Creating job descriptions in 6 steps

 

A job description gives both you and your employee convenience and clarity. It is not mandatory but is a useful overview of the duties, authority, and responsibilities of your employees. Do you have an employee handbook? Include all your job descriptions. This will tell all employees what the various positions within your company involve.  

What can you do with a job description?

• It makes clear what experience and characteristics employees needs to do the job well.
• You can  use the description when drafting job ads and employment contracts.
• It is the basis for performance reviews with employees.
• In case of poor performance, it serves as a guide for developing improvement measures.
• A clear job description is important when you need to reorganise your business.

Six steps

The following six steps will help you draw up a good job description.

Step 1: purpose of the position

The first step is determining the purpose of the position. What will the employee do for your company? The answer to this question is the purpose of the position.  

In 2020, self-employed professional Sasja Roodenrijs opened her bakery Chef Cookie. Her business is growing rapidly, she has  opened a second outlet and runs baking workshops. She was previously looking for a manager for a new production site. She chose to describe the role’s purpose in a straightforward and  light-hearted way: a pastry chef to act as my right-hand person. Someone I can trust blindly and who will keep production running smoothly. “If I describe it too formally, people won’t get a proper picture of the role or my business.”  

Step 2: duties and responsibilities

The second step is to define the duties and responsibilities of the role. Cosider whether it is an all-round job or a specialist position. This may depend on the size of your business. In a small business with just a few employees, staff members are usually versatile. 

Roodenrijs recognises this and notes that, within her business, job descriptions need to be practical and broad in scope. “Our job description for general production workers states that you will be expected to perform a wide range of duties. From washing dishes to making dough and from baking cookies to helping in the shop. In my previous hospitality business, I noticed that some workers refused to make coffee or clean.” Roodenrijs is now keen to avoid these disputes and discussions.  

Step 3: figure out education requirements

In the third step, you identify what education or knowledge candidates need to do the job well. “Your instincts will usually tell you whether you need applicants with a non-tertiary or tertiary degree”, says Nicole Barten, district manager at employment agency Luba. “Alternatively, you may be looking for someone with specific knowledge and accompanying certification. Such as a garage looking for someone who can carry out technical inspections for which an official certificate is required. Ask sector organisations for advice.”  

Step 4: desired skills

Look at what skills and character traits (new) employees should have. For Roodenrijs, a person’s character is more important than a degree. “Enthusiasm, work ethic, and passion are key for me. So I include these characteristics in the job description.”  

Barten recommends searching search job boards for job ads in the same sector. “Take a look at the job requirements. If you find a trait that you would like your ideal employee to have, include it in the job description.”  

Step 5: check your job description

You now know what requirements and duties are most important for you. See if they form a coherent picture and adjust them if necessary.  

Barten warns employers against putting together a random set of incompatible duties: “Do not ask an engineer to run your billing department as well. On top of that, check whether the expected duties can feasibly be performed in the time available.”

Make sure you do not exclude people because of the language you use. Avoid using ‘he’ and ‘she’ and opt for a gender-neutral job title. For example, 'maintenance worker' instead of 'handyman'. This will help you attract the widest range of candidates when you use the job description in your job advertisements.

Step 6: keep the job description up-to-date

Keep your job description current. “Build a profile that fits the position now”, Barten recommends “but will also stay aligned with the position as it develops. Consider changes in the market or in your business, such as launching an online shop or the effect of AI. Specify your plans and the accompanying changes. For example, the role of a bicycle mechanic used to require practical knowledge of repairing city bikes. But with the advent of e-bikes, the focus is now also on technical expertise regarding bicycle batteries.”

Evaluate the job description after 6 months and adjust as necessary. If you find that employees do other duties than those listed in the profile, you can consider adding them. “During performance reviews, review whether the established job description matches what the employee does every day.”