No Better Time than the Present to Focus on Job Descriptions

​Coronavirus has changed everything in our lives.  It has especially changed the way we work.  Telework has become the norm worldwide and businesses are trying to maintain their productivity while navigating this new reality.  Employers that do not operate with telework as part of their cultural norm may struggle with how to assess performance without having the ability to visually witness the work being done.  Job descriptions are the answer.

Job descriptions provide the baseline requirements for what is expected for any employee in the role.  This important documentation can serve as written expectations on what is required of employees.  Job descriptions can then be used as a reference when performance is sub-par and act as a means to initiate performance improvement plans.
This is great advice IF your job descriptions are up-to-date!  Many companies find job description management to be a hassle and it falls to the bottom of many HR professionals’ to-do lists.  Here are some tips to help with this tedious task:

• Purchase online job description management software.  I am a huge fan of JDXpert.  JDXpert not only puts your job description repository online, but it automates the review/editing process.  The tool allows the employer to identify editing workflows (i.e. manager review/edits then HR Business Partner reviews/edits then Compensation reviews/edits/approves) and provides reviewers the ability to see edits from previous workflow participants.  Additionally, JDXpert has a very large content library where everything from a bullet for essential functions from full job descriptions can be pulled into your own job description.
• Beg, borrow, and steal.  If you want employees and managers to assist with reviewing and editing your job descriptions, give them a starting point.  Provide a draft to get their editing juices flowing!  Use your own company job postings, advertised job postings from other companies, association websites like SHRM, and HR colleagues at other companies as resources to produce that initial draft.
• Involve employees/managers in reviewing/updating/editing job descriptions.  HR should not try to tackle this task on their own for two reasons: they are not close enough to the daily work being performed and managers are ultimately the ones accountable for the work being performed so they need to have input into its content.  Employees can be a great add to the workflow process as the first participant since they are performing the job on a daily basis!
• Utilize HR Business Partners/HR Generalists/Recruiters in the review/editing process.  Following employees and managers, HR team members working closely with internal clients have a great deal of exposure to the work being performed in the business.  Therefore, they can act as great contributors to review workflow.
• Notate which essential functions can be performed remotely.  Essential functions are a critical component of compliant job descriptions since they help fulfill requirements of the ADA and FLSA.  Percentage of time spent on essential functions has become a standard.  Employers should also consider adding whether each essential function can be performed remotely to assist with employee management and determining the level of performance that can be maintained with a remote workforce.

Job descriptions are critical in this uncharted work environment.  Managers must have tools at their disposal to supervise employees in a unique manner for the majority of businesses.  If your job descriptions are outdated or non-existent, do not wait to get them in order.  There are job description experts, such as the ICS team, that can do everything from providing support to full-blown project management to get your organization in shape in no time!