Clear and concise job descriptions help keep your business on track. You can use them to attract potential employees or give current employees a better understanding of the duties maintained in their positions with your company. You can also use job descriptions as a reference point when evaluating an employee’s performance.

However, in order for a job description to serve its purpose successfully, you must author something that covers all necessary points. When writing a job description, include the following:

1. Be sure that you always list job descriptions basics such as the job title, salary and necessary qualifications.

2. Career descriptions should always include detailed expectations for someone holding that position.

3. Provide contact information when posting employment descriptions for job openings.

Action Steps
The best contacts and resources to help you get it done

Include basic information when writing job descriptions

Job descriptions should always include information on the job title, starting salary, education requirements and experience criteria. While this is most crucial when posting job openings in newspaper ads or online searches, it doesn't hurt to maintain this information in your employee handbook, too, as a point of reference.

I recommend: Business Know-How provides a brief overview on how to write a job description, as well as a samples. Download various sample job descriptions from hrVillage.com in Microsoft Word or Adobe PDF formats.

Outline position responsibilities in career descriptions

Equally as important as education, experience and salary is the information detailing the duties of the person holding that particular position. For example, a job description for a receptionist would list responsibilities such as answering telephones in a polite and courteous manner, filing documents and greeting guests as they enter the building. The more details you can provide, the better results you will have from potential job candidates and current employees. The goal is to make everyone know exactly what you expect of them.

I recommend: Job Results Management Institute has a searchable database of job description samples. Purchase a job description package from Absolute HR Solutions that includes samples written by HR professionals and reviewed by legal experts for federal guideline compliance.

Supply contact information when posting job descriptions online

If you're using the job description as a means of advertising a job opening, be sure to include information on how to apply for that job. Options can include sending a resume to a particular address provided, emailing a resume and cover letter to the HR department, or calling the place of business to schedule an interview.

I recommend: Post your job descriptions on an online database such as Careerbuilder.com. To locate various newspapers in your area to place job advertisements, start by selecting your state on News Voyager.

Tips & Tactics

Helpful advice for making the most of this Guide

• •  Other information to consider including in job descriptions may be how much supervision someone holding that position would have, the chain of command if there are questions or problems, and ways to gain promotions or raises.

Writing a compelling job description can make the difference between attracting a superstar and a not-so-super candidate. You do not have to be an experienced recruiter to write a job description that gets noticed. A terrific job description lets candidates know what will be expected of her from the outset helping to ensure a smooth transition once hired. A well-written job description can also help you be sure you are complying with necessary employment laws. By following a few simple steps, you can create a compelling and compliant job description in a matter of minutes. There are eight typical components of a job description:

1. Company name, title of the position and department
2. Location
3. Reporting structure (to whom will the person report)
4. Overall responsibility (include if there is managerial responsibility)
5. Key areas of responsibility/accountability
6. Terms of employment (part-time, full-time or contract )
7. Qualifications (necessary skills, education, and experience)
8. Requirements (necessary components for the job such as the ability to lift heavy objects or travel a certain percentage of time)

Here are effective resources for developing job descriptions for small and growing businesses as well as startups:

Action Steps
The best contacts and resources to help you get it done

Purchase low-cost job description generation software

Job description generation software can be an economical way to create focused and legally compliant descriptions. Generate one or one hundred job descriptions in a matter of minutes.

I recommend: With sample job description encyclopedias, CD-ROMs and downloadable solutions available for purchase, BLR offers multiple resources depending upon your needs and budget.Another software stand-out is Descriptions Now, which offers a turn-key solution that includes the proper legal disclaimers, as well as an interface to post your positions to popular online job boards.

Use free do-it-yourself Web tools to create job descriptions

A handful of Web sites offer job description writing resources that can get you started at no cost.

I recommend: If you want to be guided step-by-step through the process, CareerInfoNet offers a robust wizard that helps you identify skills, knowledge, tasks, work activities and work context to include in your job description. The easy-to-use wizard then outputs your description in your choice of Microsoft Word, HTML or XML. Inc.com offers a simple template that is customizable for almost any position.

Search online job boards

Popular Web sites for job seekers contain millions of actual job descriptions that are searchable free of charge. You can search for job postings in your industry and read other companies' job descriptions to get a sense of what to include and how to write a job description that gets noticed.

I recommend: Monster.com , Hotjobs.com and CareerBuilder.com are excellent resources to get you started. If technology positions are your need, try Dice.com.

Hire an employment lawyer or HR consultant

If you want expert advice to help you craft your job descriptions, you can hire an attorney or consultant who knows the ropes.

I recommend: Find an employment lawyer in your area quickly and easily using Lawyers.com's free attorney locator tool.The Society of Human Resources Management (SHRM) lists consultants nationally that provide expertise on staffing, as well as other human resource topics.

Tips & Tactics

Helpful advice for making the most of this Guide

• •  Instead of detailing tasks, keep your job descriptions focused on responsibilities and what you would like the individual to accomplish in this position.
• •  Be specific with your job requirements. It will save you time during the screening process and will keep your focus on qualified candidates.
• •  Any reference to race, color, religion, age, sex, national origin or nationality, physical or mental disability, or sexual orientation in your job description is illegal, so avoid them!
• •  Be sure you are clear regarding the physical requirements of the position. If it requires heavy lifting, you will want to be sure to document that in the description for legal reasons.
• •  Be careful you understand the different requirements for exempt and non-exempt employees — non-exempt positions are eligible for overtime pay as stipulated by the U.S. Department of Labor regulations.
• •  You can always have an employment law attorney review your description to be sure it is legally compliant.
• •  Compare your description to positions posted on the Internet for similar companies. Is your description competitive?

Job descriptions are a great way to make sure that you obtain the right employee for the job and that employee continues to perform the tasks required. Concise career descriptions should include the job title, qualifications, and a clear and detailed list of job duties and expectations.

Once you have them written, there are various ways for using job descriptions that will ensure you get the most out of them. As you are writing a job description, consider just how functional it can be in the following ways:

1. Post employment descriptions in newspapers or online databases to attract potential employees.

2. Include job descriptions in employee handbooks so there are no questions about job requirements.

3. During performance reviews, reference an employee’s job description to evaluate efficacy.

Action Steps
The best contacts and resources to help you get it done

Advertise job descriptions online to reveal current open positions

When you think of job descriptions, you likely first think of using them to advertise job openings within your company. They are indeed most widely used in this way. If you wish to attract individuals that live locally, a newspaper ad in the classifieds may be the way to go. However, nowadays most individuals search for job opportunities online. While Internet postings can be more expensive, it's often worth it for attracting employment prospects from all over the nation.

I recommend: Access the U.S. Newspaper List (USNPL) to find local newspapers in your area. Choose a state, such as California, and then a city within that state. Consider posting job openings on nationwide databases, such as Monster.com, or a database that focuses on location-specific job openings, like LocalCareers.com.

Detail job descriptions in employee handbooks as a point of reference

Employee handbooks contain a lot of important information. While every employer includes work policies, information on vacation time and sick leave, and other rules and regulations, they often forget to include a crucial element. Include job descriptions for individual positions within your employee handbooks. This will provide a point of reference that helps to eliminate any confusion an employee may have about what tasks you require of him or her. Otherwise, employees may make assumptions about what they should be doing or don't have to do. A business job description in employee handbooks leaves little to personal interpretation.

I recommend: Download a job description template from DocStoc to help with description writer’s block. Select from a wide range of job descriptions for various positions from SupportingAdvancement.com. Visit Smart Business Notes for a list of other items that should be part of your employee handbooks.

Refer to an employee's job description during performance evaluations

You can also refer to the job description in your employee handbook when you conduct an annual (or semi-annual) performance evaluation. Go over the list of duties and job requirements to make sure the particular employee is doing everything as he or she should be. This will also help you recognize where your employees may be slacking or excelling at their jobs.

I recommend: HR.BLR.com has various job description resources to help you prepare one, such as sample job descriptions and a questionnaire to help you brainstorm. Download a job description example from Microsoft Office Online. Visit Nolo for tips on how to conduct an effective employee evaluation.

Tips & Tactics

Helpful advice for making the most of this Guide

• •  Be sure to avoid ambiguity in job descriptions when listing the tasks and duties for that particular position. Some words that need further explanation may include 'analyze,' 'manage' or 'assist.'