What is a position description?
It’s a simple template which assembles all responsibilities, key measurables, and KPI’s within a specific role. It also includes what qualifications or experience a person may need to bring to the table, prior to commencing a position. FUN part is there’s no right or wrong way about creating these little gems. If all requirements of somebody’s role are written down on this template; we’re good!
So, my question for you is, how do YOU as the manager know whether you’re employee/s are completing all their designated responsibilities? How is an employee supposed to remember every single responsibility that they’re accountable for, in detail?
The answer is… *drumroll please*… they don’t! & They can’t be expected to. It’s that simple!
So, let’s make our lives, and their lives SIMPLER by creating these documents, so that we have a clearer understanding between both parties. I can assure you that having more structure, will lead your team to feel much more organised, and confident with their workloads.
How can we use our position descriptions?
You wouldn’t believe it, but these essential documents have multiple purposes.1. Performance reviews and professional development
Performance reviews are a fantastic HR function, which allows managers to review their employees’ performance within their specific roles. To complete this, their detailed position descriptions come into action. As the main discussion of the performance review is surrounding the information extracted from the employees’ position description. How can we formally applaud our employees with a promotion, if we don’t have exact guidance of their current, and next role within our team? Along with performance reviews comes goal setting, and progression.2. Accountability and understanding your team
Position descriptions aren’t a confidential document. If anything, it’s super important for position descriptions to circulate within their teams so that they not only understand the specifics of what they’re completing, but also what their team is completing. For example; a junior member may need support from one of their senior members if their manager is absent, how will they know who to ask about a specific question, if they’re unsure which areas of expertise lies within their team?3. Structure & Clarity
Position descriptions equal structure, and structure equals clarity! Having clarity within your role assists you to pursue personal and professional goals, and it also entices employees to work harder. Managers who take time out of their day to ensure that their employees understand their responsibilities and are supported, SCREAMS success!4. Impact
Coming from an employees’ perspective, we want clarity, and impact. We want to ensure that we know what we’re accountable for, and we want to be given the chance to make an impact in our role so we can continue to progress through our career. Yes, I’ve mentioned Clarity a few times, but it’s important!What are some risks, for not having position descriptions in place?
I mentioned above that without position descriptions, how are employees supposed to remember every specific responsibility they’re accountable for, after they’ve completed their induction and training? They don’t. It’s an assumption. As a manager, we want to ensure that our teams are running as smoothly as possible, without any assumptions. Talking through your employees’ position description and their expectancies generates a door for communication, professional relationships, and a safe space. Creating that safe space means your employee can feel comfortable to approach you regarding questions, or support.Where does Your HR System come into action?
Your HR System offers all the HR Functions I listed above.
- Performance reviews
- Position descriptions
- Goal Setting
- Progression pathways
You name it, we have it! Your HR System allows you to create individual profiles for your employees, which holds their very own position description. Our system allows you to edit position descriptions whenever is necessary by going through an approval process between both parties involved, and it extracts all of the data from your employees’ position description, straight into their scheduled performance reviews!
I’m sure my expertise has brought enough of your attention to this topic! So, get cracking! These smoothly sailing steps can bring your teams to life!
Who doesn’t love their role without clarity, structure, and progression?