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Importance of Job descriptions

Updated on January 3, 2015

IMPORTANCE OF JOB DESCRIPTIONS

The Human Resource Department of an organization performs the task of recruitment, for which various procedures are followed in a specific sequence. Job Analysis is one such process wherein a set of procedures are followed to identify a particular job’s content- the activities involved in the job and the requirements for performing the said activities. Information from job analysis could be used to write Job Description. Job Description could be defined as a broad and general written statement, a listing of a job’s responsibilities, duties, scope, reporting relationship, working conditions, work hours and supervisory responsibilities. It usually provides inputs for Job specification (listing the qualities required for the incumbent to possess for executing the said job optimally).

Job Description is very significant in a number of ways. Firstly, it tells an employee how he should go about his duties, what boundaries he should keep in mind, what his code of conduct should be & whom he is accountable to, as well as the safety procedures to be followed when performing a job having occupational hazards. These procedures could aid the employee in claiming any compensation, or the HR manager in undertaking a disciplinary action, if need arises. Secondly, job descriptions are an invaluable tool in strategic decision making, whereby the HR Manager could clearly lay down the applicants’ roles and responsibilities & frame the right interview questions during recruitment process, ensure that the staff duties and the company vision are well aligned together, and perform the task of training needs identification by determining the weak areas where expectations are falling short of being met. Further, Job description provides a clear basis for performance management, so that the employees comprehend well their responsibilities and the expectations of the management. Last but not the least, job descriptions form a sound basis, upon which the employees are provided with an adequate compensation package that matches their level of qualification and responsibility undertaken in the organization.

Thus, it would not be wrong to say that job descriptions are invaluable to employees as well as the management alike.

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