Effective Business
Writing:Writing Job Descriptions!
It should
come as no surprise that effective writing is, above all,
the product of organized thinking. Good
writing should be planned out in a systematic and thoughtful
manner. The degree of planning will be contingent on the nature
of the project. Even a quick email deserves a moment of concentration
in order to make sure you know what you want to say before
you say it. From there, larger and more important documents,
such as project proposals, generally require a written outline.
In our two-day Effective
Business Writing Course, we will provide you with the
planning tools you need so that what you write will make sense
to everyone who reads it.
Business Writing:
Make it Flexible
A job
description describes the major areas of an employee's job
or position. A good job description begins with a careful
analysis of the important facts about a job--such as the individual
tasks involved, the methods used to complete the tasks, the
purpose and responsibilities of the job, the relationship
of the job to other jobs, and the qualifications needed for
the job.
It's important
when writing job descriptions, to create a vision that is
dynamic, functional and current. Don't get stuck with an inflexible
job description!
A poor
job description will keep you and your employees from trying
anything new and learning how to perform their job more productively.
A well-written, practical job description will help you avoid
hearing a refusal to carry out a relevant assignment because
"it isn't in my job description."
Realistically
speaking, many jobs are subject to change, due either to personal
growth, organizational development and/or the evolution of
new technologies. Flexible job descriptions will encourage
your employees to grow within their positions and learn how
to make larger contributions to your company.
For example:
Is your office manager stuck "routinely ordering office
supplies for the company and keeping the storage closet well
stocked " or is she/he "developing and implementing
a system of ordering office supplies that promotes cost savings
and efficiency within the organization?"
When writing
job descriptions, keep in mind that the job description will
serve as a major basis for outlining job training or conducting
future job evaluations.
Writing
Job Descriptions - each job description should include a:
Job
Title
Job Objective
or Overall Purpose Statement - This statement is generally
a summary designed to orient the reader to the general nature,
level, purpose and objective of the job. The summary should
describe the broad function and scope of the position and
be no longer than three to four sentences.
List of
Duties or Tasks Performed - The list contains an item by item
list of principal duties, continuing responsibilities and
accountability of the occupant of the position. The list should
contain each and every essential job duty or responsibility
that is critical to the successful performance of the job.
The list should begin with the most important functional and
relational responsibilities and continue down in order of
significance. Each duty or responsibility that comprises at
least five percent of the incumbent's time should be included
in the list.
Description
of the Relationships and Roles the occupant of the position
holds within the company, including any supervisory positions,
subordinating roles and/or other working relationships.
When writing
job descriptions for recruiting situations, you may also want
to attach the following:
Job Specifications,
Standards and Requirements - the minimum qualifications needed
to perform the essential functions of the job such as education,
experience, knowledge and skills. Any critical skills and
expertise needed for the job should be included. For example,
for a receptionist, critical skills may be having 1) a professional
and courteous telephone manner, 2) legible hand-writing if
messages are to be taken 3) the ability to handle a multiple-lined
phone system for a number of staff members and 4) the patience
and endurance to sit behind a desk all day.
Job
Location - where the work will be performed
Equipment
to be used in the performance of the job. For example, does
your company's computers run in a Apple MacIntosh or PC Windows
environment?
Collective
Bargaining Agreements - agreements and terms that relate to
job functions, if applicable, such as when your company's
employees are members of a union.
Non-Essential
Functions - functions which are not essential to the position
or any marginal tasks performed by the incumbent of the position.
Salary
Range - range of pay for the position.
When writing
job descriptions, keep each statement in the job description
crisp and clear.
Structure
your sentences in classic verb/object and explanatory phrases.
Since the occupant of the job is your sentences' implied subject,
it may be eliminated. For example, a sentence pertaining to
the description of a receptionist position might read: "Greets
office visitors and personnel in a friendly and sincere manner."
Always
use the present tense of verbs
If necessary,
use explanatory phrases telling why, how, where or how often
to add meaning and clarity. For example: "Collects all
employee time-sheets on a bi-weekly basis for payroll purposes."
Omit any
unnecessary articles such as "a", "an",
"the" or other words for an easy to understand,
to the point description. Using the above example, the statement
could have read, "Greets all visitors and the office
personnel to the building in a friendly and a sincere manner."
Use un-biased
terminology. For example: use the "he/she" approach
or construct sentences in such as way that gender pronouns
are not required.
Avoid
using words which are subject to differing interpretations.
Try not to use words such as "frequently," "some,"
"complex," "occasional," and "several."
LeadershipTools
"Business Writing - Write for Success"
Business
Writing Course Quote
"Every
man usually has something he can do better than anyone else.
Usually it is reading his own handwriting."
--Unknown
Suggested
Reading:
The
Manager's Guide To Business Writing
by Suzanne D. Sparks
Guide
to Managerial Communication: Effective Business Writing and
Speaking (5th Edition)
by Mary Munter
Business
Writing Makeovers: Shortcut Solutions to Improve Your Letters,
E-Mails, and Faxes
by Hawley Roddick
Writing
Business Plans That Get Results
by Michael O'Donnell
The
Plain English Approach to Business Writing
by Edward P. Bailey Jr., Larry Bailey
Writing
a Convincing Business Plan
by Art Dethomas
Effective
Business Writing: Principles and Applications
by Gerald W. Morton
Strategies
for Business and Technical Writing (5th Edition)
by Kevin J Harty
The
McGraw-Hill Guide to Writing a High-Impact Business Plan:
A Proven Blueprint for First-Time Entrepreneurs
by James B. Arkebauer
Bull's
Eye Business Writing: 10 Easy Guides for Getting to Your Writing
Target
by Gloria Pincu MA
Business
Writing for Dummies
by Sheryl Lindsell-Roberts
How
to Start a Home-Based Writing Business, 3rd (Home-Based Business
Series)
by Lucy Parker, Karen Ivory
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