How to Never Write Another Job Description Again

Despite your best efforts to recruit and hire the best job candidates on the market, chances are they may no longer be with you twelve months down the line. It’s just the reality of being a small business owner. Not only is this time-consuming and frustrating, but it costs you a lot of money and administrative work on the back end.

So today I want to share with you one of my secrets to keeping your job descriptions evergreen, thus allowing you and your team to fill positions quicker with less administrative work.

The Story of a Perfect Onboarding

I recently hired Jennifer, a great customer service agent with glowing recommendations and all the must-haves on my list. I’ve sent her the welcome video with a background of our company and a history of what we do and who we serve. And I have her email and technology logins ready to go. It’s now her first day and we are ready to get started.

David: Hi Jennifer, we are excited to have you join the team. Here is the job description for the customer service position. Now, we created that job description a couple of years ago and I noticed that there’s a few things that we’ll want to change. Our software’s been updated etc . You’ll find the job description in a Word doc on your computer.

Now we have mapped out your first week with training, but you and I are going to have a meeting – a 15-minute meeting every Thursday at the end of the day for the first five weeks and what you’re going to do is you’re going to update that job description as you see fit during the training period.

Jennifer:  Okay…

David: And any time you find a contradiction you just ask me about it or clarify it on the job description.

Jennifer:    Sure, sounds good. 

David: Also one of the things that you may come across occasionally is that we may say something is done a certain way but in reality it’s done a different way. So, one of your jobs is to be a really good detective and find out where those inconsistencies are so that we can make sure that we are all on the same page. 

Jennifer:    Okay, I can do that.

Over the next five weeks Jennifer will do the work for me. She will update the job description and make sure that the systems and controls are up to date for her job position all while undergoing training.

6 Months Later

Jennifer has decided to move on to a different position. So we place an ad and hire on another customer service representative named Steve… this time we don’t have to create or even update the job description we have on file because Jennifer did most of the heavy lifting for us a few months back.

David: Welcome aboard Steve, we are excited to have you join the team. Here is the job description for the customer service position. this is a pretty fresh job description, but there are some inconsistencies. So, I welcome you to suggest changes and improve this in the company and I want you to know that we’ve evolved a lot. We’ve gotten a lot better over the past five years and I’m hoping now with your help we’re going to be even better.

And the cycle continues….