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Recruiting? Prepare a Proper Job Description

8 Dec, 2009 By: Rich Sissen imageSource

Recruiting? Prepare a Proper Job Description

The employer’s or human resource person’s ability to match the skill
capacities of career seekers takes vital personal management skill. Ultimately,
it is a major factor in hiring the right person for the job needed to help
promote a company’s efficiency, growth and earnings. The underlying key to a
successful business operation lies in the obvious – selecting the right people
for the right jobs. Sounds easier than it is, but tens of thousands of dollars
are lost each year by companies of all sizes because they select people who are
not qualified to fill key positions.

People look great on resumes; job experience seems to flourish, or is
embellished, so the real work for employers is providing a truly complete and
comprehension job seeking description in the first place to illustrate just what
qualifications are needed, to separate the wheat from the chaff.

The cost of turnover is increased dramatically when we add in the training
expenses, additional recruiting and selection expenses, loss of productive time
by management, and lost business through dissatisfied customers who are served
by incompetent individuals.

In addition, managers personally experience discouragement and frustration in
their own job when they realize they must begin all over to recruit a
replacement for a position. This is not good for company morale or a
department’s productivity.

Here is a step by step guideline to write a full & sound job description.
Remember, selection errors are commonplace & the cost is staggering.

1 Complete Job title. State the official job classification title. If
the job primarily involves sales, management or other kinds of responsibilities,
please indicate the percent of time that will be spent on these, primarily.

2 Major goals & responsibilities. Briefly describe the basic purpose
of this job. In other words, what the results will be if this job is done
successfully. Include the most important goals, outcomes and responsibilities
for which the person will be held accountable. Indicate the criteria that will
be used to measure success in the position. ER: cold calls per day,  phone
calls, quota, etc.

3 Product & services involved in the job.
Indicate those products or
services sold if it is a sales job. Meaning, the products and services your
company represents or produces.

4 Compensation Methods.
Know the range (low to high) and advancement for
opportunities. This information is crucial in selecting the right people. Be
candid about limitations as well as opportunities when completing this part of
the job description. Provide figures for the low and high range of salary or
commission earnings. What percent is commission of the total?

5 Essential activities. Briefly state the five most important
functions of the job and what percentage of time should be spent doing each.
Please list these duties and responsibilities in order of their importance to
the job. Be specific.

6 People managed. If applicable, specify the number and job titles of
the people managed or supervised by the person in this position. Include those
who are directly managed by this person as well as those for whom this person is
only indirectly responsible.

7 Primary people contacts. Identify those people with whom the person
in this position will have frequent direct contact. Include people contacts both
internal and external to the organization.

8 Prerequisites.
State the minimum requirements in terms of education,
training or experience needed to function effectively on the job.

9 Toughest Parts of the Job. Include the most difficult aspects of the
job the person is likely to encounter during start-up and on an ongoing basis on
the job. ER: new sales territory, lots of rejections, product knowledge, etc.

10 Outside Influences.  List any unusual circumstances occurring
within the team environment or circumstances that will directly impact
performance. ER: What training, by whom and how much. What kind of support will
they receive, from whom will they receive from? What are the realistic
advancement opportunities? What behavioral characteristics should they have for
this job? How many hours per week are required for overtime?

11 Behavioral Characteristics. Attitude along with skills are key.
Consider the specific job carefully and describe a successful person but not one
who appears “overqualified.” Avoid the temptation to "idealize" every job

The next step in the selection process is to then match this specific job
description to the candidate's “real” skills, experiences and their behavior
patterns. The process is now unfolding.

Rich Sissen has more than 30 years experience in the office technology
industry, including 10 years with a major manufacturer and 18 years as the owner
of a copier and facsimile dealership. He serves as a management consultant for
the office equipment industry. Visit
www.sissenandassociates.com or
email richsissen@aol.com.

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