Question

One use of job analysis is creating job descriptions. Why is it important to have a detailed and accurate job description? What are some possible outcomes of having a job description that is not based on a job analysis and does not accurately represent the job? Have you ever been in a job where you found yourself unsure of what your job descriptions entailed? How did this impact your work experience?

It is important to have a detailed and accurate job description to ensure you are attracting the appropriate job applicants. One possible outcome of having a job description that does not accurately represent the job is the job applicant would not know the full extent to his/her job and could be doing the wrong tasks once they are hired. I did have a job as a lifeguard but the job description did not accurately represent the other work, besides lifeguarding, that the job entailed. I found myself getting frustrated by the added work just because I was not aware the job entailed that, if I would have been properly prepared ahead of time I would not have been that irritated.

Answer 1

• Employee job descriptions are written documents that describe the duties, responsibilities, and reporting relationships of a particular job. They are based on objective information obtained through job analysis, and the needs of the organization to produce work. They specifically list the required skills, competencies, education, and experience necessary to fulfill the job being documented.
• An accurate job description is needed for following reasons:-
• Accurately defines position: -When hiring, accurate job descriptions are necessary for posting notifications of the open position. The description helps personnel recruit then narrow the list of candidates qualified to fill the vacancies. In addition, the description helps create appropriate interview questions, and provide job candidates with specific information about the position to be filled, thus avoiding frustration and the rejection of the job offer.
  
• Determines the best employee orientation and training:- When the position is filled, on-the-job training depends on accurate job descriptions. The descriptions also help the new employee understand the expectations associated with the position. It provides a benchmark for their first review. A well-developed description gives employees guidelines to follow and helps them track their job performance goals and on-the-job progress. It also sets a standard of performance, and provides a measuring tape for the company to use in periodic employee evaluations.
• Establishes markers for determining appropriate pay:- Developing and maintaining equitable and competitive compensation programs depends on the existence of well-written descriptions, which help to classify jobs and determine appropriate pay ranges.
• A job analysis is an in-depth description of a position in an organization. It includes an analysis of a prospective employee's working conditions, duties, scope of labor, use of equipment, qualifications and interactions with coworkers. Without a job analysis for positions, your organization will lack clear insight on employee roles.
• Lacking a job analysis, your organization might list requirements that are unnecessary to complete the job. As a result, your organization's job opening could specify an educational background, technological expertise or program knowledge outside the scope of the job. Qualified applicants won't apply for the position because the requirements are too stringent. Alternately, you might neglect to list job requirements and miss out on applicants who possess the desired skills.
  
• When hiring managers have a strong understanding of what is expected from a given position, they can more accurately assess prospects. Without clearly stated duties and performance standards, you increase the chance of hiring someone without the necessary skills, experiences and personal qualities for the job.
• Without a good job description, it becomes very difficult for an employee to know what is expected of him and for a manager to provide an accurate and effective appraisal. You more likely have situations where managers assess employees based on personal likes and dislikes rather than defined performance criteria. Again, this presents the possibility of unfair labor practices and wrongful termination lawsuits.
• The problem with a poor or non-existent job description is that all delegated tasks essentially fall under the "other duties as assigned" umbrella. This makes it hard for an employee to come to work and see the connection between his role and the success of the organization and his department. Plus, it makes it difficult for him to set goals and work on new skills.
• Without good job descriptions, it is difficult to know how to train and develop employees. Similarly, career development is a system of encouraging employees to gain new skills to grow their own careers. Again, without good job descriptions, employees don't have clear targets to shoot for in training and development.
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