How to do a job description

This "fruit for thought" article is for all individuals, who somehow find themselves in the position where they must finalise job descriptions, not quite knowing how to tackle it.

A job description is a summary of the main functions of a particular job. It is not a process or systems description. A process or systems description has much more detail and is normally contained in a procedural manual for internal training and referencing purposes. A job description identifies the delegated responsibilities and is used for identification of performance areas, selection of appropriately qualified persons and job ratings. It is mainly a summary of "What" must be done and not "How" to do it.

This article is broadly outlining the overall construction of a typical job description and serves as an example only.

Job description for a Chief Executive
Job mission statement: (This must be taken from the organisation comittment analysis chart in terms of Purpose, Products/Services, Customers/Clients and Scope, which become the key job objectives) Purpose: To professionally manage the company in a participative management style to earn an adequate annual profit to provide working capital for growth, expansion and community development. Products/Services: To produce superior quality products, which surpass the needs of customers. Customers/Clients: To service the industrial markets for products with reliable consistency in quality, deliveries and communication. Scope: To sell products worldwide under the highest ethical, loss control and environmental protection standards (boundaries in respect of geography, responsibilities or regulations).
Job title: Chief Executive	Reporting to position: Board of directors
Main purpose: To create and maintain a financially healthy organisation	Positions reporting to this job title: Director of Finance, Director of Administration, Director of Projects, Director of Operations, director of Marketing, Secretary
Main functions: To influence groups and individuals through meetings, interviews and discussions	Job requirements: MBA degree, track record, management and human relations skills, strategic thinker, mature with ten years' experience in near similar position
Technical vocational work	Management work
Report quarterly to Board of Directors on quarterly financial results, strategic plan and future expectations Obtain Board approvals Communicate Board decisions to Senior Managers and delegate tasks to them Seek ways to increase revenues and decrease costs	Compile and maintain strategic plan and rational organisation structure Identify main stakeholders to be influenced in environment and get their co-operation Compile and maintain policies and regulations for the organisation Roll down departmental objectives, delegate responsibilities and get commitment Control achievement of objectives by monthly and ad hoc meetings Identify areas for improvement Ensure healthy environment for inspiration toward productivity and performance Assist Senior Managers with advice and decision-making Implementation and finalisation of strategies

Pierre du Plessis, owner of several businesses and author of the ebooks titled "Easy Manage", which empowers managers to put strategic goal achievement on auto-pilot, "Leadership Development", "Nettruth" and several others. Web site administrator and owner of Management Haven, Leadership Haven, Easy Manage, Training Tools, Digiproducts and Jungle Truth. Company: Leaders Circle, specialising in corporate consulting and the design of training manuals and lectures for the development of human resources. http://www.digiproducts.net/