriptions and their impact on overall employee performance and retention rates. Use data such as employee engagement surveys and the hiring and onboarding process to identify areas for improvement. Then, use this data to make necessary changes and optimize your job description management strategy.

Effective job description management is crucial to the success of any organization. By reviewing current job descriptions, developing a system for job description management, getting input from employees, and measuring success, you can improve your organization’s job description management and achieve greater results. Take the steps outlined here to start attracting and retaining top talent with comprehensive and accurate job descriptions.

Contact the team at Stonehill to learn more about the work we do and how we can help you improve your job descriptions and implement a management strategy.