Valentine's Day Job Descriptions Best Practices 2-14-13

How to Build a Job Description Portfolio You can Fall in Love With

presented by Don Berman

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Terms NOT usually applied to Job Descriptions

Old TediousStale Time consuming

Out of Date Boring

Compliance Issues No one want to do them

Exposure Thankless Job

Not my Job Ughh!

Terms usually applied to Job Descriptions

LoveGreat

Organized

Up to Date

Detailed

Secure

Why Job Descriptions Lag Behind• No one person can complete them.

– HR knows how to write them– Managers/Stakeholders know the

details of the job• People don’t know where to start

– Especially for new Jobs– Lack of content

• No Structured way to go about it– Different formats/focus

• Everything else is more important– Recruiting, Performance Reviews,

Compensation, Market PricingDespite the fact that none of these can be done without an effective Job Description

• No Urgency (until you need to hire someone)

About this presentation

• Not Ivory Tower• Samples of what our clients are doing

– Components they are using– What they are using them for – Sample Guidelines– Statistics – Screenshots/document snippets for context

We see Job Descriptions differently• Job Descriptions

– Cater to the lowest common denominator– Consist of blocks of dense, opaque text

• Job Repository– Leverages conversations with Stakeholders

• Collects all the info you need• Controls who can see what

– Provides information to those that need it• Folks in other roles, hiring managers, recruiters, OD• Other systems: ATS, Performance Management, HRMS

– Turn blocks of text into Data Points • That you can search/query/interface with other systems

• Change the way you think about Job Descriptions

Looking for a cookbook?

Job Descriptio

n

ATS/Recruiting Process

Performance Management

System/Process

Career Pathing Succession

Training

ADA/AccommodationFLSA Determination

Compensation PlansSalary Structure

Corporate Culture

Future Plans

- One size fits some - Some parts fit most - What’s in your Job Description depends on:

The Agenda • Job Description Elements– What/How/Why• Writing Job Descriptions

– Collaboration– Content– Reusable Components– Inheritance

• Organizing Job Descriptions– Finding/Filtering– Categorizing– Consolidating

• Compliance– FLSA– ADA– JCAHO

• Integrating JD Information– HRMS– Recruiting– Performance/Compensation

• Access• Historical Job Descriptions

Job Description Elements• Job Attributes

– Job Indicative Information– Organization information

• Description/Summary • Essential Functions• Qualifications• Physical Demands/Working Conditions• Competencies• Scope

Job Attributes• Indicative Information Typical Elements

– Job Code– Job Title– FLSA Classification– Grade– Date Created/Revised– Reviewed by

Job Description Elements

Job Attributes• Organizational Information –

– Business Unit/Region/Division, etc.– Reports To– Locations– Departments– Supervision Exercised/Received– Managers/Employees


Description/SummaryOverview of Job, used as a synopsis, for market pricing and recruiting• Sample Guidelines

– Short statement that states why the job exists– Short statement that describes the role and how it supports the

company’s key objectives using specific measures of success


Description/SummaryConcerns for Description/Summary• Blank Page Syndrome• War and Peace SyndromeSolutions• Feedback/Revision Process• Text Limits• Spell Check• Leverage Content


Definition of terms: Essential Functions, Skills and Competencies• You have competencies (acquired over time)

– Knowledge, behavior, characteristics, aptitudes and/or strengths that are needed to perform and excel.

– e.g., Problem solving

• That allow you to learn Skills (acquired quickly)– Something tangible you can know or learn– e.g., Event Planning

• That you can apply to accomplish Essential Functions– Daily tasks that need to be performed.– e.g., Manages logistics for major corporate events. These include :

“town hall” meetings and webcasts, investor relations…


Essential Functions

• AKA Duties, Responsibilities, Accountabilities… • Used for:

– Performance appraisal.– ADA – Can an employee with a disability perform these functions; if

not, what accommodation can be made?– Recruiting/posting– Less so for FLSA, Affirmative Action and Joint Commission


Essential Functions

• Sample Guidelines– What they do, not how they do it. If it’s less than 5-10%, should not

include unless it is a highly critical function– Statements that describe the main areas in which the role holder must

produce results in order to achieve the purpose of the role. They start with a verb and describe the end results rather than duties or activities or broad, vague statements. These responsibilities should be limited to the six or seven most important ones and put in descending order of importance.


Essential Functions• Information captured

– Description of Essential Function– Also

• Percent of Time• Frequency • Level• Weight


Essential FunctionsOther options for Essential Functions• Additional Responsibilities

– Used to generalize JDs– Used to define responsibilities that may not be used for all employees

in a job– e.g. Work Nights/weekends, perform a location/business unit specific task

• Entity Specific Functions• Required Responsibilities

– For All Jobs– Mission/Vision


Qualifications• Used for recruiting, career pathing and compliance• Sample Guidelines:

– “We educate our managers that they need to determine the minimum and preferred education/certification, skills, and experience required for the job so that HR can legally defend why an applicant is or is not hired. ”


Qualifications• Most Common Information captured

– Education – Experience– Skills– Licenses/Certifications (Joint Commission)

• Also Captured– Technology/Software Skills– Languages


QualificationsCategory Item Details/

OtherRequired/Preferred

Proficiency Other % Using

Education Level X X ~ 100%

Experience Level X X ~ 100%

Skills Skill X X X ~ 90%

Lic/Cert Lic/Cert X X Timeframe ~80%

Technology Tech Skill X X X ~ 10%

Languages Language X X X ~ 10%


Physical Demands/Working ConditionsUsed for ADA situations to determine if an employee is capable of performing in the job• In conjunction with Essential Functions• Used to determine what accommodations can be made• Most Common Information captured

– Physical Demand/Working Condition Description– Frequency

– Weight (for weight related items)


Physical Demands/Working Conditions

Category % Using

Physical Demands ~ 100%

Working Conditions ~ 100%

Physical Demands with weight requirements ~80%

Coordination/Visual Acuity <10%

Essential Physical Requirements <10%

Bloodborne Pathogens <10%

Cognitive Requirements <10%

Emotional Effort <5%


Competencies• Measurable/score-able• Used for performance reviews• Most use in conjunction with Essential Functions• Corporate – Behavioral• Healthcare - task related due to regulatory requirements• Number Limited


Competencies

Category % Using

Core Competencies ~20%

Departmental Competencies ~50%

Position Specific Competencies ~60%

Leadership Competencies ~40%

Customer Service/others <10%


Scope• Generally, help gauge impact of the job on an origination• More specifically

– Job Evaluation– Grading– Compensation– Participation in bonus plan– Aid in FLSA determination


ScopeSome examples are:

– Freedom to Act– Problem Complexity– Impact– Financial Responsibility– Budget Responsibility– Supervision Exercised/Received


Scope• Job Evaluation - Factors used for leveling are dictated by the

leveling methodology various IPE(s), Hay or homegrown Excel Point Factor System

• Some examples are:– Nature/Area of Impact – Creativity– Internal/External Contacts– Project Management– Business Expertise– Leadership


Writing Job Descriptions

• Collaboration• Content• Reusable Components• Inheritance

Collaboration• The key to effective job descriptions because the knowledge needed is

embedded in multiple Stakeholders:– Managers or other SMEs– Upper-level Managers– HR Generalists– Compensation

• Participants make changes and view via “track changes” paradigm


Content• Sources of Content

– Stakeholders– Client Job Descriptions– HRTMS Content Library

• Content Applied to– Summary– Essential Function– Competencies– Less often, Qualifications


Content• Reusable Content

– Standard Statements– Saved Lists– Reference Competencies


InheritanceInherit Data from Parent Job Descriptions• Typically Essential Function, Skills, Certifications, Competencies• But could be any Job Description ElementChanges to Parent auto populate to children


Inheritance - Uses• Generic Jobs

– Nurses, Accountants, etc.

• Entity– Department, Division, Business Unit, Location etc.

• Job Classification– Job Family/Function– Exempt/Non-Exempt, EEO– Arbitrary Classification


Organizing Job Descriptions

• Finding/Filtering• Categorizing• Consolidating

Finding/Filtering• Search/Filter by Entity/Other attributes

– Business Unit, Department, FLSA/EEO Classification, Job with openings, etc.– See Employees/managers for job


Job Families etc.• By Job Family/Function• Career Paths• Related Jobs


Consolidating Job DescriptionsRelationship between Job Codes(HRMS) to Job Descriptions• Many (Job Codes) to one Job Description

– Often Driven by concerns due to Legacy JD Management– Facilitated by entity specific Elements

• One (Job Code) to One Job Description– Best Practice for Repository


Similar Jobs/Consolidation• Identify jobs that are similar enough to be candidates for

consolidation


Compliance

• FLSA• ADA• JCAHO

FLSA Questionnaires• DOL Questionnaires• State or other Questionnaires• Records Decision/comments

Compliance

FLSA - Essential Functions• Percent of Time• Frequency • Level• Weight

These can affect FLSA Determination

Compliance

ADA-Physical Demands/Working ConditionsProcess for determining physical demands/working conditions Items• Industry specific

– Corporate/Healthcare/Manufacturing

• Often culled from disability claims over time• Reviewed periodically to evolve over time with changes in job

equipment and ADA.

Compliance

JCAHO-Signoff on Job Description• Signoff is required by JCAHO• But is a good idea for all

Compliance

Integrating JD Information

• HRMS• Recruiting• Performance/Compensation

HRMS Integration• Can be bi-directional• Indicative Job Data

– Job code, Title, FLSA, EEO, Grade etc.– Repository => HRMS or HRMS => Repository

• Employee Data– Employees/Managers for Job– Reporting Structure for Workflow

• Business Events can necessitate mass change

Integrating JD Info

Job Descriptions and Job Posting• Low hanging fruit for integration• Automate or cut and paste• Attended/background integration

Integrating JD Info

Job Descriptions and Performance Management• Essential Functions/Competencies flow through to Reviews

Integrating JD Info

Access• Provide access to:

– HR/Compensation– Managers– Employees

HR/CompOnly

ManagersStakeholders

Employees Employees

ManagersStakeholders

Employees

5%

95%

40%

Keep a Record of Historical Job Descriptions• Defend Hiring Decisions• Protect yourself against Regulatory Audit

What did we miss?• Please use the survey at the end so we can deliver the

information in an upcoming Event

Questions

How To Contact Us

Don [email protected]

Bill [email protected]

919.351.JOBS (5627) www.hrtms.com

mailto:[email protected]

mailto:[email protected]

Valentine's Day Job Descriptions Best Practices 2-14-13

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