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How to Improve Job Descriptions

Collaborating with Employees

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Questions

Samantha asks her manager to update her job description.

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I do a lot of things that are not in my job description. I’m asking that you update my job description to reflect everything I do.

How should the manager respond?

A. I believe we should leave job descriptions as they are.

B. Maybe we can do that; show me what you have.

C. Not everything you do needs to be in the job description.

https://docs.google.com/presentation/d/1aOHnjI4TQe8T2JyUCeQ-H-dB1UKT3OC8/edit#slide=next

https://docs.google.com/presentation/d/1aOHnjI4TQe8T2JyUCeQ-H-dB1UKT3OC8/edit#slide=next

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Correct Answer to Question

Samantha asks her manager to update her job description.

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I do a lot of things that are not in my job description. I am asking that you update my job description to reflect everything I do.

How should the manager respond?

1. I believe we should leave job descriptions as they are.

2. Maybe we can do that; show me what you have.

3. Not everything you do needs to be in the job description.

That’s right. In Answer B the manager acknowledges Samantha’s suggestions to the job description, and it demonstrates an opportunity to improve it.

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Incorrect Answer to Question

Samantha asks her manager to update her job description.

I do a lot of things that are not in my job description. I am asking that you update my job description to reflect everything I do.

How should the manager respond?

A. I believe we should leave job descriptions as they are.

B. Maybe we can do that; show me what you have.

C. Not everything you do needs to be in the job description.

Actually, the correct answer is B, where the manager is open to her suggestions to the job description . Answer A dismisses her request. Further, Answer C minimizes her contributions to the job role.

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Manager’s Response

BWP’S Administrative Assistant’s Job Description:

• Various administrative functions
• Filing and posting paperwork
• Assist with accounting
• Invoice submissions

Let’s look at BWP’s Job description to determine if they are key job functions. If they are, we may be able to add your suggestions.

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Wendy, Samantha’s Manager

Yes. Let’s compare the job description to my list.

Are you ready to compare the job description to your list?

 AGREEMENT TO COMPARE

Well, I certainly appreciate you setting the thermostat, turning on the copy/fax machine, and organizing birthday parties. Do you think they are key functions in BWP’s Job Description?

Well, now that I look at the job description, they don’t all seem like key job functions.

APPRECIATION

What job functions would you add? Questions.

It looks like BWP’s Administrative Assistant Job Description includes:

• Various administrative functions
• Filing and posting paperwork
• Assist with accounting
• Invoice submissions

Adding a Key Job Function

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Samantha’s Addition to the Administrative Assistant’s Job Description

I do these things regularly:

• Schedule and pay the exterminator’s invoice
• Organize and decorate for office parties
• Set up the meeting room for client presentations
• Turn on lights and copy/fax machine.

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Which key job function below can Samantha add to her job description based on BWP's criteria?

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2. Organize and decorate for office parties

1. Schedule extermination and lawncare and pay their invoices.
2. Organize and decorate for office parties.
3. Set thermostat for optimal temperature
3. Turn on lights and copy machine in the morning.

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Which key job function below can Samantha add to her job description based on BWP's criteria?

1. Schedule extermination and lawn care and pay their invoices.

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2. Organize and decorate for office parties

3. Set thermostat for optimal temperature

D. Turn on lights and copy machine in the morning

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That’s right. Answer “A” is a key job function that improves the job description by adding a specific task such as paying invoices.

Which key job function below can Samantha add to her job description based on BWP's criteria?

1. Schedule extermination and lawn care and pay their invoices.

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2. Organize and decorate for office parties

3. Set thermostat for optimal temperature

D. Turn on lights and copy machine in the morning

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The correct answer is A. Answer B, is not a key job function because it is for social events anyone can do. Answers C and D, apply to anyone that arrives at the office first, since they can turn on the lights and copy/fax machine or set the thermostat. Therefore, it is not a key

job function.

I do think you’re right about scheduling and submitting invoices for the exterminators and the lawncare services. Those are related to your key job function of submitting invoices.

I agree that those are related to my key job functions.

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Agreement on Key Job Functions

As for the other things you do, we could have everyone take turns doing them on a rotating schedule.

That sounds fair.

Compromise

OK. I will make the rotating schedule for the team.

Great! Thank you so much for hearing me out.

Improving Job Descriptions

Managers may improve job descriptions when it involves key job functions:

1. Key Job Function. A key job function is one that aligns with the company’s job description.
2. Employee Collaboration. Managers may use employee input to improve the written job descriptions.
3. Improvement. Managers will analyze with the employee whether the employee’s suggestions are key job functions. If they are, then the manager can add them to the job description and submit them for approval to Human Resources.

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