Job Descriptions and Specifications : Small Business Plan Template : Lean Business Club, Inc.

HUMAN RESOURCES MANAGEMENT
CHECK POINT 24: JOB DESCRIPTIONS AND JOB SPECIFICATIONS

Please Select Any Topic In Check Point 24 Below And Click.

1.	what is a job description?
2.	advantages of job descriptions
3.	small business example job description
4.	what is a job specification?
5.	questions addressed by a job specification
6.	a broad range of job descriptions and job specifications
7.	small business example job specification
8.	application of job descriptions and job specifications
9.	importance of job descriptions and job specifications
10.	for serious business owners only
11.	the latest information online

DO I NEED TO KNOW THIS CHECK POINT?

Management Level	Yes	Optional
Level 1: I Am An MBA Student.	V
Level 2: I Am A Professional Manager In A Company.		V
Level 3: I Plan To Start A One-Person Business.		V
Level 4: We Plan To Start A Small Business Without Employees.		V
Level 5: I/We Plan To Start A Small Business With Employees.	V
Level 6: I Am A One-Person Business Owner.		V
Level 7: I Am A Small Business Owner With Employees.	V
Level 8: We Are Small Business Owners Without Employees.		V
Level 9: We Are Small Business Owners With Employees.	V
Level 10: I Am A Management Consultant Or A CPA.	V

WELCOME TO CHECK POINT 24

TUTORIAL 1 General Management				TUTORIAL 2 Human Resources Management				TUTORIAL 3 Financial Management				TUTORIAL 4 Operations Management				TUTORIAL 5 Marketing And Sales Management
1	6	11	16	21	26	31	36	41	46	51	56	61	66	71	76	81	86	91	96
2	7	12	17	22	27	32	37	42	47	52	57	62	67	72	77	82	87	92	97
3	8	13	18	23	28	33	38	43	48	53	58	63	68	73	78	83	88	93	98
4	9	14	19	24	29	34	39	44	49	54	59	64	69	74	79	84	89	94	99
5	10	15	20	25	30	35	40	45	50	55	60	65	70	75	80	85	90	95	100

HOW CAN YOU BENEFIT FROM CHECK POINT 24?

The main purpose of this check point is to provide you and your management team with detailed information about Job Descriptions And Job Specifications and how to apply this information to maximize your company's performance.

In this check point you will learn:

•	What is a job description?
•	About the elements of a job description.
•	About the advantages of a job description.
•	What is a job specification?.
•	About questions addressed by a job specification.
•	About a range of job descriptions and job specifications for various positions.
•	How to prepare a job specification in a small business organization.
•	About the application of job descriptions and job specifications in a company.
•	About the importance of job descriptions and job specifications... and much more.

LEAN MANAGEMENT GUIDELINES FOR CHECK POINT 24

You and your management team should become familiar with the basic Lean Management principles, guidelines, and tools provided in this program and apply them appropriately to the content of this check point.

You and your team should adhere to basic lean management guidelines on a continuous basis:

•	Treat your customers as the most important part of your business.
•	Provide your customers with the best possible value of products and services.
•	Meet your customers' requirements with a positive energy on a timely basis.
•	Provide your customers with consistent and reliable after-sales service.
•	Treat your customers, employees, suppliers, and business associates with genuine respect.
•	Identify your company's operational weaknesses, non-value-added activities, and waste.
•	Implement the process of continuous improvements on organization-wide basis.
•	Eliminate or minimize your company's non-value-added activities and waste.
•	Streamline your company's operational processes and maximize overall flow efficiency.
•	Reduce your company's operational costs in all areas of business activities.
•	Maximize the quality at the source of all operational processes and activities.
•	Ensure regular evaluation of your employees' performance and required level of knowledge.
•	Implement fair compensation of your employees based on their overall performance.
•	Motivate your partners and employees to adhere to high ethical standards of behavior.
•	Maximize safety for your customers, employees, suppliers, and business associates.
•	Provide opportunities for a continuous professional growth of partners and employees.
•	Pay attention to "how" positive results are achieved and constantly try to improve them.
•	Cultivate long-term relationships with your customers, suppliers, employees, and business associates.

1. WHAT IS A JOB DESCRIPTION?

JOB DESCRIPTION

Business owners and managers must be able to prepare job descriptions and job specifications for various positions within a company to ensure its successful performance in a competitive market environment.

The prime purpose of a job analysis is to provide sufficient information and to prepare comprehensive job descriptions and job specifications for a broad range of positions within an organization.

A Job Description is a detailed statement which summarizes the relevant duties, responsibilities, authority, and accountability of a specific job. The prime elements of a job description are outlined below.

ELEMENTS OF A JOB DESCRIPTION

1.	The Job Title Or Job Description Identification. This specifies the title of the job, e.g. president, marketing manager, or typist.
2.	The Job Summary. This specifies the nature of the job in a condensed form by listing the primary functions only.
3.	Details Of Accountability. These specify the reporting procedure, i.e. to whom the person is accountable within the organization.
4.	Details Of Duties And Responsibilities. These include a detailed description of all duties and responsibilities of the job.
5.	Details Of Authority. These define the authority of the job holder within the organization and specific limits of authority in decision-making, direct supervision, expenditure, and other activities.
6.	Specific Job-Related Guidelines. Specific guidelines for employees regarding what they are supposed to do within the company to meet its organizational objectives.
7.	Details Of Non-Essential Functions. Details of non-essential functions and job requirements which may be relevant to a specific job.
8.	Participation In Job-Related Teams. Details of participation in specific job-related teams.
9.	Participation In Management Meetings. Details of participation in specific management meeting

ADDITIONAL INFORMATION ONLINE

•	Job Description By Luis Ocampo 88.
•	Understanding A Job Description By Career Vidz.
•	Why Do I Need A Job Description By Victoria Mavis.
•	How To Write A Great Job Description By Alyson Pellowe People Vision HR.
•	How To Write A Job Description Effectively By Sheryl Wolowyk, My HR Pro.

2. ADVANTAGES OF JOB DESCRIPTIONS

JOB DESCRIPTIONS PROVIDE ESSENTIAL INFORMATION ABOUT A SPECIFIC JOB

The core of any Job Description is the summary of all duties prescribed for a specific job. This is achieved by means of detailed description of all activities and their corresponding goals. A well prepared job description represents an efficient tool that provides guidance and control of employees' performance in the company.

The List Of Duties for employees may vary from one position to another depending upon the company's specific needs. However, it is always important to include an item, "Other Duties As Assigned", in every job description. Having such a "duty" in a job description will avoid any possible arguments in the future over task assignments and eliminate the "It's not my job" statements from employees to their supervisors.

JOB DESCRIPTIONS PROVIDE IMPORTANT ADVANTAGES

1.	Job descriptions provide managers with a critical tool during employee hiring, interviewing, and orientation processes.
2.	Job descriptions provide employees with a clear and concise description of job duties, responsibilities, accountability and authority related to a specific job in a time-effective manner.
3.	Job descriptions help to prevent misunderstandings between managers and employees regarding the scope of work that needs to be performed.
4.	Job descriptions help managers to develop effective employee training and management development programs.
5.	Job descriptions help managers to evaluate employee performance in a more time-effective manner to ensure accurate evaluation results.
6.	Job descriptions help managers to develop more equitable employee compensation and incentive programs to ensure high level of employee motivation and reduce the employee turnover rate.
7.	Job descriptions help managers to evaluate operational processes and streamline operational activities.
8.	Job descriptions help managers to identify non-value-added activities and develop a plan of eliminating waste and maximizing operational performance.
9.	Job descriptions help managers to secure more efficient employee performance to maximize customers' satisfaction.
10.	Job descriptions help managers to ensure healthy labor-management relations within the organization.
11.	Job descriptions help managers to ensure employee safety and health procedures within the organization.
12.	Job descriptions help managers to ensure fair conflict management resolution and employee separation process.
13.	Job descriptions help managers to transform an organization into a lean organization and maximize organizational performance and profitability.

A typical job description is illustrated next.

ADDITIONAL INFORMATION ONLINE

•	Writing A Useful Job Description By Gerry Czarnecki.
•	How To Write Great Job Description By Alyson Pellowe, PVTV.
•	How To Write A Job Description In 30 Minutes Or Less By Brenda Lavell.
•	How To Write A Job Description Template Sample By Stephen Goldberg.
•	How To Write A Job Description In 3 Easy Steps By Diane, Easy Small Business.

3. SMALL BUSINESS EXAMPLE
JOB DESCRIPTION

JOB DESCRIPTION

•	Job Title: Company President.
•	Job Summary: To plan, organize, direct, and control the company's strategic and operational activities and to ensure a satisfactory return on shareholders' investment.
•	Accountable To: The Board of Directors.
•	List Of Duties:
1.	Establish the company's executive management team.
2.	Develop and implement an effective decision-making process within the organization.
3.	Formulate organizational objectives, strategies, policies, tactics, and rules in collaboration with other members of the executive management team.
4.	Develop a sound and realistic plan of management for the forthcoming fiscal period.
5.	Authorize and coordinate the implementation of all aspects of strategic and operational planning activities.
6.	Develop an effective organizational structure and prepare an organizational chart.
7.	Allocate responsibilities, duties, and authority and determine the level of accountability of each member of the executive management team.
8.	Ensure effective selection, appraisal, training, development, and compensation of management personnel and other employees.
9.	Encourage and consider suggestions from subordinate executives regarding all company activities.
10.	Lead the executive management team toward the achievement of organizational objectives.
11.	Develop effective communication between all members of the executive management team.
12.	Maintain continuous control over all major operational activities on a personal basis or through delegation of functions.
13.	Deal on the company's behalf with various government, trade, and commercial organizations.
14.	Ensure the existence of adequate arrangements to ensure the continuity of the company's operational activities. • Details Of Authority: Authorized to incur capital expenditure up to $100,000 during one fiscal year. Any additional capital expenditure will require the specific approval of the Board of Directors. • Immediate Subordinates: 1. Vice President, Finance. 2. Vice President, Operations. 3. Vice President, Marketing and Sales. • Participation In Management Teams: 1. Chair of the company's executive management team. 2. Member of the company's financial, operations, marketing and sales management teams.

4. WHAT IS A JOB SPECIFICATION?

JOB SPECIFICATION

Another result of the job analysis process is development of job specifications for various positions within an organization.

A Job Specification is an employee-oriented summary of human assets which are expected to be exhibited by an employee to perform a particular job within an organization. The main objective of a job specification is to outline the minimum level of knowledge, skills, education, and attributes necessary to ensure an acceptable standard of work.

A job specification includes several elements outlined below.

ELEMENTS OF A JOB SPECIFICATION

1.	Details of education requirements.
2.	Details of work and managerial experience requirements.
3.	Details of training requirements.
4.	Details of physical effort requirements.
5.	Details of physical skills requirements.
6.	Details of communication skills requirements.
7.	Details of computer skills requirements.
8.	Details of special software program skills requirements.

The initial stage of any job specification is usually based on a comprehensive assessment of the job description. The latter provides detailed information regarding any specified position within the company. The quality of the job specification depends primarily on the correct understanding of the relevant job description, i.e. nature of work, specified duties and responsibilities, limits of authority and accountability.

ADDITIONAL INFORMATION ONLINE

•	Person Specification Example By Career Vidz.
•	Person Specification By Graham Martin, The Recruitment Guy.
•	A Job Specification And Person Specification By Rob Scott, Sales Recruitment.
•	Job Analysis, Job Description, Job Specification, And Job Evaluation By IIMTS.
•	Job Analysis, Job Description, Job Specification And Job Evaluation By Tronixir.

Note:

To avoid any confusion, it is important to remember that in some countries a Job Description is termed a Job Specification and a Job Specification is termed a Person Specification, as presented in two videos above.

5. QUESTIONS ADDRESSED BY A JOB SPECIFICATION

JOB SPECIFICATION

During the process of preparing a Job Specification, a number of questions will have to be answered as outlined below.

QUESTIONS RELATED TO A JOB SPECIFICATION

1.	What is the minimum standard of school, professional, or university education required?
2.	What is the minimum level of professional experience required?
3.	What knowledge, skills, and abilities does the job require?
4.	What is the period of experience required?
5.	Can specific knowledge, skills, and abilities be developed on the job and how long would it take?
6.	Does the job entail special physical effort by the job-holder?
7.	Does the job-holder need to possess special physical abilities to meet the job requirements?

6. A BROAD RANGE OF JOB DESCRIPTIONS AND JOB SPECIFICATIONS

JOB DESCRIPTIONS AND JOB SPECIFICATIONS

Job Descriptions and Job Specifications can be prepared for a broad range of positions, depending upon the company's specific needs and may include the following positions outlined next.

A typical example of a job specification in a small company for a design engineer is illustrated below.

A RANGE OF JOB DESCRIPTIONS AND JOB SPECIFICATIONS

• President
• Vice President, Human Resources
• Vice President, Finance
• Vice President, Production
• Vice President, Operations
• Vice President, Marketing
• Vice President, Sales
• Vice President, Merchandising
• Vice President, Contracts
• Controller
• Treasurer

• MIS Manager
• Project Manager
• Operations Manager
• Financial Manager
• Production Manager
• Engineering Manager
• Marketing Manager
• Sales Manager
• Credit Control Manager
• Bookkeeper
• Operator

7. SMALL BUSINESS EXAMPLE
JOB SPECIFICATION

JOB SPECIFICATION

Job Title: Design Engineer.

Accountable To: Vice President, Engineering.

Background: Due to expansion of our manufacturing facility and to development of new products, it is essential to employ a suitable design engineer who will be able to handle the increased workload in the design department.

Required By: March 2015.

Job Summary: To take full responsibility for new product and process design, testing, and collaboration with the manufacturing department in this regard.

Desired Education: B.S. Mechanical Engineering.

Desired Experience: At least 2 years of product and process design experience in similar industry.

Special Requirements: The candidate needs to be familiar with CAD/CAM design and also be familiar with plastic products design.

On-The-Job-Training: The candidate should be prepared to receive additional on-the-job training during the initial six-month period of employment.

Travel Requirements: The candidate will be required to travel to customers and to deal with suppliers.

Salary Range: $70,000 - $100,000 per year.

Employee Benefits: Medical and life insurance, pension plan, company vehicle, one month paid vacation.

Additional Information: The above position is suitable for a candidate who is eager to grow with the company.

8. APPLICATION OF JOB DESCRIPTIONS AND JOB SPECIFICATIONS

USEFULNESS OF JOB DESCRIPTIONS AND JOB SPECIFICATIONS

The success of the employee-hiring process often depends upon the quality of the Job Descriptions and Job Specifications prepared by the company's management.

Both, job descriptions and job specifications, the prime products of the job analysis process, are commonly used in various applications outlined below.

APPLICATION OF JOB DESCRIPTIONS AND JOB SPECIFICATIONS

1.	Employee planning and forecasting.
2.	Employee recruitment and hiring.
3.	Employee screening and testing.
4.	Employment interviews.
5.	Employee orientation.
6.	Employee training.
7.	Management development.
8.	Employee motivation.
9.	Basic job compensation.
10.	Financial incentives.
11.	Employee benefits.
12.	Employee performance appraisal.
13.	Employee career management.
14.	Labor-management relations.
15.	Employee counseling procedures.
16.	Examination of organizational structure and its effectiveness.
17.	Modification of organizational structure.
18.	Modification of specific jobs.
19.	Employee safety and health.
20.	Employee conflict management and separation.

9. IMPORTANCE OF JOB DESCRIPTIONS AND JOB SPECIFICATIONS

IMPORTANCE OF JOB DESCRIPTIONS AND JOB SPECIFICATIONS

Business owners and managers often underestimate the importance of Job Descriptions and Job Specifications. This may cause a poor utilization of skills and experience of the company’s employees and result in ineffective implementation of human resources management practices within the organization.

Absence of clearly defined job descriptions and job specifications may cause a range of serious problems within an organization as outlined below.

WHAT MAY HAPPEN IF A COMPANY
DOES NOT HAVE JOB DESCRIPTIONS AND JOB SPECIFICATIONS?

1.	This may cause difficulty in accurate planning for new employees.
2.	Employee recruitment, hiring, screening, and testing processes may become less effective.
3.	Managers don't have good reference to conduct employment interviews and orientation.
4.	This may cause difficulty in planning and implementing employee training programs.
5.	This may cause difficulty in implementing management development processes.
6.	Employees may become more discouraged and less motivated to do their job.
7.	No clear basis for developing effective employee compensation and incentive programs.
8.	This may complicate management efforts to streamline operational activities.
9.	This may cause ineffective employee performance appraisal process.
10.	This may cause difficulty in developing sound employee career management programs.
11.	This may create unnecessary confusion among employees in the workplace.
12.	This may cause deterioration of labor-management relationships.
13.	It may become more difficult to examine, modify, and improve operational activities.
14.	It may negatively affect employee safety and health.
15.	No clear basis to modify existing jobs within the organization.
16.	No clear guidance in employee conflict management and separation.
17.	It may cause more difficulty in examining organizational structure and its effectiveness.
18.	It may cause loss of operational efficiency and profitability.

It is essential, therefore, that you and your management team develop clear, concise, and meaningful job descriptions and job specifications for all essential positions within your organization well in advance. This will equip your management team with an important tool to handle a broad range of operational activities, provide effective guidance to subordinates, and contribute to your company's profitable performance.

ADDITIONAL INFORMATION ONLINE

•	The Importance Of Job Descriptions By Chris Slay.
•	Job Description By Tyler Stapleton, Child Care HR Council.
•	10 Reasons To Write A Job Description By Stephen Goldberg.
•	Job Analysis, Job Description, Job Specification By IIMTS FZE.
•	Why Job Descriptions Are Important To Recruiting By HRTMS.

10. FOR SERIOUS BUSINESS OWNERS ONLY

ARE YOU SERIOUS ABOUT YOUR BUSINESS TODAY?

Reprinted with permission.

11. THE LATEST INFORMATION ONLINE

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LESSON FOR TODAY:
A Good Job Description Is Worth A Thousand Words!