HR Basics is a series of short courses, designed to highlight what you need to know about a particular human resource management topic. In today’s HR Basics, we explore how to write a job description, using a six step process to craft great job documentation.

A job description is a useful, plainlanguage tool that describes the essential functions and specifications of a position. Job documentation provides the foundation for many activities of human resource management and provide the foundation for compliance.

Use a template to design a clear job description in a user friendly format. There are many valuable tools available to assist in the development of a Job Description. Often, templates are used to streamline the development of job descriptions in an organization. All organizations should have a consistent Job Description template to ensure consistency in job documentation throughout the organization.

To write a great job description, let’s use a Job Description Template to apply this straightforward 6 step process: Job Analysis, Essential Functions, Purpose Statement, Specifications, Demographics, and Review. Job analysis is the systematic process of collecting information that identifies similarities and differences in work. The first major task of writing a job description is defining the essential functions of the job.

The purpose statement is a concise and brief description of the reason the position exists. Job specifications include the Knowledge, skills, and abilities required of the essential functions of the job. Job description demographics contain important administrative data about the job. Demographic information contains job titles, reporting structure, FLSA status, and other basic information about the job.

Finally, the job description is reviewed through an approval and implementation process. Well written job descriptions are central to systems that manage people in organizations. From selection to discipline, job documentation provides the foundation of fairness and compliance in organizations.