What are job expectations?

Small business owners often struggle with the need or importance of job descriptions for their employees.

Some think job descriptions limit the employer's ability to assign other tasks. That is a misconception; in fact, job descriptions communicate job responsibilities and can be very helpful in the hiring process, employee evaluations, planning, disciplinary action and potential legal issues.

Job descriptions should be specific to each position and include the scope of the position, the duties, certification requirements, educational requirements and physical restrictions. This is essential information for you and the employee.

Job descriptions should be reviewed and signed at the time they are put in place if it is the position of an existing employee, or during the new hire process.

If you are in the development stages of your job descriptions, it would be valuable to involve your employees. Having them document what their job entails will aid in developing job descriptions that are accurate and relevant.

Involving your employees in writing the job descriptions also creates motivation and a sense of ownership and makes it very difficult for the employee to later claim that the job description does not accurately reflect his or her responsibilities.

Let's explore in more detail how employee job descriptions can help the business owner:

--Hiring. Job descriptions can provide the important points to be included in an advertisement for the available position. Those reading it can self-qualify or disqualify themselves, and that could save a tremendous amount of time reviewing applica-tions and resumes. The same is true for the employer: You can quickly find your ideal candidates based on the criteria and eliminate those who do not qualify.

--Employee evaluations. This sometimes can be a very subjective area. Having a measuring tool can help you ensure that you are addressing quantifiable and mu- tually agreed-upon tasks and responsibilities concerning your employees.

--Planning. Written job descriptions help in map- ping out the current needs of the company and assign-ing critical tasks and responsibilities to specific positions. This process reduces the possibility of haphazardly allocating unassigned tasks.

Another planning area where job descriptions can prove to be beneficial is succession planning. You can take the job description of a supervisory or management position and use it as a training guide to develop an employee for that role.

--Disciplinary action. Having employees read and sign the description for their position and providing them with a copy for their records will help to empha- size the importance of this document and its expectations. The job description then becomes a measuring tool used to determine when your employee may not be performing to her full potential.

--Legal pitfalls. Any requirements that are unusual such as time requirements and/or high pressure or unusual job stress should be noted. Other areas such as environmental conditions, tools and equipment used in performing the job or ability to lift heavy items are also important to list to avoid any lack of transparency about the position.

In closing, the job description should reflect the reality of the employee's job as closely as possible.

Having job descriptions in place will prove to be beneficial as a foundational piece of your business and beyond.

Pat Eardley is a human resources adviser with more than 16 years' experience in human resources management. She supports small-business owners, allowing them to have more time by focusing on creating a successful business environment for them and their employees. Find out more at www.pateardley.com.

The Job Coaches are experienced volunteers from the Center for Women’s Job Counseling Program. Ask them questions by calling 763-7333 or e-mailing info@c4women.org. If you would like further assistance, make a counseling appointment; a donation of $35 is requested.