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How to Write a Job Description for Your Present Position: Part 3

December 17, 2008 By Nagesh Belludi 5 Comments

Preamble

This article concludes a series of three articles that describes how to get clarity about your present role in your organization and write an effective job description.

  • The first article established that writing a job description for your present position will help you clarify your role and establish a sense of better control and direction over your job. See full article here.
  • Yesterday’s article described how to conduct a job analysis: how to thoroughly document your understanding of your role, its scope and context. See full article here.

Write Your Job Description

After completing a thorough job analysis, you should have a list of responsibilities and goals for your position. Here is how to organize this list and write a formal job description:

  • A job description should be a high-level synopsis of the expectations of your role. It need not be all-encompassing or list specific tasks you required of you (that is the function of a ‘work-plan,’ where you translate your job description into a more-detailed list of tasks, projects and measures.)
  • Prioritize your ideas and responsibilities. Group ideas by functional theme if possible. Each theme can then be written as a paragraph (or bullet point) in your job description.
  • List no more than four or five paragraphs of responsibilities. Depending on your position, you may not need a very detailed list of responsibilities. For example, a worker on an assembly line may have just a single paragraph in his job description while an administrative assistant may have a more complex description of duties organized into three or four paragraphs of responsibilities.
  • Each paragraph can consist of as many sentences as necessary to describe a responsibility precisely. Begin each sentence with a verb in present tense. See examples below.
  • If your job involves supervising other employees, include the scope of responsibilities—coaching, training, conducting performance reviews, etc.

Get Concurrence from Your Supervisor

In your next one-on-one meeting with your supervisor, set aside some time to discuss your job description. Ask, “Is this what you expect of me? Is this in line with how you and our management see my role? Am I missing any responsibility or initiative? Do you see anything differently?”

Consider translating this job description into a more detailed work-plan that expands your responsibilities into a more thorough list of projects, initiatives and goals, and the corresponding metrics and targets. This work-plan along with your job description can establish a basis for measurement and job appraisal.

Revise Often and Maintain

Organizations, their objectives, routines and expectations constantly change. Keep your job descriptions current and accurate. Share your job description with your supervisor as part of the performance review process and continually seek agreement on how he sees your job.

Job Description Example 1: Software Architect

  • Research and develop algorithms for automatic parameter-based design of passenger car engines and their machining process illustrations. Implement process-planning software in C++ and integrate an interface with a CAD software.
  • Develop and implement algorithms to translate triangulated computer models into boundary representation data structures and recognize geometric features for design and machining.
  • Research and develop algorithms for automatic conversion of two dimensional orthographic projections of mechanical engineering designs into three-dimensional solid models.

Job Description Example 2: Project Manager

  • Coordinate new projects with Marketing. Write software technical profile from customer requirements. Develop and execute actionable plans for development and implementation of new software. Manage relationships and facilitate cross-functional issue resolution between marketing, customer support and customers.
  • Recruit and supervise five software engineers. Manage engineers’ work loads and ensure contribution. Track, prioritize, report and coordinate the needs and progress of their projects.
  • Coordinate software programming between offices in cities A and B and track measures for on-time performance of projects.

Concluding Thoughts

One of the leading causes of frustration and discontent for employees is the lack of clarity on what is expected on their roles. From an organization’s perspective, employees who do not understand their roles will fail to deliver.

By writing an effective job description for your present position, you can bridge the gap between the expectations of your role and your performance on your job. This generates better results for you, your management and the organization as a whole.

Filed Under: Career Development, Managing People, Sharpening Your Skills Tagged With: Winning on the Job

How to Write a Job Description for Your Present Position: Part 2: Job Analysis

December 16, 2008 By Nagesh Belludi Leave a Comment

Preamble

This article is the second in a series of three articles that describes how to get clarity about your present role in your organization and write an effective job description. Yesterday’s article established that writing a job description for your present position will help you clarify your role and establish a sense of better control and direction over your job. See full article here.

Before you begin writing your job description effectively, you need to thoroughly document your understanding of your role, its scope and context. This is the intention of job analysis.

Step 0: Prepare and Survey

You should have been on your current job for a suitably long-enough period of time, ideally three to four months, to develop a fairly reasonable perspective of your job and its requirements. Collect a job description if one exists for your role, your boss’s and your employees’ job descriptions if they exist, your organization’s objectives and any metrics that you report on a regular basis. Study these documents carefully.

Elements of job analysis for writing job descriptions

Step 1A: Focus on Contribution to the Whole

Yesterday’s article established that your job exists to fulfill an essential function of your organization. Therefore, at the outset, your job analysis should focus on this specific need of the organization.

Identify the goals and the end-product of your organization. If you work at a larger organization, focus on the product of your business division or department. Ask, “Who is the customer of our organization? What do we produce? What service do we deliver?” Then, examine how your role fits in this larger context. Ask, “What contribution does my role make to this whole? How do I add value? How does my work contribute to the performance and results of my organization?”

Recognizing the broader perspective of your work in the context of your organization helps you understand the objectives of your organization and what is expected of you and why.

Step 1B: Understand the Interrelationships

Reflect on how your role is interrelated to others’ roles in the broader context of your organization. If feasible, make a special effort to ascertain the contributions of your manager, his manager and his peers, your peers and your direct-reports. Ask, “How does your role fit into our organization? What are your goals and objectives? How does my work help you contribute in your role? How do you use my work? What can I do to help you and how? What product or service can I provide you to help you become more effective?”

Step 2: Identify What Your Role Requires of You

Given a thorough understanding of your organization’s objectives, establish what the demands of your role are. Stress on defining your key responsibilities and contributions by asking, “What do I need to do to meaningfully add value and contribute to the results of my organization?”

Step 3: Refine Your Role around Your Strengths

In principle, no job should be structured to suit the incumbent employee—every job should be task-focused and organized by function to ensure continuity and succession. However, to promote ownership and job satisfaction of the incumbent employee, her role should be customized to reflect her strengths and weaknesses to the extent possible, without compromising the core contributions expected of her role. This balance between job satisfaction and productive work is critical.

Once you have established what your role demands of you, understand how your unique strengths and characteristics can help your role be more effective for your organization. Ask, “What unique skills do I bring to this job? How can I channel my strengths to enhance this role?”

Step 4: Include How You Can Grow and Expand Your Role

Every job consists of tasks and activities. Managers and organizations often belatedly discover that, when the component tasks tend to be repetitive, an employee may no longer feel challenged and may therefore lose motivation on the job. Hence, all jobs should provide opportunities for the personal and professional growth of the employee and opportunities for the role to expand in terms of its responsibilities and contributions.

To identify how you can grow and expand on your job, ask, “What factors and trends will influence my organization in the short- and long-terms. How can my organization respond? What will be its next initiatives and goals? How will our roles change? How will these changes influence my role? What initiatives can I take to add more value to my job? What else can I do to contribute more? What skills can I acquire to be more effective?”

Filed Under: Career Development, Managing People, Sharpening Your Skills Tagged With: Winning on the Job

How to Write a Job Description for Your Present Position — Part 1: Why

December 15, 2008 By Nagesh Belludi Leave a Comment

Preamble

This article is the first in a series of three articles that describes how to get clarity about your present role in your organization and write an effective job description.

Jobs and Job Descriptions

Jobs are the fundamental building blocks of an organization; they evolve to fulfill essential functions of the organization. The organizational endeavor is, therefore, the sum total of the endeavors of individuals at their jobs. It stands to reason that each job needs to be structured and formally defined. A job description serves this purpose: it is a formal detailing of the specific duties of an employee, her responsibilities and span of control.

A job exists to realize the purpose of an organization. For this reason, a job description should focus upward—it should be written primarily to reflect a specific need of the organization. In other words, a job description, for the most part, should describe the role and not the employee that holds the job—not what she can do, should do or wishes to do in her role.

Who Should Write Job Descriptions

Job descriptions help the management examine the structure of an organization and ensure that all the necessary responsibilities are adequately covered. Ideally, therefore, jobs should be defined from the top.

Theoretically, a manager is the most knowledgeable about all the jobs he supervises. He should be responsible for defining and maintaining the job description. However, hardly a few managers are keen on writing effective job descriptions for their employees. Most managers tend to be cursory: they use generic templates provided by their Human Resources or Personnel departments, or, at best, maintain a longwinded list of an employee’s activities. A majority of job descriptions are vague, out-of-date, indistinct and therefore inadequate. Consequently, job descriptions are often ignored in several organizations.

Why You Should Write Your Job Description

One of reasons you may be dissatisfied with your job or performing poorly on the job is that you tend to perform your day-to-day tasks without any formal detailing of your role. In all probability, you are not completely certain of everything your manager expects of you and how you will be measured against these expectations. In other words, a formal job description may not exist for your job, or, if it does exist, it is badly out-of-date, imprecise and inaccurate.

As the job-holder, you are the best person to write a job description for your job since you have the most on-the-ground knowledge of your role. This assumes, of course, that you can develop or have previously developed a sound understanding of what your role requires of you in the context of the objectives of your organization, including those of your supervisor and immediate management.

Additional critical reasons that may lead you to write your job description include,

  • Redefinition: The nature of your role has changed due to redefinition of the nature of your business, restructuring, revisions to your organization’s objectives, or change in management or your supervisor-manager. Such changes may lead to a significant disparity between what you have done in the past and what may be expected of you in the new context.
  • Transition: When you are moving out of your job, you may consider helping your management recruit a proficient replacement by defining the exact nature of your current role and the skill sets or credentials desirable in potential candidates. A separate blog article will discuss how to identify and define desired characteristics in job candidates.
  • Measurement and Feedback: A job description can help setup a well-defined, consistent understanding of expectations and measures that form the bases of formal performance appraisals.
  • Promotion or Compensation Review: An exhaustive job description is indispensable to persuade management to assign more resources or responsibilities to you or appraise your role, job title, compensation, or benefits.

Most significantly, you can use this opportunity to precisely define your role, correlate what you do with what is expected of you in your role, and ensure ownership and job satisfaction. This sense of better control and direction will translate to stronger motivation at work.

Filed Under: Career Development, Managing People, Sharpening Your Skills Tagged With: Winning on the Job

Job Crafting: Let Your Employees Shape Their Roles

October 23, 2023 By Nagesh Belludi Leave a Comment

Job Crafting: Let Your Employees Shape Their Roles Employees invest a quarter of their lifetime in the realm of work; therefore it becomes a moral imperative to allow some of their waking hours to be a canvas upon which they paint the strokes of purpose and significance.

Isaac Getz, professor at Paris’s ESCP Europe Business School and author of the bestselling book Freedom Inc. (2012,) asserts that granting employees autonomy can tailor their learning and development and unlock the doors to realizing their full potential: “A company is liberated when the majority of employees have complete freedom and responsibility to take any action they themselves—not their boss—see as being best for the company’s vision and purpose.”

Idea for Impact: Encourage job crafting. Within reason, allow employees to take the initiative to actively and intentionally shape the contents of their jobs to better align with their skills, interests, and motivations and make them more purposeful. It’s a key talent retention strategy.

Filed Under: Leading Teams, Managing People, MBA in a Nutshell Tagged With: Human Resources, Likeability, Mentoring, Motivation, Performance Management, Workplace

Wouldn’t You Take a Pay Cut to Get a Better Job Title?

August 27, 2021 By Nagesh Belludi Leave a Comment

Venture capitalist Ben Horowitz on giving employees ego-boosting new job titles to appease them for not receiving a promotion or a pay increase:

Marc Andreessen argues that people ask for many things from a company: salary, bonus, stock options, span of control, and titles. Of those, title is by far the cheapest, so it makes sense to give the highest titles possible… If it makes people feel better, let them feel better. Titles cost nothing. Better yet, when competing for new employees with other companies, using Andreessen’s method you can always outbid the competition in at least one dimension.

Millennials tend to consider work as the defining aspect of their identity (see Horowitz’s What You Do Is Who You Are (2019.)) Job titles aren’t just descriptors of what they do but a reflection of who they are—not just service technicians at an Apple Store, but Geniuses. A self-elevating job title helps them cling to the notion that work has meaning and, consequently, their work-lives make sense.

Moreover, since they’re experiencing more of their lives online than any generation before them, millennials tend to be conscious of their personal brands on social media. Being a ‘senior numbers ninja’ rather than a mere ‘cost accountant’ offers instant branding appeal.

Idea for Impact: However superficial they sound (“bogus grandeur,” I called them previously,) a fancy title could help you land a better position further down the line. Get creative with your job title even if you have to take a hit on your expected salary—it could pay off in the long term.

Filed Under: Career Development, Managing People Tagged With: Career Planning, Human Resources, Job Search, Marketing, Winning on the Job

Don’t Quit Your Job Until

July 20, 2021 By Nagesh Belludi Leave a Comment

Before you quit your job, give your employer a chance to address your issues.

Thoughtfully identify what the real concerns are. Is the problem your current job, your supervisor, a coworker, the processes, the whole company? If the job is the problem, consider making a move within your company before you decide to leave.

Time your concerns appropriately. Use your best insight into how and when to talk to your supervisor based on her temperament.

If you don’t tell your supervisor, she can’t fix it. Who knows what’s feasible—a different job description, team, department, schedule? You may just be surprised at how enriched your experience can be once the key issues are addressed.

Don’t jump ship in frustration if you’re likely to run into the same problems with your next employer. It’s easier to tackle frustrations in a familiar environment at your current employer than at a new company, where you’ll be under pressure to learn the ropes and quickly produce results.

Indeed, your supervisor may not be able to fix your issues even if she knows what they are. But unless you give her a chance, you’ll never know. If you can’t work it out, don’t get hung up on whose “fault” it is.

Filed Under: Career Development Tagged With: Career Planning, Job Transitions, Managing the Boss, Work-Life

Why You Should Interview For a Job Even if You Don’t Want It

May 21, 2021 By Nagesh Belludi Leave a Comment

When you’re uncertain about a position or the company that’s invited you, attend the interview anyway. Do your best. At the very least, it’s an excellent opportunity to practice your interviewing skills.

It’s good to endure the uneasiness—or panic—leading up to interviews. The more interview styles and settings, and the variety of interviewer personalities you’re exposed to, the more prepared you’ll be when you land that dream job interview. Presenting your best self in an interview is a rehearsed performance.

Better yet, any interview could open doors. You may discover details of a position, team, or company that you may end up liking. Job descriptions tend to be nondescript, and you don’t get a real sense of a role or a company until you’ve had a face-to-face or telephone conversation. Too, if you make a positive impression, the interviewer may refer you to another job opening that’s a better fit.

If the interview is definitely not what you were going for or if you have an attractive job offer lined up already, don’t waste your time—and the interviewer’s time.

Idea for Impact: Every interview could be worth your time, even if you don’t want the job.

Filed Under: Career Development Tagged With: Job Search, Job Transitions

How to Prepare an Action Plan at a New Job [Two-Minute Mentor #6]

July 1, 2016 By Nagesh Belludi Leave a Comment

Meet with all the people your new role interacts with—bosses, peers, suppliers, internal and external customers, and your employees.

Inquire what they expect to see you accomplish in five weeks, five months, and five years. Ask,

  • “What should we continue to do?”
  • “What should we change?”
  • “What should we do?”
  • “What shouldn’t we do?”
  • “What are the two or three levers that, if pulled correctly, can enable us to make the biggest impact?”

Synthesize their responses and prepare a one-page “plan for action.” Keep it as simple as possible for all your constituencies to understand and buy-in.

Communicate your proposals across your organization: “Here’s what I heard from you. Here’s what I think about it. Here’s our list of priorities and an action plan.”

For more guidelines on preparing an action plan, see my article on doing a job analysis; it’s part of my three-part (parts 1, 2, 3) series of articles on how to write a job description for your present position.

Filed Under: Career Development, Mental Models, Sharpening Your Skills Tagged With: Creativity, Goals, Thought Process, Winning on the Job

Broaden Your Thinking and Grow on Your Job

August 11, 2007 By Nagesh Belludi Leave a Comment

Jeffrey Immelt on Keys to Great Leadership

In an interview in the Fast Company Magazine, General Electric’s CEO Jeffrey Immelt reveals his checklist of leadership skills. Perhaps the most significant of these skills is the understanding perspective on one’s job.

“Understand breadth, depth, and context. The most important thing I’ve learned since becoming CEO is context. It’s how your company fits in with the world and how you respond to it.”

The Problem: A Narrow Outlook of our Work

As I elaborated in a previous blog article, we get busy doing and fail to devote time for deep thinking. We concentrate on the minutiae of our work. We forget that these tasks are a part of a larger canvas–an element of a large value-addition process. If you are a metallurgy scientist, your work may be a part of the large value-addition process of converting raw material into turbine blades for jet engines that power large aircrafts. If you are computer programmer working on a small software module, your work may be a small component of software that enables customers to trade stocks directly from their cell phones.

Call for Action: Understand the Big-Picture

The key to understanding the broader aspects of your work is to make a special effort to learn more than what is in front of your face. In addition to understanding the boss’s description of your task or a work-procedure, you need to ask why you need to do what you have been asked to do. Begin by asking the following questions.

  • How does your organisation make money from what you do? How does your company make money to pay you?
  • How do you fit into the value-addition chain? What are the steps involved? What is the flow of information, money and materials?
  • Who is the end customer? Why does he/she need the product or service your organisation is building? What is the fundamental problem the customer is trying to solve? How does you work solve this problem?
  • How will the customer use with the particular product or service your organisation is developing? What other features can your organisation add to your product or service to help the customer? What else can you do to help the customer?

Employees who understand the broader context of their jobs and embrace the big-picture perspective of the value-addition process are more inclined to grow quickly because, in addition to technical skills, their repertoire includes the wide-ranging commercial viewpoint of the fundamental problems at hand.

Filed Under: Career Development, Sharpening Your Skills Tagged With: Winning on the Job

Time to Speak Up, Not Suck Up, to an Overbearing Boss

March 20, 2025 By Nagesh Belludi Leave a Comment

Time to Speak Up, Not Suck Up, to an Overbearing Boss When your boss starts offloading personal tasks—like running errands or booking his next vacation—it can really blur the lines between work and personal life. It feels like your time and effort aren’t being respected, and you might not want to keep doing these things.

Sure, helping out now and then, like picking up his dry cleaning or grabbing his morning Starbucks, is fine if it helps you stay in his good graces. But let’s be real—there’s a limit. If he starts piling on excessive or downright demeaning requests, like managing his personal complaints or apologizing on his behalf, it’s time to set some boundaries.

People who constantly accommodate end up being seen as doormats. So, next time your boss asks for something outside your job description, calmly explain that while you want to be helpful, this request is beyond what’s reasonable. It might be daunting, especially if you haven’t been respected in the past, but it’s crucial to stand up for yourself and set clear limits without losing your cool.

Filed Under: Effective Communication, Managing People Tagged With: Assertiveness, Conflict, Delegation, Likeability, Managing the Boss, Negotiation, Winning on the Job

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About: Nagesh Belludi [hire] is a St. Petersburg, Florida-based freethinker, investor, and leadership coach. He specializes in helping executives and companies ensure that the overall quality of their decision-making benefits isn’t compromised by a lack of a big-picture understanding.

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Unless otherwise stated in the individual document, the works above are © Nagesh Belludi under a Creative Commons BY-NC-ND license. You may quote, copy and share them freely, as long as you link back to RightAttitudes.com, don't make money with them, and don't modify the content. Enjoy!