How to Write Job Specs
Writing job specs is an extremely important task. The details and information on job specs will not only make explaining a position easier, but will also make hiring easier, more efficient and less expensive. Detailed, thorough job specs allow potential applicants to weed themselves out of the candidate pool because they will know whether they are qualified.
Other People Are Reading
Instructions
-
-
1
Format your job specs. The job specs can be written as a bulleted list or as a paragraph. Whichever format you choose, make sure to remain consistent throughout the document.
-
2
Describe major duties. Major duties should consist of duties that will be completed daily and will take up the most time. Do not give generic descriptions, rather, be as specific as possible. If the responsibility is to “review accounts,” will it be to review all accounts, or just those of a certain dollar amount?
-
-
3
Describe the minor duties. Minor duties are tasks that will need to be completed on a consistent basis, but not daily. These duties could occur weekly, monthly or annually. They should be described in a detailed way, and your job specs should outline the frequency the duties will occur.
-
4
Describe the “as needed” duties. When writing job specs, “as needed” duties are listed more vaguely than the major and minor duties. “As needed” tasks cover tasks that come up occasionally, as well as any menial tasks that you want the associate to understand they may be expected to do.
-
5
Use the duties to determine the necessary skills. When you review the duties you wrote, list out the skills you feel are necessary for an employee to have in order to carry out those duties. Major, minor and occasional duties should all be included in the skill assessment.
-
6
List required education and experience. Some employers have tasks that require a higher level of education and/or experience to have been obtained by the employee in order to carry them out. This could be due to legislative or licensing requirements. Some duties don’t require any education or experience, but as an employer, you may feel that the education background of a candidate is indicative of their work ethic and that their experience level indicates how much training they will need.
-
1
Tips & Warnings
Ask other employees in similar positions to assist you in writing the specs. This will give you a better picture of the actual responsibilities of the position.
