HR101 - What to do when . . . You need to compile a Job Description - Part 5

ARTICLE 18

WHAT TO DO WHEN . . . . You Need to Compile a Job Description

Part 5

By Nikki Viljoen – N Viljoen Consulting CC.

Finally, let’s have a look at some of the “Do’s” and “Don’ts” of writing a Job Description.

•    Do ensure that the questions “what”, “why”, “how” and “how often” are answered, clearly and concisely.  Remember to use words that are easily understood so that there can be no confusion.
•    Do make sure that there is sufficient detail for each task.  Again, you don’t want to confuse the issue – make sure that it is simple and to the point.
•    Do use examples in order to highlight or explain tasks, especially where a task is described in general terms.
•    Do use short and concise sentences.
•    Do begin all sentences with an action verb (for example use words like assists, advises, controls, approves or authorizes.)
•    Do use precise numbers (for example – reports into two directors rather than reports into a number of directors.) It is better to be specific.
•    Do number the task.

-    Don’t use an individual’s name in preference to job titles (for example – reports into Operation’s Manager rather than report into Joe Soap – Joe Soap may leave the Company in the next few weeks and then who do they report into?)
-    Don’t include duties and/or responsibilities of others where these don’t directly affect the job that is being described.
-    Don’t include incidental activities which occur once only and are never likely to be repeated.
-    Don’t lose the basics of the task by putting in data that is totally irrelevant.
-    Don’t describe attitudes and opinions – stick with the facts.
-    Don’t start sentences with “if” and “when”.
-    Don’t pad the job description to make it look more important than what it is.  Some times things just what they are – leave it simple clear and concise.

Remember always, the Job Description must fit the job not the person or the person must always fit in with the Job Description.

Nikki is an Internal Auditor and Business Administration Specialist who can be contacted on 083 702 8849 or nikki@viljoenconsulting.co.za or http://www.viljoenconsulting.co.za