Job Descriptions

Each of you have heard me "rant and rave"  about how important job descriptions are.  I recently ran across a great article that outlines some very important reasons why job descriptions are so important.  In the spirit of sharing:

1.  ADA:  If an employee files an ADA lawsuit, courts will review what the organization has identified as the job's "essential functions" to see if the charges have merit.  Absent a written job description, the court may decide for itself which functions are essential.

2.  Titles carry a great deal of weight in the workplace and in court.  Each position's title should match the level of authority and responsibility. Cross-check it against other titles in the organization.  For example, your "administrative assistant" would be doing most of the same tasks as others with that title.  Don't upgrade employees by giving them inflated titles.  You may regret that when they ask for pay raises or refuse to perform tasks that they consider beneath them.  More importantly, inappropriate titles also factor into discrimination charges.  For example, if your "director of distribution" is really a shipping clerk, be prepared to explain why s/he isn't being paid the same as other "directors."

3.  Essential functions/qualifications:  The key part of JD's is an item-by-item list of the job's duties and responsibilities.  It is important to identify which are "essential" job functions are critical to the job's successful performance.  One KEY legal reason?  Employees can file ADA lawsuits only if they can prove they're legally disabled and can still perform the "essential functions" of the job.  If those "essential" duties aren't detailed in the job description, they're left open to a court's random interpretation.

4.  Results Expected:  Duties are half the equation.  Include expectations relating to deadlines, customer service and company success.  Linking responsibilities to company goals helps the employee see how the position fits into the "big picture."

5.  Use Specific and Clear Language:  Instead of a term like "good communication skills," say the person needs "the ability to communicate company policies to non-managerial groups in person and in writing."

6.  Avoid gender-based language, such as "salesman."

 7.  The bottom line:  Never assume employees know what's expected of them.  Put it in writing and make sure they understand.