The job description writing process can be seen as boring by many line managers. However, the job description is always a basis for the modern Human Resources Management. Most value added HR Processes depend strongly on job profiles, job descriptions or job roles. They are needed as HR Professionals can see a big picture of the company. The modern job description is a document that puts the new job into the context of the organisation. All employees can see key responsibilities, inputs and outputs. They can easily compare differences between the proposed role and the reality. The HR Manager has to be a master in a class when the line managers needs to write a new job description. The line manager should be the person responsible but HR has to set up a team that will challenge the new role as the organization benefits from it.

1. How to write a
Job Description
(A good one)

2. Job Description:
Exec Summary

3. Job Description
Crucial Issue:
Do you have a business reason
to add a new role?

4. Job Description:
Responsibilities
Requirements and Skills
Key Inputs and Outputs
Key Performance Indicators
Internal Structure
Clients and Connections

5. Job Description Writing is
a creative process of the
strategic connection the
new role with the
expectations of the
organization.

6. Job Description: Content
1. Where to find additional information
2. What is the job description
3. Job Description Writing Process
4. Job Description and other HR structures
5. How to download and more info …

7. Where to go for
the additional
information

8. HR in the Box!
Human Resources is a strategic business function that builds the
sustainable competitive advantage. The people are the most
important asset of the modern western organization.
However, we do not manage our people as we care about our
financial stability. Pity. We lose the potential performance and
productivity gain. So …
HR in the Box is a Human Resources Management Guide available
to everyone to get inspiration and best practices.

9. HR in the Box!
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10. Social Media and HR in the Box
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11. Job Description:
What is it?

12. Job Description: Problem
• There are two views of the job description:
§ Technical: What is the primary scope of the position?
§ Organizational: Why does the organization need a position?
• Most organizations prefer the technical approach however they miss
the big picture of the Organization Design
• The good job description describes the need for the position and
derives required skills and competencies from the needs of the
organization.

13. Job Description: What?
• The company has to define the organization design principles like
spans and layers to keep the evolution of new job profiles under a strict
control of Human Resources
• Each manager has to provide the answer to the simple questions:
§ What are the benefits of the position for the organization?
§ What is the impact on the profitability of the business?
§ Why should we add a new role right now?
• Human Resources and Finance has to analyze provided answers and it
is a decision of HR if the new job description can be created

14. Job Description: Why?
• The organization creates job description to keep the track of the
Productivity and Performance gains clear to everyone
• The system of job descriptions allow to create a clear system of roles in
the organization that is visible and make managers responsible
• Job Descriptions allow discussions about the alignment of processes in
the company and how decisions are done and executed
• The organization understands Costs and Benefits related to employees.

15. Job Description: How?
• A good job description is a team work of Human Resources, Finance and the line manager
• Human Resources provides a job description template to be pre-populated by the line
manager
• HR and Finance run through structured interviews with the line manager to challenge all
roles and responsibilities of the new position
• HR compares the job with the similar jobs in the company and eliminate all responsibilities
that can be seen several times in the company
• Independent review by the selected employee is done to confirm clarity of the new profile in
the system

16. Job Description
Writing Process

17. Job Description: Structure
• Human Resources creates a job description template to introduce the unified
framework for other value added HR processes
• Common Structure of the job description:
§ Summary: Why the job exists in the organization;
§ Impact on Business Results: How the organization benefits from the job position;
§ Responsibilities: What are the key tasks executed and what areas are impacted;
§ Requirements and Skills: What is needed to do the job successfully?;
§ Key Inputs and Outputs: What are the key inputs and outputs for the smooth execution;
§ Key Performance Indicators: How is the success measured;
§ Internal Structure: Where is the job found in the organization structure;
§ Clients and Connections: How the position iterates with other jobs.

18. Job Profile Writing Process
Line Manager
Prepopulate Job
Description with the
responsibilities
List all outputs
List all benefits for
the organization
HR and Finance
Collect available data
about the
performance of the
department
Prepare the initial cost
benefit analysis
All
Discuss and challenge
the new position in a
detail
Eliminate all
responsibilities
doubling in the
organization
HR
Conduct the
independent review
Approve the new job
description

19. Job Description: Tips
• Do not provide the manager with the glossary of business terms, just leave her to express in her words
• Focus on outcomes and benefits for the organization and challenge them
• Always ask how the position relates to the current structure of existing jobs, compare often and
describe similarities and differences
• Ask questions:
§ Why?
§ What?
§ How?
• Always compare responsibilities across the department and find a balance

20. Job Description
and other
HR Structures

21. JD: Put it into a structure
• Organization Design: Make sure the new job follows all basic rules
defined by the organization, like spans and layers
• Compensation and Benefits: Assign the right compensation level, set
the base salary, right benefits for the position
• Career Development: Put the position into the right career path in the
organization
• Training and Development: Design the development and training plan

22. Job Description: Review
• The job description needs to be reviewed regularly as the organization
develops and changes
• New responsibilities should be added and the job should be re-evaluated to
keep it competitive and internally fair
• Similar jobs should be merged to keep the library of jobs as small as possible
• Challenge managers which department is the right one for the particular job
• Obsolete job descriptions should be deleted from the library of jobs

23. Download and
more …

24. Download the presentation
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presentation here
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required.

25. HR in the Box!
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26. Social Media and HR in the Box
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27. HR in the Box!
Thank You!