Formulating Effective Job Descriptions - Advantages and Limitations

Clarifies employer expectations; provides basis of measuring job performance and a clear description of roles and responsibilities. Provides a structure and discipline for an organisation to arrange all jobs and ensure necessary activities and responsibilities are covered. Provides continuity of role parameters irrespective of manager interpretation. Enables pay and grading systems to be structured fairly and logically. Prevents arbitrary interpretation of role content by employee and employer and manager. Essential reference tool in issues of employee/employer dispute or for discipline issues. Provides important reference points for training and development. Provides neutral and objective (as opposed to subjective or arbitrary) reference points for appraisals, performance reviews and counselling. Enables organisation to structure and manage roles in a uniform way, thus increasing efficiency and effectiveness of recruitment, training and development, organisational structure, work flow and activities, customer service, etc.

Many employers simply have not recognized that clear representations of what jobs entail are fundamental to aspects of careful personal management. A common objection to the use of written job descriptions stems from concern about losing flexibility to manage, especially when technology or other conditions are fast changing. Employers do not want their very written words to restrict their right to direct what workers do on the job or how they do it. The legendary, “that’s not in my job description,” however, need not be a problem to any employer making reasonable assignments to workers. Many employers do not use written job descriptions because the task of developing them is either too uncertain or the task is difficult to complete.