A Look into Job Codes and Descriptions
Job codes and job descriptions are crucial components of business operations. Job codes are individualized number sets assigned for specific jobs. Job descriptions are summaries of a role's responsibilities and requirements.
Job descriptions contain details about tools, equipment, and working conditions that a role requires. Reporting relationships and other employee relationships are generally clarified in a job description.
To comply with various legal requirements such as the Americans with Disabilities (ADA), employers must clearly state any requirements that cannot be reasonably accomodated. For example, the need to lift materials over 40 pounds may not be reasonable for people with specific disabilities.
Human resources departments use an employee's job code and job description for a wide range of functions. Job descriptions and job codes are especially useful for the following human resource management processes-
1. Employee Recruitment
Locating top talent employees to fill a vacant role is a time consuming and often stressful human resources management task. Recruiting and retaining top talent employees is an investment in a business's longevity and overall success.
A comprehensive job description that lists all responsibilities and requirements of a position provides the baseline for sorting through a saturated employee applicant pool.
2. Performance Management
A job code and job description contain a lot of valuable information about a specific employee's responsibilities. By thoroughly understanding what an employee's role and responsibilities are, performance can be measured more accurately.
Critiquing employee performance is more manageable with a job description and job code to reference. Performance evaluators should supply copies of relevant documentation to supplement feedback given to employees.
In the unfortunate circumstance that an employee must be terminated, performance appraisals that document any failure to comply with job description duties are a great resource. In some cases, a job description may need to be referenced during legal proceedings such as a wrongful termination lawsuit.
Human resources professionals use job descriptions and job codes when developing compensation and benefits packages for both non exempt and exempt employees. Keep in mind that a job description alone does not determine whether an employee is non exempt or exempt.
Non exempt and exempt employees are entitled to different benefits and compensation. Human resources departments must thoroughly comprehend and implement any applicable labor laws in order to avoid noncompliance.
Case studies demonstrate that incentivizing employees increases employee productivity and motivation. When an employee exceeds the expectations of their job description, employers should reward them accordingly.
Pro's and Con's of Using Job Descriptions
Formulating a job description that is succinct yet comprehensive is a challenging task. Pro's and con's of job descriptions include-
Potential Job Descriptions Benefits
A great job description will attract top talent applicants who are an excellent fit for an organization. A detailed description could deter applicants who would have only wasted a human resources department's time.
New employees reference their job description to understand their responsibilities and position within the company. Even for internal applicants, job descriptions are necessary to assign responsibilities and clarify employer expectations.
Job descriptions are useful for employee performance management, including performance evaluations. Employee job descriptions clearly communicate to staff members the areas their performance exceeds expectations or necessitates improvement.
Employee job descriptions assist in aligning employees with larger business objectives. When employees are aligned with business objectives and invested in a company's success everyone benefits.
Potential Job Descriptions Consequences
As an employee's role evolves their job description may quickly become outdated. Make sure to regularly update job descriptions and widen the scope of responsibilities listed if this is a recurring issue.
Job descriptions or codes may hinder employee innovation or risk taking opportunities. If employees fear repercussions for straying from their job responsibilities even momentarily, they may not feel comfortable cross training or developing their skillsets.
Top talent employees take appropriate risks and develop creative solutions. Broaden job descriptions and employee training materials to specify that occasional, productive deviations are appropriate or even encouraged.
Unfortunately, too many human resources department professionals create job descriptions that end up filed away and not referenced. To avoid this, incorporate job descriptions and job codes every step of the employee journey, from recruitment to retirement.
- Employee job codes and job descriptions contain a variety of information about an employee's roles and responsibilities.
- To avoid legal noncompliance, job descriptions should clearly state if reasonable accommodations cannot be supplied.
- Employee recruitment is much easier with a well-written job description. Unqualified applicants may be deterred from applying which saves a human resources department time and money.
- Performance management, including performance evaluations, should utilize an employee's job description.
- Compensation and benefits may be drafted referencing a job code and description.
- Advantages of job descriptions include top talent recruitment and clear expectations. Disadvantages of job descriptions include limiting innovation or becoming outdated.