Don’t Underestimate the Importance of Job Description Updates
Everyone understands what job descriptions are, and most, if not all, workplaces have them in some form or another.
However, because it is not a required tool of the trade, the importance of updating job descriptions is not prioritized by everyone. Employers use them to provide employees with important information about the job they’re taking on, such as what they’ll be responsible for, their working hours and pay, and so on.
According to the Society for Human Resource Management, job descriptions are not required by state or federal law; however, they can be useful tools for both practical and legal reasons.
- Can you recall the last time you looked at your position descriptions to evaluate whether they are current and meet your needs and the needs of your managers and employees?
- Does your facility have guidelines on how frequently you need to review and update them and what you specifically need to include in such reviews?
- Do you have a set schedule designed to keep you on target with the duties, responsibilities, and functions being carried out by employees in different roles?
The importance of updating job descriptions
When it comes to updating job descriptions, there are two factors to consider: why and when it should be done.
The “why” of updating them is that employees should be aware of their roles’ expectations as well as the rules and regulations they must follow, some of which are legal. Employees must be able to understand position descriptions that are current, accurate, complete, clear, and concise.
This is nothing new to you as a recruitment and talent acquisition professional.
Job descriptions can be extremely useful if used on a regular and appropriate basis. You can use an up-to-date job description for recruiting, performance management, and compensation.
When to update position descriptions
The “when” of updating job descriptions is also critical. They should be updated as needed, reviewed regularly to ensure they reflect current responsibilities, amended as duties change, and their amendments reviewed with the employee, according to Business Management Daily.
“As often as necessary” are four keywords to remember. This is because each job description must provide a current overview of the employee’s responsibilities.
Document changes may be required at various times, such as when:
- Workgroups change
- New assignments are made
- Additional skills training takes place
- Managers change
- Models of care change
- Staffing assignments change
These frequent minor changes can help ensure that position description are not only up to date, but also personalized.
You never want employees to claim that they were unaware of their responsibilities. The significance of updating job descriptions cannot be overstated because that document contains everything the employee is expected to do to complete his or her job. And those responsibilities can shift at any time.
Use this checklist to update your job descriptions
Some additional points to consider in preparing for your next update of position descriptions include:
- Assess content for how it should and should not be written, what should be included or left out, and make any needed changes.
- Verify all current qualifications needed for the role are listed.
- Ensure essential roles, responsibilities, duties and some day-to-day activities are included, but not every small task.
- Look for information on shifts, reporting mechanisms, autonomy, varying schedules, flexible shifts, etc.
- Make sure there is enough information in the document and not a lot of unnecessary detail.
- Check the information listed on education and qualifications for the role to see if it is current.
- Ensure there’s a description of autonomous parts of the role and functions carried out in groups or with ancillary help.
- Each of these suggestions can help you avoid future legal problems with employees who claim, “I didn’t realize that was in my job description.” Ensure that each employee’s position description is reviewed at hire and during each performance review. You don’t want employees leaving your company because they are being asked to do things that are not part of their job description. Also, keep in mind that job description reviews are an important component of:
- Set up reminders for position description reviews and updates.
- Completing all employee performance reviews
- Investigating employee complaints
- Assisting managers with problems with staff
- Improving employee retention and staff morale
Updating job descriptions is important not only for recruitment but also for retention. Job descriptions are an essential tool for any business, yet they are often overlooked or given only cursory attention. Keeping job descriptions up to date is important not only for attracting qualified candidates during the recruitment process but also for retaining existing employees. Job descriptions provide a clear understanding of what is expected of employees in terms of their duties and responsibilities. They can also help to identify training and development needs and can be used as a performance management tool. When job descriptions are outdated or inaccurate, it can lead to confusion and frustration on both sides. However, by taking the time to ensure that they are well-written and accurate, businesses can reap the many benefits that job descriptions have to offer. Remember that job description are only effective if they are well-written, complete, and up to date.
