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writing job descriptions best practices

A well-written job description is essential for attracting and hiring the right candidates for your open positions. To aid you in writing an effective job description, we have compiled a list of seven key components. You can also find a job description template at the end of this guide. 

  • This is the first thing that applicants see! Use job titles that are easy to understand and describe the requirements of the role accurately. For example, titles like “Various Opportunities” or “Job at Company A” don’t provide any information about the role. “Senior Software Engineer – iOS/Android Development” on the other hand, is quite specific and informative. 

Tell candidates who you are!   

  • Describe your company culture, values, and what it stands for in a few sentences, including your commitment to diversity in an authentic way. You may also want to include a link to your website for more information. One way you can do this is: “At Company A, we believe that our employees are our greatest asset. We are committed to creating a positive and supportive work environment where everyone feels valued and respected. We value diversity, inclusion, and equity, and are committed to providing our employees with the resources and opportunities they need to succeed. To learn more about our company culture and values, please visit our website here.” 
  • Be sure to state where your candidates will be working to avoid any confusion. You can also include if you have a fully-remote or hybrid work model.  

Salary/Compensation

  • According to a study by SMART Recruit Online, listing salary or a salary range increases job application numbers by 30% !  
  • Salary transparency is also crucial for underrepresented applicants. According to data from 6 million Handshake students, job postings including salary information receive 13% more applications from Black students . 
  • Post either the lower limit or mid-value of the salary range, and within the job description, provide the full salary range while noting that compensation is experience-dependent.  
  • Clearly list any additional compensation and all components of your employee compensation package, especially for full-time roles.  

Role Description

  • Explain the role in terms that an early professional can understand. Avoid using jargon or overcomplicating the description of role responsibilities. 
  • Use inclusive language and avoid phrases that may turn candidates away. Here are some examples of inclusive language changes: 
Original: “PhD degree preferred.”  Inclusive: “Candidates with a PhD degree are invited to apply.”  Original: “Seeking a digital native for our marketing team.” Inclusive: “Looking for a tech-savvy team member for our marketing team.” Original: “We offer maternity leave benefits.” Inclusive: “We offer parental leave benefits.”
  • You can also use various writing tools like Grammarly and Textio to help you eliminate language bias and create inclusive job descriptions. 
  • Clearly list the role’s responsibilities and expectations in a bulleted format: 
Responsibilities Create and manage content for social media platforms, including posts, images, and videos.  Collaborate with the design team to create visual assets for marketing materials.  Coordinate and organize events, webinars, and trade shows.

Perks/Benefits

  • Your JD is a way to “advertise” your organization, and why a candidate should work with you! Highlight applicant benefits such as what an individual in the role will learn, the skills they will gain, and how they will contribute to the success of your organization or its particular branch. Childcare benefits and parental leave benefits are also great to include in a job description. 
  • Outlining growth opportunities and being clear on how a role will help a candidate grow within the field is a surefire way to hook fantastic applicants. 
  • Expressing a willingness to provide visa sponsorship is an attractive incentive for highly skilled international candidates. 

Applicant Requirements/Qualifications:   

  • Focus on preferred skills. This will help attract candidates from a wider range of backgrounds and with different levels of experience. Include a list of technical skills and knowledge and distinguish clearly between those that are preferred and those that are essential. This will help applicants gauge how to organize their resume and present their skills and experience to you. For example, instead of “5 years of data analysis experience” consider “Successfully applied data analysis techniques to optimize marketing campaigns, resulting in a 20% increase in conversion rates.” 
  • List general qualifications and accept a wider variety of majors. This will help you reach a more diverse pool of candidates. Even if a candidate’s major is not typically one you would hire from, they may have valuable experience in your field and can bring a diverse set of skills and viewpoints to your team. 

Requirements

  • Include specific work authorization requirements for the role and whether you accept OPT/CPT or provide H-1B sponsorship.  
  • Some roles may require a security clearance. The specific requirements can be mentioned in the JD. 

You can see some examples of the above outlined ideas in the images below:   

writing job descriptions best practices

Job Description “Template” 

  • Job title and salary estimate  
  • About your organization   
Who/what is [your organization]?   Outline your company culture 
  • Role Description   
Detail the role functionalities   List responsibilities and expectations in clear terms 
  • Applicant Qualifications (bulleted lists here are great!)  
Describe your ideal employee!   List desirable skills (technical and soft)  List general qualifications and experience. Distinguish “MUST HAVE” from “DESIRED” 
  • Perks/Benefits:   
Outline benefits of working at your organization:   Mentorship programs   Opportunities for growth   Compensation: salary (or range), details on compensation package  
  • Requirements: 
List any concrete requirements for employment with your organization (citizenship and VISA requirements, background checks, security clearance, etc.) Be clear to applicants about who your organization can (or cannot) support.  

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A New Approach to Writing Job Descriptions

  • Antonio Nieto-Rodriguez

writing job descriptions best practices

It’s time they reflect the flexibility and fluidity of modern day roles and responsibilities.

Traditional job descriptions can’t keep up with the rate of change in real roles in today’s organizations. As new technologies disrupt processes and require new skills, and as companies are moving toward more and more project-based work, we are beginning to see the evolution of job descriptions away from static, holistic prescriptions that follow an employee for years to dynamic guidance that changes based on needs. What’s replacing them are approaches that are more flexible because they’re based on outcomes, skills, or teams.

This article is one in a series on “Creative Resilience: Leading in an Age of Discontinuity,” the theme of the 15th annual Global Peter Drucker Forum . See the conference program here .

Jobs today are changing fast , and traditional job descriptions can’t keep up. As new technologies disrupt processes and require new skills, and as companies are moving toward more and more project-based work, we are beginning to see the evolution of job descriptions away from static, holistic prescriptions that follow an employee for years to dynamic guidance that changes based on needs.

writing job descriptions best practices

  • Antonio Nieto-Rodriguez is the author of the Harvard Business Review Project Management Handbook , five other books, and the HBR article “ The Project Economy Has Arrived. ” His research and global impact on modern management have been recognized by Thinkers50. A pioneer and leading authority in teaching and advising executives the art and science of strategy implementation and modern project management, Antonio is a visiting professor in seven leading business schools and founder of Projects & Co mpany and co-founder Strategy Implementation Institute and PMOtto . You can follow Antonio through his  website , his LinkedIn newsletter  Lead Projects Successfully , and his online course  Project Management Reinvented for Non–Project Managers .

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The Ultimate List of Job Description Best Practices

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There are many elements involved in attracting the best candidates to your open roles. But an experienced HR pro knows that it all starts with job descriptions. The way you structure, brand, market, and write your job description has a big impact on your hiring strategy, and helps you attract the right candidates.

That’s why I created this post on effective job descriptions and 10 best practices to help attract top talent to your brand. Let’s dive in.

1. Use the Right Tools

First up, using job description tools is a great starting point. Tools like Ongig allow you to eliminate bias to make a good job description even better with engaging wording, and much more.

With Ongig, you can easily:

  • Eliminate gender bias
  • Eliminate exclusionary language
  • Spruce up boring job listings
  • Elevate wording or decrease complexity
  • Ensure consistency across all job postings
  • Eliminate inside jargon and buzzwords
  • Optimize your job titles and optimize for SEO

There is a lot more job description tools bring to the table. Any experienced HR pro knows the right tech can make all the difference for a hiring strategy. 

Automating parts of this process with powerful tools also allows you to create job description templates to speed up the writing process, create consistency, and build effective hiring strategies for the future. 

Keep in mind that automation is not just about reducing repetitive workloads. It’s also about improving your processes and supporting your employees to achieve better results.

2. Create a Consistent, Branded Format

Speaking of templates, one of the most important elements of a great job description is the brand and its consistency across all (online and offline) channels. No matter how and where you market your roles, it’s important to present a consistent brand image in your messaging.

Job Description Best Practices employer branding

Make sure to brand your job descriptions with your unique visuals and tone of voice, weaving your culture, vision, and values into the mix. Do this consistently across all channels to boost your employer brand. 

Here are the brand elements and how to include them:

  • Visual identity . Whether it’s on social media, email, or your website, you have the chance to weave compelling visuals into your job descriptions. You can turn them into fun infographics and or engaging images featuring your workplace and employees. Just make sure that the visuals follow your brand’s style guide.
  • Tone of voice . Your brand’s voice needs to be consistent across all online and offline channels—job descriptions included. Keep in mind the demographic you’re targeting with specific job listings, and consider the language these job seekers prefer. Adjust the language slightly if some listings are for millennials and others for Gen Z, for example.
  • Culture and values . Have a dedicated section about the culture you nurture and the values you uphold as a collective. Don’t just mention these points in a wall of text. Instead, explain them in detail.
  • Vision and purpose . Top talent is looking to be a part of something big, and your purpose and vision are going to inspire the most sought-after candidates to apply. These pillars will also elevate you above the faceless brands. 
  • Your collective and workplace . Nowadays, it’s more important than ever to showcase your positive collective and workplace. You can use images with explainer captions to engage the candidate, or you can portray your workplace through compelling storytelling.

3. Use the Power of Pay Transparency

Many talented job seekers won’t even consider applying for a job ad if the pay range is not listed (no matter their age), and that’s a good thing.

Long gone are the days of pay ambiguity. You want to harness the power of pay transparency in your job listings. For one, being open and transparent with the salary range for each position immediately sets you apart from the majority of companies, and incentivizes top talent to apply.

While you might be afraid of getting too many applicants if you list your pay ranges, you’ll actually find that the rate of applications will stay roughly the same, only now you won’t have to go through the entire interview process before finding out that the applicant had a different salary range in mind.

And, if you’re a new company or a startup, remember pay transparency is one of the most important qualities startups need for success . But it also applies to any business that wants to attract the best candidates. 

4. The Importance of Diversity and Inclusivity

Inclusivity, diversity, equity, equality, and belonging—these are not just phrases you need in your job descriptions; these are the tenets by which your brand lives and thrives. These are the values and policies you need to highlight in your job descriptions if you want to attract the most qualified job seekers. 

Whether you are running a fully remote or a hybrid workplace , or if all your employees work at the office, these pillars need to permeate your teams. 

Make sure to highlight your diversity and inclusivity initiatives, and don’t just gloss over them in your postings. Take an active approach to supporting different underrepresented communities, ethnicities, and genders. 

These job seekers will want to know exactly what your company is doing to support them and their lifestyle. Including a section in your job descriptions with a solid diversity statement (even if it is generic) has proven to be valuable to diverse talent .

5. Explain Your Winning Company Culture

Simply saying you nurture a great culture at your organization is not enough. Sought-after job seekers are looking to get the details that will help them narrow their search. So the more info you provide the better the chance you’ll have to capture their attention.

job description best practices culture

For example, if one of the biggest aspects of your culture is hiring diversity , then go the extra mile to explain how you nurture a diverse work environment in your job descriptions. Here’s an example of a “company culture” statement from CVS’s job descriptions :

“We want everyone who works at CVS Health to feel empowered by the role they play in transforming our culture and accelerating our ability to innovate and deliver solutions to make health care more personal, convenient and affordable. We strive to promote and sustain a culture of diversity, inclusion and belonging every day.”

6. Highlight “Stand Out” Perks

When you’re writing descriptions, it’s easy to be so focused on your needs that you forget to highlight all the perks and benefits you offer. The most qualified candidates want to join organizations that understand the modern way of life and have made the necessary adjustments to support their lifestyle.

Highlight the perks that make you stand out, like medical travel or complete mental health support, college tuition repayment support, and more. Think about what you can afford and what your employees really need.

Run a quick survey to find out what perks and benefits matter the most to your current employees, which will give you an insight into what investments you need to make in the following year. Use that data to populate this section in your job descriptions. 

These benefits are also proven to have the biggest impact on apply rates :

  • Regular Incremental Bonus (+155.1%)
  • Pet Insurance (+37%)
  • Health Insurance (+29.8%)
  • Stock Options/Employee Stock Purchase Plan (+27.5%)
  • 401(k) (+20.5%)

7. Set a Clear Remote Work Scheme

Remote work is here to stay, and it’s important that your job postings reflect the state of remote work at your company. Many job seekers are wary of companies that tease the prospect of remote work but go back on their word once they secure the new hire.

job description best practices remote work

That’s why you have to be as transparent as possible with your remote work arrangements. This approach is one of the best ways to keep your remote team motivated and to inspire the top talent to reach out.

A study from Team Blind found:

32% of working professionals would consider relocating with a paycut, if given the opportunity to work from home as much as they would like.

So, adding a section to your job descriptions dedicated to “remote work” is an excellent idea.

8. Avoid Gendered Language

Gendered language can be extremely exclusionary and can hurt your employer brand. Avoid gendered language at all costs by running your job descriptions through a tool like Ongig’s Text Analyzer to find and replace this type of content. 

gender_job_description_tool___Ongig

This process is essential when you’re editing job descriptions before posting to your career page, social media channels, job boards, and beyond. 

Here is a quick checklist to follow when writing gender-neutral job descriptions:

  • Gender-neutral job titles . Replace terms like “salesman” with “sales representative.
  • Gender-neutral pronouns. Avoid using “he” or “she” and opt for “them,” “they,” “their,” or “you”.
  • Avoid gender-coded words . Gendered descriptors like “aggressive,” “nurturing,” or “dominant” can reinforce stereotypes.
  • Use inclusive language . Use language that’s inclusive of all genders, like “candidates,” “applicants,” or “employees,” instead of “men,” “women,” or “ladies and gentlemen.”
  • Avoid common gendered terms . Avoid using gendered terms, such as “policeman,” “fireman,” or “stewardess.” Use gender-neutral terms, such as “police officer,” “firefighter,” or “flight attendant.”

9. Limit Your “Must-Haves”

Hiring managers often have a long list of job requirements for each position. But it’s important to limit and be realistic with your “must-have” skills.

It’s important to be reasonable when writing job descriptions and to only ask for the skills and experience that’s relevant to the position. After all, people want to feel secure in their decision to apply, and adding numerous must-haves and nice-to-haves will only make them doubt their abilities and worth.

job description best practices requirements

Try to keep your list of responsibilities to 7 or fewer. 69% of candidates believe 8 or more role responsibilities (the day-to-day tasks of the role) in a job ad would serve as a deterrent to applying . Creating an endless list of requirements is also detrimental to your hiring strategy.

You’ll have a much easier time attracting the top talent with a concrete set of skills related to a specific position than trying to hire “ someone who does everything ” in the hopes of maximizing your payroll dollars. 

10. Avoid Cringy Keywords

Last but not least, remember modern employees, and especially Gen Z job seekers, have a sixth sense for buzzwords and cringe language. Words like “dynamic,” “fast-paced,” “competitive,” “family,” “superstar,” “guru,” “self-starter,” “ninja,” and others are not the words you want to use to describe your company or your workplace.

These words often keep the best candidates for applying for your roles. Why? Because over time, people have come to associate these words with toxic work environments and shady brands that use ambiguous terms to mask their true nature.

You don’t want to be associated with those brands. Instead, you want to portray an honest, transparent, down-to-earth image to attract employees. 

Remember, people have been burnt in the past. And, millennials and Gen Z steer clear of companies that use common buzzwords in their job postings. 

Why I Wrote This:

Writing job descriptions that will attract qualified candidates that share your company’s culture is not easy. That said, there are clear, concise, and effective steps you can take today to make your job postings the best in the industry. And if you want to learn how Ongig’s software can support your mission, please request a demo .

Shout-outs:

  • Here’s What Candidates Really Think About the Diversity Statements in Your Job Posts (by Greg Lewis)
  • How to build a strong employer brand? (by RecruitCRM)
  • 12 Qualities All Startups Need for Success in Their First Year (by Lexie Lu)
  • The state of the hybrid workplace (by Dialpad & WeWork)
  • Company Culture: The Essential 2023 Guide (Examples, Types and Benefits Included) (by LeaveBoard)
  • Job Ad Content: How Benefits Impact Candidate Attraction (by Appcast)
  • Killer Remote Working Benefits For Employers (by Ginni Agarwal)
  • 5 Ways to Keep Your Remote Team Motivated (by GoHire)
  • The Permanent Relocation: Pay Cut Edition (by Team Blind)
  • What candidates look for in a job ad (by SEEK)

May 25, 2023 by Nikola Sekulic in Job Descriptions

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Complete Guide to Writing Effective Job Descriptions

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Jump to Section

Writing effective job descriptions

What is a job description, why traditional job descriptions don’t work, why are job descriptions important, elements of an effective job description, what to avoid when writing job descriptions, how to write inclusive job descriptions, recruiting with impact descriptions, how to create an impact description, evaluating your impact descriptions, make waves in recruiting with impact descriptions.

As a recruiter, you’ve written your fair share of job descriptions. And chances are, you’ve been tasked with writing the ‘perfect’ description. You know, the one that sets your company apart from the competition and attracts the best talent. 

It’s no easy feat, creating a job description like that. In fact, while  72%  of managers believe they create effective job descriptions, just 36% of candidates agree. Not only that, but most job seekers will spend a mere  14 seconds  deciding whether to apply to a role based on the job description. 

It’s fair to say that you have a brief window in which you can capture a candidate’s attention and convert them from job seeker to applicant and, ideally, your next best hire. However, many recruiters don’t know where to start when writing a job description that’s impactful, inclusive,  and  effective in recruiting top talent. The struggle is real.

In this guide, we’re going to break down everything you need to know about writing the most effective job description—including impact descriptions. Whether you’re a recruiter, talent acquisition leader, or hiring manager, you’ll walk away with tips, best practices, and the tools you need to craft descriptions that attract the right talent. 

At a high level, a job description outlines the duties and responsibilities of a role for which a candidate is applying. Traditionally, these descriptions have followed a simple formula: 

  • A brief introduction to the company and its history 
  • A summary of the open role, with a generic set of tasks or responsibilities
  • A list of ‘requirements’ (like education, work experience, and hard skills)

Today, many recruiting teams have adopted a narrative or storytelling approach to job descriptions, attempting to give candidates a glimpse into the company and culture of an organization to which they’re applying. 

Unfortunately, these same descriptions can start off well-intentioned but quickly become forensic. Think of those job descriptions that are embroiled with too many qualifying details, leaving job seekers confused as to what they’d actually accomplish while in the role, or the potential to grow within the organization. 

It’s important to remember that, despite most job application processes now being digital, candidates are still human beings. Job descriptions can be the first ‘touch point’ a job seeker has when exploring an open role with a new company, which means poorly written and executed descriptions can make or break your recruiting efforts. Consider that  58%  of candidates feel clear communication is critical for a positive applicant experience, while 53% say clear expectations are also crucial.

Whatever the role, make sure your job descriptions are written for people, not robots! Descriptions that sound human, and use a more conversational tone, are more likely to engage candidates and keep their interest.

Traditional job descriptions hurt more than they help organizations. Hiring teams have to  market their companies  and roles to candidates in growing talent markets, all before they even begin sourcing, engaging, nurturing, and recruiting the right people for a role. In this sense, a job description is just as critical for engaging talent as every other component of your employer brand. 

Relying on a list of to-do’s or daily tasks puts organizations (especially smaller ones) at risk of alienating talent that is in high demand among the competition. It’s no longer enough to summarize what a role entails—hiring teams now have to woo and convince candidates that their role, their company, and their culture are a great opportunity for  them .

Generic descriptions could apply to any company

With all the work hiring teams have, it’s easy to rely on generic job descriptions. This can be true for organizations of all sizes, but especially smaller companies without dedicated recruiting teams, which are more likely to rely on these generic job descriptions. 

Your candidate pipeline doesn’t know about your organization’s incredible culture, the exciting projects you’re working on, or the importance of your mission. Only you are able to make the unique value of your organization shine through.

A generic job description that fails to give candidates insights into what they can accomplish, the impact they can have, and the contributions they can make to your organization is just that—generic. This description could apply to virtually any company and doesn’t give your hiring team an upper hand in differentiating your employer brand from that of the competition.

Generic descriptions focus on benefits to the company, not the candidate

You can easily get caught up in creating job descriptions that focus solely on your expectations for a new role. When you’ve got several open roles to fill, or are on the cusp of a hiring surge, you need to act quickly and work to reduce time to fill (among improving other  recruiting metrics ). But hiring is a two-way street, and it’s important to step back and consider what you can offer top talent. Companies hiring in today’s competitive talent market need to set themselves apart from other businesses.

If you assume that those all-star candidates you’re contacting on LinkedIn have already heard from 4 other recruiters this week, ask yourself: What makes our role stand out from similar roles in the market? How are we positioning potential impacts and contributions? Why would this role be more attractive to a candidate vs a competitor’s? How transparent and inclusive is our job description? And, what about this role would be the most attractive to the right candidate?

In addition to job descriptions being a necessary recruiting ‘tool,’ they’re also a single source of truth or information for candidates looking to apply to your company. 

Job descriptions accomplish two core things for both recruiters and job seekers:

  • Company : job descriptions allow you to communicate your needs and expectations of a role, establishing a clear understanding of what you expect of the person in the role and what they can accomplish 
  • Candidate : job descriptions provide context and insight into what a job seeker can expect from the role and the company, and act as a source of truth 

Job descriptions also help you ensure that you’re attracting and nurturing the right talent—especially if your organization wants to hire with an  internal mobility program  or strategy in mind. Without an effective, impactful, and inclusive job description in place, you may be delivering a poor candidate experience where job seekers look at salary and benefits before impacts, contributions, and values, applying to the role for the wrong reasons. 

But wait, there’s more!

Job descriptions support accountability

Whether it’s an annual performance review, strategizing the career agility of your people, or evaluating roles and responsibilities, an effective job description will act as a manager’s source of truth, too. For example, a poor or vague job description can make it more difficult for a manager to evaluate an employee’s performance, determine how they can help the employee upskill, or determine where the employee can contribute. 

Job descriptions lend to productivity 

If a candidate clearly understands the specific needs, demands, and expectations of a role, there’s a stronger likelihood that they will be more productive in that role when hired. Confusion around what an employee should be doing day-to-day, the impact they can have, or the contributions they can make can quickly lead to disengagement and poor performance—something costly to both the employer and the team at large. As  Cangrade  note, making it clear what a role will entail beyond hard skills or core competencies is crucial in helping candidates relate to and understand a role better. 

Now that we’ve covered what job descriptions are and why they’re important for recruiting, let’s dive into how you can write an effective job description—one that is impactful and inclusive, too. 

Jen Rifkin, Director of Customer Success at Cangrade

For the ultimate job description, you need to start by determining what skills are needed to be successful in the role. Pinning down the soft skills your candidates need and then incorporating them into your job description widens your funnel, reduces bias, and increases the likelihood that you find someone that has what it takes to succeed and who will stay. This isn’t always straightforward, but it’s worth the time investment.

You may be wondering, “what should a job description include?” A well-written job description is an opportunity to position both your company and its culture as a great place to work. Never mind that an effective job description is a must-have for attracting talent—it’s also key to providing meaningful information that contributes to a positive candidate experience for job seekers. 

As you’ll see later in this guide, our team here at Lever uses  impact descriptions  to attract candidates. However, there are a few core elements of an effective description that also lend to engaging talent with your open roles. Let’s break those down. 

Opt for clarity over cleverness with job titles

It’s not uncommon for companies to use flowery language and fun adjectives to describe a role, but when applied to job titles, this language can quickly become confusing, misleading, and potentially discriminatory. Instead, focus on being as clear and straightforward with job titles as possible.

Let’s say you’re hiring a visual or graphic designer. A job title like ‘Rockstar branding specialist’ sounds interesting but may actually attract the wrong candidates with its ambiguity. Instead, a job title of “Visual Designer” is much more clear for candidates. Clarity over cleverness is your best friend when it comes to job titles.

Speak to candidates like humans

Similar to job titles, you can get stuck in the weeds when creating your job descriptions. Company or industry jargon, along with confusing phrases, unnecessary information, or offbeat humor, can make it difficult for candidates to understand what a role is asking of the right hire and what’s expected of them. It’s better to be clear and concise, with some conversational tone peppered in. 

Writing hack

Here’s a copywriting tip that can help you humanize your job descriptions: write your first draft, then read it aloud and eliminate any unnecessary words, terms, phrases, or sentences that take away from the clarity of your message. Writers refer to this practice as “killing your darlings,” a lesson from American author, William Faulkner!

Avoid falling into the list trap

We mentioned above that one component of the traditional job description is a list of tasks and skills that employers typically ask of their ideal candidate. But these lists are generic and don’t provide the right context for candidates. 

Instead, focus on outcomes. We talk about this later on in this guide (so keep reading!) but candidates shouldn’t just clearly understand what they’ll do day-to-day; they should also know the outcomes and impact they can have in the role. For example, you can forego a list of daily tasks in favor of outcomes or accomplishments.

If you do need or want to provide a list of skills needed for a role, expand on why each skill is necessary or how a candidate with these skills could help grow your organization.

Sell the benefits for the candidate (not the company) 

One of the greatest challenges with traditional or generic job descriptions is that they sell the benefits of the role for the company and not the candidate. It’s more important that your descriptions highlight how the candidate can contribute to the organization, what they can learn and achieve, and how the role will ultimately benefit their goals, too. 

This isn’t a question of listing benefits or perks, but showcasing things like learning and development, growth and leadership, impacts and outcomes, and more. 

Highlight your onboarding plan

While it’s nice to give insight into your company and what a day in the life of an employee there looks like, many job seekers will wonder what life looks like post-hire. This is different from your interview process (which you can also highlight in the description). An onboarding plan gives the candidate more context as to what happens in their first 30/60/90 days at your company, and often, within their first year!

We do this with our impact descriptions—such as explaining what a candidate can achieve, the type of projects they’ll work on, and how they’ll be evaluated in their first 1-6 months at Lever. 

“Within 1 month, you’ll participate in our company’s onboarding program and complete your first starter project.”

Just as there are specific elements to include in your job descriptions, there are also elements you should avoid. A poorly written job description can cost you top talent, so here are a few key things to be wary of when crafting your job descriptions. 

Discrimination in your descriptions

Most job descriptions today include equal opportunity disclaimers, however, these don’t foolproof descriptions. In many cases, they can be added to job postings as an afterthought, even when the descriptions may include unconscious bias. The language you use is crucial, and not just in regards to race or gender. Keep in mind that candidates and job seekers are growing increasingly more aware of biased job descriptions and postings. 

Language in job descriptions can be biased towards more than just gender and race; it can also discriminate against candidates within certain age groups, or those with seen and unseen disabilities.

Ignoring internal mobility 

Internal mobility, which refers to the movement of existing employees between roles both vertically and laterally, is becoming more popular in companies looking to recruit not just for the short term but the  long haul . In recruiting, hiring teams can factor in the potential future mobility of candidates when assessing skills, experience, and knowledge that may benefit a role down the road. Ignoring this potential could also cost your organization winning talent. 

Focusing on skills over impact 

We’ve all seen it: the job description with the endless list of required skills or experience, but no mention of potential impact or growth. It’s the type of description that efficiently alienates talent while ensuring your job descriptions appear exclusionary of candidates from various backgrounds. Instead, you want to focus on impact, outcomes, and performance. 

Our job descriptions do just that—they focus on impact rather than skill sets alone. Using  LeverTRM , our recruiters can create job descriptions that highlight the impacts a candidate can have on both our customers and within our company.

When we create a job description for a job posting, we lead with the impact first, followed by outcomes and performance. Once a posting is live, relevant stakeholders on our team can follow it so that everyone needing a line of sight into the performance of a job posting has one. In LeverTRM, postings can automatically tag applicants so you can report on and rediscover them later!

Job Description Screenshot

The core elements we’ve just walked you through are important for getting an outline of a job description together. But how can you write impactful and inclusive job descriptions that attract talent while driving diversity recruiting? We’ll show you!

Recruiters and hiring teams know the talent market better than anyone. After all, you’re working to source, engage, and nurture talent every single day—not just new talent, but existing employees, too. With this knowledge, you’re able to provide insights into things like salary expectations, competitor recruiting, internal mobility, and much more. 

What about inclusivity, though? From the perspective of diversity, equity, and inclusion (DEI), inclusive job descriptions give further insight into organizational culture and a company’s approach to DEI. If a job description is a candidate’s first real look inside your company, then the description must be inclusive of all. 

A diverse workforce benefits everyone—and it’s not just good for your business, it  is  good business. Let’s consider a few facts about diverse workforces that showcase why  diversity recruiting  is crucial: 

  • 67%  of employees consider workplace diversity an important factor when considering employment offers with a new company
  • Studies have found that anonymized recruiting can help increase the likelihood of hiring more diverse teams, up to  46%  when hiring women
  • Companies with racially diverse teams tend to outperform others lacking in diversity—up to  35%
  • 58%  of employees wouldn’t apply to a company where there’s a pay gap

It’s fair to say that diversity recruiting can have a substantial impact on the success of a company—and what better place to start than with your job descriptions? We’re going to walk you through 6 tips to help you write inclusive job descriptions. 

1. Start by addressing gender coding in your recruiting messaging

Gender coding refers to signals, such as words, phrases, or traits, that have been historically associated with or attributed to either the male or female gender. Gender coding occurs in recruiting messaging far more often than you may think and can create a false impression as to who the ideal candidate is for a role. 

It can be a tough pill to swallow, but if your job descriptions are ‘coded’ too heavily towards any gender, it can influence who does or doesn’t apply, effectively alienating talent right out of the gate—regardless of skills or qualifications. 

By addressing gender coding first, you can better craft descriptions and job postings that don’t skew towards a specific gender, even unintentionally. 

Take  Hypercontext , for example. The company forgoes the traditional ‘fit’ aspect to focus on inclusive language that welcomes all applicants, not just those from specific backgrounds, perspectives, or prescribed genders.

Hiba Amin, Senior Marketing Manager at Testbox

At Hypercontext, we approach job descriptions with internal mobility and external inclusivity in mind. For example, we include language that combats any apprehension candidates have, especially those who would be categorized as POC or womxn. It’s no secret that minorities are less likely to apply to roles that they’re qualified (or nearly qualified) for because we find ways to convince ourselves that there are better candidates out there. That’s definitely been the case for me many times throughout my career. So, to combat this we use excerpts like the following to ensure that our JDs are always inclusive both to internal employees and external candidates.

This leads us to our next point…

2. Use gender-neutral language

We talked about humanizing job descriptions earlier on in this guide, and the same lesson goes for the language you use in your descriptions. While we all have preferred pronouns, leveraging gendered pronouns in job descriptions is a sure-fire way of excluding pools of candidates who may otherwise be qualified for the role. For example, if you’re hiring a Senior Developer, language like, “He will design, code, test, and implement our solutions” gives job seekers the impression that the role is geared towards male applicants. Instead, “You will design, code, text, and implement our solutions” helps you avoid gender bias while also giving the impression that you’re speaking directly to the candidate.

“Gender coding” refers to signals, such as words, phrases, language, or traits, that have been historically associated with or attributed to either the male or female gender. Gender coding occurs in recruiting messaging far more often than you may think and can create a false impression as to who the ideal candidate is for a role. 

3. Use inclusive language, too

Gendered pronouns are not the only words that can subtly yet quickly deter candidates from applying to a role. How you phrase your job description can also have an impact—for example, it’s not uncommon for certain terms or job titles (like that example of a ‘Rockstar’ we used earlier) to signal male-dominated cultures, while seemingly harmless language like ‘ambitious’ or ‘competitive’ can alienate women candidates. Being cognizant of how language can implicate bias towards certain groups or genders can help you avoid crafting discriminatory descriptions. 

4. Forego requirements and ‘must-haves’ 

The notion that there is a ‘perfect’ candidate for every role is outdated and disregards a person’s ability to learn new skills, adapt to a new environment, and adopt knowledge as they go. In reality, most of the ‘must-haves’ listed in job descriptions are nice-to-haves or skills that can be learned while in a role. In the case of inclusivity, focusing too heavily on requirements or necessary skills/experience can alienate top candidates. 

5. Remember that diversity includes disabilities, too

When focusing on making your job descriptions as inclusive as possible, don’t forget about candidates with physical and cognitive disabilities. It’s not uncommon for a job posting to include language that’s inclusive of age, race, or gender, but exclusive of those with disabilities. For example, stating that a candidate “Must be able to lift 50 pounds” is exclusive, while “Moves equipment up to 50 pounds” removes the ‘how’ aspect and focuses instead on what needs to be accomplished in a role. Ensure your job descriptions aren’t alienating talent with disabilities—seen and unseen. 

6. Drop the jargon

Job descriptions littered with jargon (whether industry or company-specific) can be problematic when sourcing talent from different avenues, especially outside of your primary industry. Many candidates have transferable skills from other industries they may assume won’t convert based on the language you use. A rule of thumb is to avoid using jargon altogether, but if you have to—for example, if you’re hiring for a role that requires the use of specific tech or tool types—spell out things like acronyms or describe the jargon in plain speak for candidates. 

So far, we’ve covered quite a bit about job descriptions in this guide. But we’re not finished! We want to show you how our teams at Lever approach job descriptions to attract and engage talent, both through inbound and outbound recruiting. Earlier in this guide, we mentioned that we use impact descriptions—and you can, too.

A large part of a job description is the skills needed to perform the job. If you’re only looking at hard skills though, your talent pool significantly decreases. Focusing on soft skills in your job description widens your talent and applicant pool, reduces bias, and can boost retention by attracting candidates that have the soft skills to be successful in their future role.

Let’s take a look at what impact descriptions are, how you can create impact descriptions, and how you can measure their efficacy in your own organization. 

Start with an impact description framework

Recruiters practice both inbound and outbound recruiting—and job descriptions are part of these hiring strategies. It’s inevitable that candidates will need a job description, regardless of whether they came to our company through a job posting or your hiring team engaged them through outbound initiatives. But how do you create job descriptions that serve both types of recruiting?

The answer: impact descriptions. With impact descriptions, you can better source, engage, and nurture talent that you want to attract and hire. As both sourcing and nurturing are essential components of talent relationship management, a framework for how you develop impact descriptions can help with inbound and outbound recruiting.

Caitlyn Metteer, Director of Recruiting at Lever

Back in 2014, we came together as a company to determine more broadly what it feels like to be recruited at Lever. Of course, job descriptions were a focal point! We wanted to ensure that, when people read our job descriptions, they were given a holistic understanding of what it would feel like to be part of Lever, as well as that role over the course of their tenure with us. Through that process, impact descriptions were born.

What are impact descriptions?

Job descriptions are one of the least evolved ‘tools’ in a recruiter’s arsenal, not for lack of trying to modernize them, but because they are often focused on the company rather than the candidate. 

At Lever, we believe there’s a better, more effective way to leverage job descriptions for recruiting top talent—impact descriptions!

Impact descriptions focus on outcomes, impacts, and performance rather than a rigid set of tasks or responsibilities. In other words, impact descriptions emphasize the impact an employee can have and the contributions they can make instead of focusing solely on what they’ll do in their day-to-day. 

Impact descriptions show potential impact and outcomes, whereas job descriptions show requirements and tasks. 

When creating impact descriptions, we take an outcome or performance-based approach which identifies two important dimensions of a role:

What is the candidate expected to own, teach, learn and improve once they’re in the role?

What should a candidate accomplish, and when? How will the candidate’s career progress throughout the year?

The first step in creating an impact description is to understand the role you’re hiring for and who your ideal candidate is. Each role you recruit for will inevitably have a desired set of skills, experience, and qualifications, but it’s important to keep in mind that you’re hiring for impact and potential future mobility, not just short-term needs. 

Before drafting your first impact description, your hiring team should consider what the candidate will own, and what they’ll improve upon or drive, if hired into the role. Asking questions like, “What will this person be responsible for? What would they be the primary owner of?” is a good place to start. 

Impact descriptions must still be inclusive and follow the tone of your company culture. The language you use, and how you create your own impact descriptions, should prioritize diversity and inclusivity.

Match and showcase motivators

Once you understand the role you’re hiring for and who your ideal candidate for the role is, you can move on to the next phase of crafting an impact description: motivators. 

Motivators are qualities or opportunities that candidates look for in a role and organization that push them to search for new job opportunities. For example, some candidates are motivated by growth, development, and leadership opportunities, while others see incentives in joining a team where they have more autonomy and stability in their role. 

Impact descriptions allow you to showcase these motivators to better align with the type of candidate you want to have apply, versus those that may not be the best fit for the role. Clearly linking these motivators to the role can help your hiring team more efficiently review candidates with aligned motivations.

Get specific (and avoid ambiguity)

The more clear and specific your impact description is around goals, impacts, and outcomes, the better. Traditional job descriptions are intended to ‘weed out’ the wrong candidates for a role, whereas impact descriptions empower you to attract the right people to the right roles and get candidates excited about joining your company. 

When drafting your impact description, ensure your needs, expectations, and the role’s potential impacts are clearly defined so that candidates have a firm understanding of what they can accomplish in the role. 

Draft your first impact description

Now that you know what role you’re hiring for and why; the ideal candidate you need for the role; the key motivators you’ll showcase, and a few best practices for specificity, you’re ready to write your first impact description. 

Focus on providing details around what the candidate can expect to own and drive in the role, and the team they’ll be joining. Remember, you want to avoid lists of tasks and requirements in favor of outcomes and impacts. 

Using this framework, recruiters can more effectively communicate not just expectations of a role, but what a candidate can hope to achieve and the contributions they’ll be able to make just within their first 6 months alone.

Evaluating how effective your impact descriptions are can give you insights into how candidates feel about your descriptions and what improvements or updates you can make along the way. Depending on how you share these descriptions—via inbound or outbound recruiting efforts—you may receive feedback from candidates that helps you iterate on the descriptions over time. 

Monitor unqualified versus qualified candidates

Receiving a large number of underqualified candidates for a role can indicate that your impact description isn’t defined clearly enough. For example, you may need to better highlight growth opportunities, or more clearly explain your company culture. Similarly, if you’re receiving lots of applications from otherwise terrific candidates who would be better suited for other positions, that may indicate that the outcomes, impacts, and expectations in your descriptions aren’t clear.

In this case, you’d want to pay close attention to conversion rates as a key recruiting metric. 

One quick way to determine whether your impact descriptions are driving your desired recruiting objectives is to look at conversion rates. For instance, recruiters with Admin status in LeverTRM can monitor overall application trends via Lever’s Conversion Rates report. The recruiter can hover over the percentage of candidates archived in the New Applicant stage to see why a candidate didn’t move forward.

Job Description - Conversion Rates Screenshot

Finally, collect feedback from candidates and hiring teams alike

If your recruiters are as obsessed with data as we are, then you’re likely already collecting insights from candidate feedback and input from your hiring team. When using and consistently improving your impact descriptions, close the feedback loop between your candidates, your hiring managers, and your recruiting team! Here at Lever, for example, we send candidate feedback surveys to applicants and make sure to flag and record feedback so that our recruiters can see how candidates are reacting and where we can make improvements. 

Collecting feedback from candidates is crucial to consistently improve your recruiting process. At Lever, for example, we share feedback surveys with candidates that ask them about their entire experience, from applicant to interviewee and beyond.

Customer Experience Survey Screenshot

If you’re ready to transform your everyday job descriptions into impact descriptions that drive results for your recruiting, download our free impact description guide. You’ll get our top tips for crafting the perfect description and have everything you need to attract candidates and nurture top talent for your organization. 

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Your Guide to Creating Impact Descriptions

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How to Write an Effective Job Description

A job description is a useful, plain-language tool that explains the tasks, duties, function and responsibilities of a position. It details who performs a specific type of work, how that work is to be completed, and the frequency and the purpose of the work as it relates to the organization's mission and goals. Job descriptions are used for a variety of reasons, such as determining salary levels, conducting performance reviews, clarifying missions, establishing titles and pay grades, and creating reasonable accommodation controls, and as a tool for recruiting. Job descriptions are useful in career planning, offering training exercises and establishing legal requirements for compliance purposes. A job description gives an employee a clear and concise resource to be used as a guide for job performance. Likewise, a supervisor can use a job description as a measuring tool to ensure that the employee is meeting job expectations.

Step 1: Perform a Job Analysis

This process of gathering, examining and interpreting data about the job's tasks will supply accurate information about the job so that an organization can perform efficiently. Performing a job analysis includes the following steps:

  • Interviewing employees to find out exactly what tasks are being performed.
  • Observing how tasks are performed.
  • Having employees fill out questionnaires or worksheets.
  • Collecting data on jobs from other resources such as salary surveys and the Occupational Outlook Handbook .

The results should be documented and reviewed by the employee who is currently in the position—and his or her supervisor—for any changes regarding the knowledge, skills, abilities, physical characteristics, environmental factors and credentials/experience of the position:

  • Knowledge —comprehension of a body of information acquired by experience or study.
  • Skill —a present, observable competence to perform a learned activity.
  • Ability —competence to perform an observable behavior or a behavior that results in an observable product.
  • Physical characteristics —the physical attributes an employee must have to perform the job duties with or without a reasonable accommodation.
  • Environmental factors —working conditions (inside or outside the office).
  • Credentials/experience —the minimum level of education, experience and certifications acceptable for the position.

Step 2: Establish the Essential Functions

Once the performance standard for a particular job has been made, essential functions of the position must be defined. This will provide a better avenue for evaluating Americans with Disabilities Act (ADA) accommodation requests. Defining the essential functions encompasses the following steps:

  • Ensure that the tasks as part of the job function are truly necessary or a requirement to perform the job.
  • Determine the frequency at which the task is performed or how much time is spent performing a task.
  • Determine the consequences of not performing the function and whether this would be detrimental to the employer's operation or result in severe consequences.
  • Determine if the tasks can be redesigned or performed in another manner.
  • Determine if the tasks can be reassigned to another employee.

Once the essential functions are defined, the employer can make a determination as to whether the functions are essential or marginal. The use of the term "essential function" should be part of the job description, and it should explicitly state how an individual is to perform the job. This will provide future guidance as to whether the job can be performed with or without an accommodation.

Step 3: Organize the Data Concisely

The structure of the job description may vary from company to company; however, all the job descriptions within an organization should be standardized so that they have the same appearance.

The following topics should be included:

  • Job title —name of the position.
  • Classification —exempt or nonexempt under the Fair Labor Standards Act (FLSA).
  • Salary grade/level/family/range —compensation levels, groups or pay ranges into which jobs of the same or similar worth are placed, including minimum and maximum pay bands. 
  • Reports to —title of the position this job reports to.
  • Date —date when the job description was written or last reviewed.
  • Summary/objective —summary and overall objectives of the job.
  • Essential functions —essential functions, including how an individual is to perform them and the frequency with which the tasks are performed; the tasks must be part of the job function and truly necessary or required to perform the job.
  • Competency —knowledge, skills and abilities.
  • Supervisory responsibilities —direct reports, if any, and the level of supervision.
  • Work environment —the work environment; temperature, noise level, inside or outside, or other factors that will affect the person's working conditions while performing the job.
  • Physical demands —the physical demands of the job, including bending, sitting, lifting and driving.
  • Position type and expected hours of work —full time or part time, typical work hours and shifts, days of week, and whether overtime is expected.
  • Travel —percentage of travel time expected for the position, where the travel occurs, such as locally or in specific countries or states, and whether the travel is overnight.
  • Required education and experience —education and experience based on requirements that are job-related and consistent with business necessity.
  • Preferred education and experience —preferred education and experience based on requirements that are job-related and consistent with business necessity.
  • Additional eligibility qualifications —additional requirements such as certifications, industry-specific experience and the experience working with certain equipment.
  • Affirmative action plan/equal employment opportunity (AAP/EEO) statement —clause(s) that outlines federal contractor requirements and practices and/or equal employer opportunity statement.
  • Other duties —disclaimer, see Step 4.

Step 4: Add the Disclaimer

It is a good idea to add a statement that indicates that the job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice.

Step 5: Add the Signature Lines

Signatures are an important part of validating the job description. They show that the job description has been approved and that the employee understands the requirements, essential functions and duties of the position. Signatures should include those of the supervisor and of the employee.

Step 6: Finalize

A draft of the job description should be presented to upper management and the position supervisor for review and approval. A draft allows a chance to review, add or subtract any detail before the final job description is approved.

The final job descriptions should be kept in a secure location, and copies should be used for job postings, interviews, accommodation requests, compensation reviews and performance appraisals. Employers may also wish to post them on their intranet.

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Want to write effective job descriptions? Here are some great tips to help you create more effective job descriptions to help your organization achieve its HR and business goals.

What Exactly is a Job Description?

A job description is a complete record of the required skills and behaviors, responsibilities, education, knowledge areas, and more. Increasing the quality of your organization’s job descriptions can also have a positive impact on the quality of your new hires and improve your hiring process overall (in addition to increasing the fairness of your process).

This blog post is to help you get the best knowledge you need to start writing effective job descriptions. In a hurry? Jump straight to your section of interest by clicking on a link (see below).

Article table of contents (jump to a section): 1. Job description sign off example 2. 3 benefits of an job description 3. 8 tips for writing effective job descriptions 4. Job descriptions best practices: 8 pitfalls to avoid 5. 5 ways a quality job description can enhance your entire employee lifecycle

Job Description Sign Off Example

job description sign off example

Depending on the format of your job descriptions, they can be utilized as a record of the job duties that both employer & employee have read and agreed upon beforehand.

The right job description software can help your employees to sign-off on their job descriptions and this can act as digital proof that they have agreed to the details mentioned within their job description.

This is especially important for organizations that operate in industries that require a certain level of compliance for job descriptions (based on the relevant labor policies wherever your organization conducts its business).

3 Benefits of An Effective Job Description

More effective recruitment programs, stronger performance evaluation tools  , enhanced people planning capabilities  .

Want to improve your job description process?  Fill out the form below to access our Job Description Toolkit today!

8 Tips for Writing Effective Job Descriptions

Here are 8 great tips for writing effective job descriptions to help you improve your organization's job descriptions today:  

writing effective job descriptions

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Include job-relevant competencies  .

Competencies ensure consistency and that all essential skills and behaviors are effectively measured in potential employees.   

A key reason that people use competencies on their job descriptions is that it unifies all descriptions and positions across the organization under a common framework.

This provides structure to the organization’s HR programs, and allows HR personnel to get a much better grasp on the roles, levels, and dependencies between jobs in their organization.  

Highlight the ‘must have’ job requirements early on  

Clearly mention (within the job description) any important job requirements such as mandatory education, certifications and skills to give candidates the necessary knowledge to make an informed decision.  

Describe the benefits of your company including its culture, environment & history  

Many people are looking for more than just a  paycheque . They wish to work for an organization that aligns with their ideals, offers some perks, and ultimately provides a healthy working environment.   

If your organization has these benefits (or more), make sure it is clearly stated on your job description.   

List essential job responsibilities and tasks using present-tense action verbs  

Avoid vague action verbs and use precise language to provide candidates with the most accurate requirements in a job description.  

 *Example of using software to add job responsibilities to a job position

Use a conversational voice  

The personality you deliver and demonstrate in your job description can help set your organization apart from others. A personable and friendly approach, as an example, is likely to help you attract more candidates.  

Promote employee career paths  

Candidates are more likely to accept a position that suggests opportunities for employee career growth. Showcase these opportunities in your job descriptions and attract candidates by addressing the specific activities they will be reviewed on.   

Make sure the employment terms are clearly stated  

E.g. full-time vs part-time, salaried or hourly, etc. For your job descriptions, try to avoid any misunderstanding as early as you can by using clear, concise language. This measure will ensure that all concerned (I.e. candidates & employer) are on the same page throughout the application process.  

Make sure your job descriptions are neatly presented and readable  

Incorporating templates, spacing, bullet points, and headers will give your job descriptions an organized and consistent look that is appealing to applicants.   

Job Descriptions Best Practices: 8 Pitfalls to Avoid

Don’t include goals  .

Organizational goals can change throughout the year and depend on operational priorities (e.g. pick 25 bushels a day). This information can be conveyed to a successful candidate (post-interview) rather than take up valuable space on the job description needed to recruit them.   

Don’t include unrealistic expectations  

By overstating the needs of the job or by listing unreasonable expectations, you are likely to hire an overqualified candidate who might not remain at your organization for very long.   

Don’t embellish company culture and job role details  

If your company has a hard-working culture,  be honest about it  in order to potentially weed out less-driven candidates at inception.   

If the winning candidate is expected to work after-hours, travel, or be available on weekends, this should be noted within the initial job description (not sprung like an unwanted surprise).  

Don’t use redundant language within your job descriptions  

Requiring someone to be a ‘great communicator’ or ‘team player’ is important for many jobs, yet many applicants will claim to have qualifications like these.   

Don’t add unnecessary text in your job descriptions or feel compelled to add “fluff” (based on comparisons with other job descriptions). Instead, evaluate these behavioral attributes (I.e. communication or teamwork) during the interview stage by using behavioral competencies to create your competency-based interview questions.   

Don’t use jargon or acronyms  

Avoid using vague language and unfamiliar acronyms in your job descriptions.    

Though these terms may be widely known in your organization, using such jargon can make your job descriptions difficult to understand (due to context) and can hinder applicants from even applying to your job posting.  

Don’t make specific promises about promotions or bonuses  

While you certainly want to highlight opportunities for growth, these should always be based on actual performance once the candidate is on board.   

Don’t be afraid to make changes to your job descriptions

As your organization grows and changes, so will your job descriptions. Proactively updating your job descriptions will ensure you continue to generate qualified applicants and, more importantly, that your current employees know what is expected of them.  

According to our data , 43% of companies never update their job descriptions at all. Keeping job descriptions updated regularly is not just essential from an organizational performance and compliance perspective, it can also act as a safeguard for employers when it comes to legal disputes with employees.  

Don’t leave out key details  

While concise job descriptions and neat formatting are beneficial, striking the right balance in terms of length is just as important.   

To avoid omitting any important job requirement details, ensure that your job description is properly reviewed by, at least, two colleagues in relevant job roles, before advertising it as a job posting (either on your site or an external job board).  

5 Ways  an Effective Job Description Can Enhance Your Entire Employee Lifecycle 

Increase the efficiency of your hiring & selection process  .

A quality job description can be used as a strong foundation to help you create a list of effective interview questions to properly assess your candidates.   

Carry out structured, behavioral interviews (built on the job description viewed by the candidate), using the “STAR” method (asking the candidate to describe the Situation, Task, Action, and Results) to assess candidate-job fit.   

*Example of using software to create an interview guide

Doing this will add more objectivity and realistic expectations to your current interview process because this type of interview is based directly on the required skills & behaviors for the job role available.    

Set clear expectations from the start  

Once your new hire is onboard, have them sign off on their job description (if you use job  description software), so your organization has a clear, documented understanding of on-the-job expectations which has been agreed upon by both parties (employee and employer).

Check out the video below to get a sense of how, using this job description creator can help you  create competency-based job descriptions within minutes. 

Act as a strong foundation for employee assessments   

As an employee progresses in their job role, their abilities or job performance will (at some point) be assessed by department or HR managers. This can be done as a supervisor assessment, self-assessment, or a 360 assessment (often used for those in leadership roles).   

A quality employee assessment can be linked back to an employee’s original job description and the competencies required based on the job role.   

Aid with learning resources for employees’ development programs  

If skill gaps are identified (through the employee assessment process), your organization can then provide employees with the appropriate learning resources (based on the competencies mapped to your job descriptions) to develop and strengthen those gaps.  

"With the  right job description software , you can re-evaluate what competency levels are needed for certain jobs, and where people are performing on a consistent scale. It makes creating training paths and performance management so much easier," says Helen  Roos , President, Campus Coordinator & Lead Facilitator at  Ilinniapaa  Skills Development Centre  

Allow your employees to build quality in-house career paths  

One of the most powerful motivators to keep top employees engaged is visible opportunities for internal career growth.   

If you have relevant competencies mapped to every job role, this can give you greater transparency on exactly what skills and behaviors (at specific levels) your employees need to demonstrate in order to take their next career step in your organization.   

employee career pathing example

*Example of visual employee career path (or career pathing)

“A good employer will do their best to facilitate an employee’s ambitions and will be realistic enough to see the shorter-term benefits of investing in their development regardless of their long-term destination,” remarks James Lloyd-Townshend, CEO at Frank Recruiting Group in an Indeed article about  creating better career paths for employees .  

This should be the mindset of any organization that desires to properly grow its talent for future success.   

Learn More About Job Descriptions: 

  • Check out Quinto, HRSG's leading job description software
  • Who Usually Leads Your Organization’s Job Description Creation Process?
  • Is Your Company Ready for Job Description Software?

Post last updated: January 6, 2021

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11 tips for crafting highly effective job descriptions

Hiring great talent starts with an enticing job posting. Here’s how to create effective, engaging, and inclusive job descriptions sure to lure the best candidates for the job.

Mature entrepreneur writing informative notes in textbook sitting in sidewalk cafeteria with modern netbook and working remotely, middle aged proud CEO planning business meeting in financial district

Writing job descriptions for open positions might feel like a chore to pass off to someone with less on their plate, or something to shortcut by dusting off copy from the last time you hired for this role, but an on-target job description is a vital step in landing talent — especially in tight markets. All too often, it’s in the job description where recruiting efforts start to fizzle.

A job posting is a representation of your company, culture, and successes, to be read by a lot of people. How you phrase a job description, what you say about the role, even the words you choose to describe expectations and requirements hold sway over whether people will be attracted to or repelled by this job — and your company.

“This is a marketing tool,” explains Ryan Whitacre, partner at executive search firm Bridge Partners. “You want to cast as wide a net as possible.”

You might believe what you want is for just two perfect people to apply so you don’t have to spend hours in interviews. But Whitacre comes to his perspective honestly. “When I suggest two excellent candidates to my clients,” he says, “They ask, ‘Who else is there?’ Every single time.”

You are fishing. You are also doing some marketing. The job description is the lure. And the way it’s written makes a valuable first impression to anyone who reads it. It’s worth the time to get it right.

I asked experts on this form of writing for tips on how to do it well. Here is their advice.

1. Make a good first impression

“First impressions matter,” says Kaitlin Kincaid, senior managing director of recruiting firm Keller Augusta. This job description might be everything the reader knows about your company, whether they apply or not. “Use it as an opportunity to showcase the company,” she says. “Highlight your culture and the successes.”

Trevor Bogan, regional director for the Americas at Top Employers Institute, agrees. “Tell the reader what makes you unique, particularly if your organization participates in sustainability or inclusion initiatives,” he says.  

If sustainability isn’t yet your proudest moment, tout the amazing benefits, growth, travel, or learning opportunities your company provides. “Prospective employees want to work at a place where they can grow their careers and develop new skills,” says Bogan.  

2. Lead with what’s most important

Applicants are scanning a job board, either at your site or an aggregator’s and won’t read your posting unless the title and the first few sentences pull them in.

“Use a clear and concise job title that accurately reflects the position,” says Kristen Tronsky, chief people officer at DoiT International. “This helps attract candidates with appropriate skills and experience.”

If the headline hooks someone, the first paragraph is where you lure them in. This is where you brag about how cool your company is and why people want to join your team.

“Start with a compelling summary,” says Scott Poniewaz, CEO of EXEC. “Begin with a brief, catchy introduction to the role and your company to give applicants a clear idea of what the job entails and why they should be interested in applying.” 

That’s your opportunity to showcase everything from your remote options to your learning-forward culture, to your generous work/life balance perks. Why do you love your company? That goes in the summary.

After you have your potential applicant reading, you can get into the technical requirements. But be sure and rank them in order of importance so you don’t lose someone early over a skill that isn’t a must-have for you.

3. Look at it through a lens of inclusion

“It’s well worth putting time and care to make this as inclusive as possible,” says Carolyn Walker, global HR director for Nigel Frank. “That might mean looking at your benefits packages, or considering how you can make the application process itself more accessible.”

Comb through the words, metaphors, and even the list of required skills and training with an eye to who might be discouraged by the way you are phrasing things or what you are asking for. Ask yourself if excluding people is your goal.

“Exclusionary language can put off prospective marginalized candidates,” says Walker. “If you’re serious about inclusion and allyship, you have to think about what you’re sending out into the world, and job descriptions are absolutely a part of that.”

Bogan agrees, adding that research his firm has done indicates that in 2023 DEI is more important than ever. “Inclusive language promotes diversity and sends a message that the organization is committed to inclusion,” he says. “Avoid using gender-specific terminology that may alienate certain groups.”

4. Skip the cliches

“Don’t use expressions like rockstar, ninja, or other cliches,” says Kim Jones, vice president of human resources at Toshiba. This terminology has become common but is layered with problems. “These are highly intelligent, skilled professionals who want to know what the position requires,” she says. “You lose top talent when you resort to these types of phrases.”

The word “requirements” is also a cliché and probably not the meaning you intend.

Claire Rutkowski, senior vice president and CIO Champion at Bentley Systems, has seen this play out herself: That word drives people away, she says. “For engineering firms to be more inclusive they need to use the words ‘preferred qualifications’ instead of ‘requirements,’” she says. When you say something is “required” many people will take that literally. And a high percentage of those people will be women.

“Women tend to feel that they need to meet 100% of the criteria,” says Rutkowski. And they won’t apply if they are missing even one small item on your list. “Men feel like, ‘Well if it’s 60%, I’m going to apply anyway,’” she says.

5. Whittle down the requirements

A long list of requirements — even if you call them preferred qualifications — isn’t a good idea. Instead weed out what you can — especially expectations that are not skills but rather specific or advanced degrees not necessary to the role.

“Be realistic about background and experience requirements,” says Linda Pophal, founder and owner of Strategic Communications. “Requiring degrees can result in missing out on talent who could do the job quite well — it’s also risky from a discrimination standpoint because certain population segments may be adversely impacted by degree requirements.”

A job description that asks for specific degrees, graduate degrees, and many years of experience — especially in fields that are so new it’s not possible — is often a sign of a company not putting in the work to refresh job descriptions, Whitacre says.

“Most times, that job description comes from the person who’s in the chair now,” he says. “These are snapshots in time. Over time, jobs change and those descriptions can be using stale terms — and stale requirements.”

Take a long, hard look at that shopping list of qualifications. Do you really want — in this hiring climate, with present-day attitudes toward education, amid today’s speed of technical change and access to alternate education paths — to eliminate everyone who doesn’t meet that requirement for 10 years of on-the-job experience and a specific degree?

6. Do a bias check

Whether you updated a job listing someone else wrote or started from scratch, perform a bias check. “Recognize that you will have bias,” says Whitacre. No matter how evolved you believe yourself to be or how hard you try, it isn’t possible to exist without some sort of bias. Your bias, though, will be different from another person’s bias. “So have other people take a look at it,” he says.

And not just the manager or the person this new hire will report to. “Ask lots of people to look at it with an eye towards capturing bias,” he says. And don’t ask a lot of people who graduated from Stanford or live in New York. Ask people who all come from different place, backgrounds, and educational opportunities. Mix it up.

And tell these people what you are looking for. If they know you are trying to eliminate bias, they will know it’s okay to tell you that your worldview is privileged.

There are also online tools — such as Textio — that run your job description through an AI that will find bias and offer alternative wording.

7. Be crystal clear about location

“Indicate whether the role is 100% telecommuting, 100% in the office, or hybrid — and what that hybrid schedule would be,” says Toshiba’s Jones.

In IT you should absolutely be prepared to offer a remote option, though. “Having a remote option is a huge draw,” says Whitacre. But don’t say it if you don’t mean it. “You can’t just use it as a bait-and-switch maneuver,” he says. “You have to truly be open to it and have that conversation.”

This has become so important to the technical talent pool that you can’t really avoid it.

“Prior to the pandemic,” says Whitacre. “The first questions I got — from the CEO on down — was about compensation. Now, the first question everyone asks is, ‘Do I have to move? Is it remote? Is it hybrid? How many days a week?’ Those are the questions on people’s minds now.”

This is borne out by research as well. According to a recent survey , 58% of top employers offer some kind of flexible working arrangement. A 2023 Gartner study predicts that 39% of knowledge workers will work hybrid by the end of 2023.

8. Don’t be vague

Be specific about the actual role, not vague about the type of person you are looking for.

When you are vague about what will be expected of the candidate, they will assume they will be asked to do everything. “I don’t want to be the person that’s wearing all the hats,” says Kincaid. “Tell me how I am going to be successful in this job.” How will their success be evaluated? How will they be compensated? What are the benefits?

“Candidates want to know, ‘What’s in it for me,’” she says. So, if you want them to apply, tell them the details, rather than offering fuzzy catchalls like “terrific benefits” or “room to grow.”

“They will do the job,” she says. “But they want to know what’s beyond that. ‘How am I going to grow professionally? How am I going to be incentivized financially?’”

Be as specific as possible. Not only is this good writing in general, but in a job description specificity attracts the right candidates. “Being specific draws in qualified candidates who possess the relevant skills so your applicant pool will be more qualified,” Kincaid says.

Be specific, too, about the technology the candidate will use in the job. “Clearly outline and identify the technology that will be used on a day-to-day basis and the required technical skills,” says Tronsky. If some of this can be learned on the job, she says, spell that out.

9. Highlight the company culture and tech stack

Be sure your job description doesn’t lean too heavily on what you want candidates to bring to the job. You need to include that, of course, but it’s also important to consider what candidates might want to know going into the job.

“What’s more important is that a job description highlights culture, mission, and work-life balance benefits,” says Nancy Drees, CEO of Vacare Group. “Also, play up your cool tech stack or the technical challenges your employees enjoy. These are the things that are going to catch somebody’s eye.”

You are looking for technical creatives. And those people love to solve technical problems, learn, and maybe communicate and create using slick collaborative tools from some distant beach.

If you have a beautifully diverse, interesting, and collaborative organization, play that up, too. “Candidates who have opportunities to learn from different departments and work with diverse teams feel more engaged in their roles,” says Bogan. “Top performers want to grow and learn.”

10. Think about SEO

“Applicants are typically searching a job board,” explains Scott Lieberman, founder of Touchdown Money. And those rely on search engines to deliver the right job to the right person.

So, it’s worth brushing up on search engine optimization or bringing in someone who is good at it. After all, you don’t want your brilliant job description to go unseen by prime candidates searching for jobs.

“Using keywords related to the job and the industry in the job description will help your job description stand out in search results and ensure it is seen by the right applicants,” says Poniewaz.

Ask your SEO expert to be creative about search terms if you are looking for someone with a specific interest or specialty to ensure your job lands in front of precisely the people you are looking for.

11. Use clear, action-oriented language

Passive voice in general puts people to sleep, so if you want people to read your job posting, use active language.

“Using active voice and action-oriented language makes the job description more engaging and exciting,” says Tronsky. “It conveys a sense of urgency by indicating that the job is important and needs to be filled quickly.”

Use a light, engaging tone, too, that reflects the voice of your culture. Are you entrepreneurs working at the cutting edge of technology? Use language that feels comfortable to you. Are you bankers? Use a tone that reflects who you are.

You may be working in technology where acronyms reign supreme but leave those out of the job description. Your team might bandy about jargon with frequency but those specific terms might not translate outside your culture.

“Don’t use lots of jargon or technical language,” says Tronsky. “That can make it difficult for candidates to understand the job requirements, leading to confusion and potentially deterring qualified candidates from applying and increasing your unqualified applicant pool.”

More on effective hiring and staff management:

  • 6 hot IT hiring trends — and 5 going cold
  • 7 interview mistakes that cost you key hires
  • Employee retention: 10 strategies for retaining top talent
  • 9 reasons good employees leave — and how you can prevent it
  • Diversity and inclusion: 8 best practices for changing your culture

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Best practices for writing a Job Description

Job Description

Job Description Writing Guide - A Set Of Best Practices

Write a Job Description

You are currently recruiting for a new position. You want to make sure you identify and hire the right candidate as fast as possible. You have to get started with a bit of job description writing.

Now, there seems to be a bit of confusion out there with regards to the difference between a job advert and a job description (sometimes called a job specification or job spec) . In short, a job advert describes the outcome of the role which is attractive to applicants whilst a job description describes, in depth, the activities necessary to reach that outcome. This article (as you may have guessed from the title) focuses on the latter.

As you know, the first step is to understand exactly what you require from your ‘perfect’ candidate. Putting these technical requirements onto paper while also balancing cultural fit and not losing your unique voice can seem a bit challenging. However, with the right steps in place, writing a job description can be fairly straight forward. With those considerations in mind, here’s our guide to writing job descriptions.

What is a job description and why is it important to get it right?

  • ' Title & Summary ' - Outline the job title, where it will be based and sell it
  • ' Who We Are ' - Tell them about your organisation
  • ' The Role ' - Tell them what the main purpose of the role is
  • ' Their Benefits ' - Describe the benefits they will receive
  • ' Their Team ' - Let them know who they will be working alongside
  • ' Their Responsibilities ' - Give them more detail about what they will be doing
  • ' About Them ' - Explain what you are looking for in your ideal candidate

What are the main purposes of producing a job description?

  • IMPORTANT: Avoid these to write an effective job description

Access free job description templates

You already know this. We know that. But just as a quick recap…

A job description describes and explains the type of work that a certain individual will perform should they be chosen by the hiring organisation. It doesn’t only focus on the available position, but it also highlights important company details and how much the applicants can expect to be remunerated. 

In short, it is a document or website page that gives enough detail for a reader to determine whether or not they are an eligible candidate, as well as whether the company is a suitable match as the next step in their career journey.

Download free job description templates

Writing an effective job description is so important because it gives you a much better chance of attracting, and subsequently hiring, talented professionals. Put yourself in their shoes...

You're on the market and looking for a job . You find a vacancy you think will suit but the job description is a bit wishy-washy and unclear - you decide against applying because you don’t know exactly what the job encompasses.

You continue searching.

Eventually you come across a similar vacancy, but this time the job description clearly and concisely documents what the role involves, as well as the type of person they are hoping to hire. Excellent news, you meet their stringent criteria and decide to submit an application. An organisation that takes such care when defining who they want to hire must be a great business to work for!

Right, now it’s time to move into the more nitty gritty details...

What should you include when writing a job description?

According to Indeed , the key to writing an engaging job description is to find a sufficient balance between having a candidate understand your company in depth, whilst keeping it concise enough that it’s highly focused on deliverable and tangible results.

"30% of job descriptions that strike the balance are delivered with between 700 to 2000 characters."

Writing a job description can be a challenging task for hiring managers, which is why we’ve created a number of downloadable and editable job description templates that you can use and adapt for any position. A badly written job description can slow down your recruitment process, attracting the wrong candidates while a well-written one will showcase your company in the right way, making sure you find the best talent.

Nail your job description

Below are the best practices for writing a job description.

If you need an easy, professionally designed template that you can edit, simply download the job description template you need .

1. 'Title & Summary' - Outline the job title, where it will be based and sell it

This is the mandatory information that should be at the very top of the job description: What is the job title, where will the position be based, is it full-time, permanent employment or a contract role?

Use a specific job title as you will be more likely to attract the right kind of job seeker, but drop the internal abbreviations that people are less likely to search for when they are conducting their job search.

Bear in mind that, as with anything, the opening section is crucial to attracting attention and captivating the viewer or reader’s interest. Try and include a few key details about the role or your organisation that stand out and will catch their eye.

Seo considerations writing job description

Note: Have you done your research on the type of search terms people are using when trawling the internet for similar jobs to the one you are advertising? SEO is an important consideration for the job search, so you should use recognisable and keyword friendly phrases in your job ad.

2. 'Who We Are' - Tell them about your organisation

In today’s market it’s more important than ever to portray your company in the right way, to let the jobseeker know more about your organisation and what it is you do. This doesn’t need to be long. For example...

Our Vision:

We help organisations build their talent capability. Connecting people with opportunities.

Our Purpose:

Improving lives - Our People. Our Clients. Our Candidates.

Our Values:

  • Always embracing change
  • Always committed
  • Always communicating
  • Always building trust

3. 'The Role' - Tell them what the main purpose of the role is

Are there specific projects that you have in mind that you want them to lead? Will they be slotting into a role within an already existing team or is their position in a new department? This is your chance to highlight how the position fits within the team, as well as in the wider business.

This part does not need to be long either: 2-3 sentences is often enough, the golden rule is to keep it concise. You will find an example for this in our downloadable free template.

Describe role in job description

4. 'Their Benefits' - Describe the benefits they will receive

The concise description of the role and your company should be complemented by a summary of the benefits they can expect to receive on an individual level should they be successful, as well as the job’s big-picture benefits.

A key piece of writing advice here is to help the reader envision themselves truly benefiting from what you are offering them. This can make your job description stand out against others, even if the benefits mentioned are similar.

Instead of simply '4:30pm finishes every Friday' , why not go for 'Finish your week an hour early, allowing you to beat the hometime rush and make the most of your Friday evenings' .

5. 'Their Team' - Let them know who they will be working alongside

This might be the easiest part of the job description. You will already have a clear picture of who the new employee will be reporting into based on their responsibilities and the purpose of the position, but it is always best practice to outline the other team members they will be working closely with on a daily basis, as well as other key interactions (i.e. stakeholder management) .

        View this post on Instagram                       A post shared by Qgroup (@q.groupsweden) on Sep 30, 2019 at 3:00am PDT

6. 'Their Responsibilities' - Give them more detail about what they will be doing

In this part of the job description, it is often useful to use a list of bullet points for the individual, day-to-day responsibilities of the role. It’s important to be thorough and let the candidate know exactly what it is they will be responsible for, followed by the deliverables that you anticipate as a result of their actions.

When writing this section of the job description, use strong verbs to generate excitement and promise.

Be precise and let them know what system or software they will be working with or what projects they will be working on and what their exact responsibilities are within that context.

Responsibilities on job-description

As a seamless follow-on from responsibilities, you can also highlight the short, medium and long-term objectives of the role. This then becomes your prime opportunity to mention the scope for progression and promotion that’s on offer.

7. 'About Them' - Explain what you are looking for in your ideal candidate

This is your opportunity to set out a checklist of the skills, both technical and interpersonal, and the experience you expect applicants to possess.

  • Define essential skills and (desired) qualifications.
  • How many years of experience would you want the person to have?
  • Should they have experience working with a certain program?
  • Personality traits and soft, interpersonal skills that would help them succeed.

It should be clear enough that anyone reading the job specification who is considering applying can easily work out whether or not they are suitably experienced or the right type of person to carry out the job.

Watch this video from Linda Raynier who breaks down further how to write a compelling job description that will help you attract top-quality applicants.

Whilst the primary purpose of producing a job description is obvious - to find and hire an eligible new employee - it’s not the sole function it can perform.

Creating a job description for any given position within a company will help the rest of the team, and management, truly understand what that job entails. It also holds a continuing value throughout the employment lifecycle for both the employee and the employer.

From an employee perspective, whoever is successful in being selected to fulfil the position the job description is an accurate reference point for their responsibilities and the expected level of performance - when it comes to a review, appraisal or promotion negotiation , the job description can be used as a barometer for how well you have been doing in your new job.

Similarly, from a management point of view (particularly if the line manager is relatively new) , they can use the job description to judge how well the new employee is getting on and whether they are living up to the expectations that were set out in the first place.

IMPORTANT: Avoid these if you want to write an effective job description

1. Using internal terminology - Stick to well-recognised requirements and terms so not to put off any potential applicants.

2. Involving stakeholders from every department - Whilst it is good to involve people from several different areas of the business, it is not necessary and can be counterproductive to have input from numerous stakeholders. Stick to HR, line management and those who will be working closely with the new joiner.

Avoid many stakeholders writing job description

3. Adding skills because you think they might be useful - The job description should be an accurate depiction of what the chosen applicant will be doing and the skills required - including ‘desired’ skills that you may think could be useful will be detrimental as it makes the list longer and harder to match.

"Men apply for a job when they meet only 60% of the qualifications, but women apply only if they meet 100% of them."

Harvard Business Review

4. Using discriminatory wording - This is mostly an inadvertent action that has developed as a consequence of years of implicit discrimination, but there are certain words and phrases that could be interpreted as discriminatory .

Avoid these at all costs. Other than conveying a poor perception of your business, using such language will restrict the diversity of applicants as well, and we all know how valuable diversity of thought is in the workplace!

5. Finishing the specification without thorough reviewing - After all the time and hard work you dedicated to creating an effective job description it would be foolish to put it out to market without having thoroughly reviewed it. A job description with spelling or grammatical errors is likely to put off a segment of your target audience who pride themselves on their attention to detail.

Bonus: Continue adapting your job descriptions as your business evolves. Targets and goals will develop over time, so it’s important that job descriptions (even if someone is fulfilling the role and you’re not hiring) change accordingly - this is a key consideration if you are striving to boost your retention rates .

We have a variety of ready-made job description templates that have been expertly designed. Simply download the one most relevant to your vacancy, fill in your content in line with what has been mentioned in this article and be prepared for your hiring process to step up a notch!

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Best Practices for Writing Effective Job Descriptions

writing job descriptions best practices

- RESOURCE -

Writing effective job descriptions, the perfect pitch to prospective job applicants, get these tips as a downloadable guide sent right to your inbox..

Job descriptions are one of the first points of contact you have with a job applicant. Effective job descriptions can help you make a great first impression and, as a result, attract qualified talent for your open roles. However, if you’re not writing job descriptions that stand out to top talent, you’ll risk losing your best prospective applicants to competing job offers.

Before you post your open roles, it’s important to consider what goes into writing job descriptions that are compelling. Hireology has created the following guide for you to walk you through the steps for creating effective job descriptions.

When writing job descriptions…

1. clearly define the role and its responsibilities.

Similar to job applicants preparing detailed resumes to stand out to employers, it’s just as important for job descriptions to stand out to job seekers. Now more than ever, employers need to sell job seekers on their open roles – rather than the other way around – and job descriptions give you the perfect opportunity to do so. 

To get started, clearly define the roles and its responsibilities in each of your job descriptions, as this should excite qualified talent and weed out some prospective applicants who aren’t a fit. You should draft these aspects before you begin writing job descriptions, as this practice will help you make sure you’re writing compelling job descriptions.

Here are some questions to answer as you’re writing job descriptions:

  • What does the day-to-day look like for this role? 
  • How will success be measured for the role? 
  • What does the career path look like?
  • How will this potential employee contribute to the company’s overall goals and mission?
  • In what ways can this position make a difference within the company and its future?
  • What kind of social or ethical work does your company do outside of the office?

2. Spell out requirements for the position

Whether you’re a manager or HR lead, you know better than anyone else why someone left your company and why that person didn’t quite fit. Therefore, you have to make it clear to applicants not only what you want in a potential employee, but also what you don’t want when writing job descriptions.

In your job descriptions, be sure to mention:

  • Preferred background, skills, or experience preferred for the open role
  • Any certifications or other qualifications needed for the role 
  • Personality traits that help employees succeed in your office
  • Work habits expected in the position

writing job descriptions best practices

To attract top talent, you need to think like them. Download The Great Reassessment for a look into the modern job seeker’s mind.

3. Highlight what makes you stand out from other employers

When browsing job descriptions, today’s job seekers want a clear answer to the “What’s in it for me?” question. In the company overview and benefits section, you have the chance to excite prospective applicants further by sharing what you have to offer employees.

Here are some recommended details to include in the company overview and benefits sections of your job descriptions.

  • Company location – Where you’re based and what the travel schedule is like?
  • Company history – When was the company founded? What makes it unique?
  • Culture – What is it like to work for your agency? Are you family-oriented? Patient-focused? 
  • Awards – Has your agency been recognized by their industry or community as a great place to work?
  • Community involvement – What kinds of charitable work does the company foster?
  • Career growth – What types of career paths do you support at your agency? 
  • Benefits – What benefits do you offer employees? (ex. Vacation time, retirement benefits, healthcare benefits, training resources, discounts on equipment required for the role, and more)

4. Make sure your job descriptions are search-friendly

More than 70% of job searches begin on Google, so it’s important to have Google search results in mind when you’re writing job descriptions. 

Start by keeping your job titles short and concise – try not to include any details about sign-on bonuses or other information in the job title. In Google results, standard job titles that are most likely to match what job seekers are searching rank higher in search results.

Also keep your job descriptions short and to the point. The ideal length for job descriptions is between 300 and 800 words. Beyond the key job description elements outlined above  – including a strong company overview, list of responsibilities and requirements, an overview of your benefits and opportunities for career growth – also include additional information to rank well in search results.  

State the exact address of your open role(s) – including the zip code – as jobs with specific locations outlined are more likely to rank higher in Google results. Also, refresh your posted jobs after a reasonable amount of time, as older jobs do not rank well on Google. 

Finally, another key piece many employers overlook is including an Equal Opportunity Statement. Simply including this statement at the bottom of your job descriptions and on your career site can help you improve search results and stand out as a top employer. 

Here’s an example of an Equal Opportunity Statement: “We’re an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.”

Writing job descriptions is only a small part of attracting top talent. Watch this video to see how Hireology’s powerful all-in-one platform can improve your applicant flow. 

Set your team up for success with effective job descriptions

Job descriptions are essentially not much different than consumer advertisements. By writing job descriptions that meet the above criteria, you can attract the qualified talent for your open roles you’ve been searching for.  

Job descriptions are just a small piece of what you need to create a competitive advantage through your people at your organization. In a recent survey of over 6,000 applicants, we found that the most important that 34% of job seekers are looking for in their next roles is flexibility. In our recent guide, Mythbusting Common Flexibility Beliefs , you’ll see just how easy incorporating flexibility in your people policy can be.

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writing job descriptions best practices

Create a form in Word that users can complete or print

In Word, you can create a form that others can fill out and save or print.  To do this, you will start with baseline content in a document, potentially via a form template.  Then you can add content controls for elements such as check boxes, text boxes, date pickers, and drop-down lists. Optionally, these content controls can be linked to database information.  Following are the recommended action steps in sequence.  

Show the Developer tab

In Word, be sure you have the Developer tab displayed in the ribbon.  (See how here:  Show the developer tab .)

Open a template or a blank document on which to base the form

You can start with a template or just start from scratch with a blank document.

Start with a form template

Go to File > New .

In the  Search for online templates  field, type  Forms or the kind of form you want. Then press Enter .

In the displayed results, right-click any item, then select  Create. 

Start with a blank document 

Select Blank document .

Add content to the form

Go to the  Developer  tab Controls section where you can choose controls to add to your document or form. Hover over any icon therein to see what control type it represents. The various control types are described below. You can set properties on a control once it has been inserted.

To delete a content control, right-click it, then select Remove content control  in the pop-up menu. 

Note:  You can print a form that was created via content controls. However, the boxes around the content controls will not print.

Insert a text control

The rich text content control enables users to format text (e.g., bold, italic) and type multiple paragraphs. To limit these capabilities, use the plain text content control . 

Click or tap where you want to insert the control.

Rich text control button

To learn about setting specific properties on these controls, see Set or change properties for content controls .

Insert a picture control

A picture control is most often used for templates, but you can also add a picture control to a form.

Picture control button

Insert a building block control

Use a building block control  when you want users to choose a specific block of text. These are helpful when you need to add different boilerplate text depending on the document's specific purpose. You can create rich text content controls for each version of the boilerplate text, and then use a building block control as the container for the rich text content controls.

building block gallery control

Select Developer and content controls for the building block.

Developer tab showing content controls

Insert a combo box or a drop-down list

In a combo box, users can select from a list of choices that you provide or they can type in their own information. In a drop-down list, users can only select from the list of choices.

combo box button

Select the content control, and then select Properties .

To create a list of choices, select Add under Drop-Down List Properties .

Type a choice in Display Name , such as Yes , No , or Maybe .

Repeat this step until all of the choices are in the drop-down list.

Fill in any other properties that you want.

Note:  If you select the Contents cannot be edited check box, users won’t be able to click a choice.

Insert a date picker

Click or tap where you want to insert the date picker control.

Date picker button

Insert a check box

Click or tap where you want to insert the check box control.

Check box button

Use the legacy form controls

Legacy form controls are for compatibility with older versions of Word and consist of legacy form and Active X controls.

Click or tap where you want to insert a legacy control.

Legacy control button

Select the Legacy Form control or Active X Control that you want to include.

Set or change properties for content controls

Each content control has properties that you can set or change. For example, the Date Picker control offers options for the format you want to use to display the date.

Select the content control that you want to change.

Go to Developer > Properties .

Controls Properties  button

Change the properties that you want.

Add protection to a form

If you want to limit how much others can edit or format a form, use the Restrict Editing command:

Open the form that you want to lock or protect.

Select Developer > Restrict Editing .

Restrict editing button

After selecting restrictions, select Yes, Start Enforcing Protection .

Restrict editing panel

Advanced Tip:

If you want to protect only parts of the document, separate the document into sections and only protect the sections you want.

To do this, choose Select Sections in the Restrict Editing panel. For more info on sections, see Insert a section break .

Sections selector on Resrict sections panel

If the developer tab isn't displayed in the ribbon, see Show the Developer tab .

Open a template or use a blank document

To create a form in Word that others can fill out, start with a template or document and add content controls. Content controls include things like check boxes, text boxes, and drop-down lists. If you’re familiar with databases, these content controls can even be linked to data.

Go to File > New from Template .

New from template option

In Search, type form .

Double-click the template you want to use.

Select File > Save As , and pick a location to save the form.

In Save As , type a file name and then select Save .

Start with a blank document

Go to File > New Document .

New document option

Go to File > Save As .

Go to Developer , and then choose the controls that you want to add to the document or form. To remove a content control, select the control and press Delete. You can set Options on controls once inserted. From Options, you can add entry and exit macros to run when users interact with the controls, as well as list items for combo boxes, .

Adding content controls to your form

In the document, click or tap where you want to add a content control.

On Developer , select Text Box , Check Box , or Combo Box .

Developer tab with content controls

To set specific properties for the control, select Options , and set .

Repeat steps 1 through 3 for each control that you want to add.

Set options

Options let you set common settings, as well as control specific settings. Select a control and then select Options to set up or make changes.

Set common properties.

Select Macro to Run on lets you choose a recorded or custom macro to run on Entry or Exit from the field.

Bookmark Set a unique name or bookmark for each control.

Calculate on exit This forces Word to run or refresh any calculations, such as total price when the user exits the field.

Add Help Text Give hints or instructions for each field.

OK Saves settings and exits the panel.

Cancel Forgets changes and exits the panel.

Set specific properties for a Text box

Type Select form Regular text, Number, Date, Current Date, Current Time, or Calculation.

Default text sets optional instructional text that's displayed in the text box before the user types in the field. Set Text box enabled to allow the user to enter text into the field.

Maximum length sets the length of text that a user can enter. The default is Unlimited .

Text format can set whether text automatically formats to Uppercase , Lowercase , First capital, or Title case .

Text box enabled Lets the user enter text into a field. If there is default text, user text replaces it.

Set specific properties for a Check box .

Default Value Choose between Not checked or checked as default.

Checkbox size Set a size Exactly or Auto to change size as needed.

Check box enabled Lets the user check or clear the text box.

Set specific properties for a Combo box

Drop-down item Type in strings for the list box items. Press + or Enter to add an item to the list.

Items in drop-down list Shows your current list. Select an item and use the up or down arrows to change the order, Press - to remove a selected item.

Drop-down enabled Lets the user open the combo box and make selections.

Protect the form

Go to Developer > Protect Form .

Protect form button on the Developer tab

Note:  To unprotect the form and continue editing, select Protect Form again.

Save and close the form.

Test the form (optional)

If you want, you can test the form before you distribute it.

Protect the form.

Reopen the form, fill it out as the user would, and then save a copy.

Creating fillable forms isn’t available in Word for the web.

You can create the form with the desktop version of Word with the instructions in Create a fillable form .

When you save the document and reopen it in Word for the web, you’ll see the changes you made.

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    writing job descriptions best practices

  2. Best Practices for Writing Effective Job Descriptions

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  3. Best Practices to Write a Good Job Description in 2020

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    writing job descriptions best practices

  5. How to Write Job Descriptions

    writing job descriptions best practices

  6. The Ultimate Guide to Writing Job Descriptions: Everything You Need to

    writing job descriptions best practices

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COMMENTS

  1. Want To Write A Better, More Effective Job Description? Follow ...

    1. Write Short, Compelling Copy It should be short, compelling and give an idea of what your company is about.

  2. Write a Better Job Description

    Learn how to craft a job description that attracts top talent and reflects your corporate values. Avoid overinflating qualifications, language that may discourage women or candidates of color, and language that may limit your own unconscious bias.

  3. Best Practices for Writing an Effective Job Description

    Best Practices for Writing an Effective Job Description Published on October 12, 2023 A well-written job description is essential for attracting and hiring the right candidates for your open positions. To aid you in writing an effective job description, we have compiled a list of seven key components.

  4. How to Write a Job Description

    Learn how to write a job description that attracts and hires the best candidates with tips, tools, and examples from Ongig, a leading provider of job description templates and software. Find out what to do before, during, and after writing a job description, how to optimize your job titles and location, and how to use LinkedIn and internal job descriptions.

  5. How to Write Job Descriptions

    With that in mind, let's take a look at five best practices for writing great job descriptions: 1. Conduct a Job Analysis 2. Know What to Include in a Job Description 3. Create a Great Job Title 4. Hone the Requirements & Responsibilities 5. Edit Your Job Description Bonus! Job Description Templates Best Practices for Writing Great Job Descriptions

  6. Here's How to Write a Good Job Description

    When writing job descriptions, best practices — like focusing on skills over years of experience — can help you attract talent more effectively.

  7. A Guide to Writing a Job Description, With Examples

    A Guide to Writing a Job Description Rachel Meltzer Updated on July 6, 2022 Professionals Job descriptions—we've all pored over them looking for a great match, but a lot of them can leave us with more questions than they answer.

  8. A New Approach to Writing Job Descriptions

    A New Approach to Writing Job Descriptions Developing employees A New Approach to Writing Job Descriptions by Antonio Nieto-Rodriguez October 06, 2023 Juan Moyano/Stocksy Post Post...

  9. The Ultimate List of Job Description Best Practices

    1. Use the Right Tools First up, using job description tools is a great starting point. Tools like Ongig allow you to eliminate bias to make a good job description even better with engaging wording, and much more. With Ongig, you can easily: Eliminate gender bias Eliminate exclusionary language Spruce up boring job listings

  10. Ultimate Guide to Writing Effective Job Descriptions

    At a high level, a job description outlines the duties and responsibilities of a role for which a candidate is applying. Traditionally, these descriptions have followed a simple formula: A brief introduction to the company and its history. A summary of the open role, with a generic set of tasks or responsibilities.

  11. How to Write an Effective Job Description

    Step 3: Organize the Data Concisely. The structure of the job description may vary from company to company; however, all the job descriptions within an organization should be standardized so that ...

  12. Best Practices for Writing Effective Job Descriptions

    1. Job description sign off example 2. 3 benefits of an job description 3. 8 tips for writing effective job descriptions 4. Job descriptions best practices: 8 pitfalls to avoid 5. 5 ways a quality job description can enhance your entire employee lifecycle Job Description Sign Off Example

  13. How to Write a Job Description

    Include a list of hard and soft skills. Of course, the job description should specify. education, previous job experience, certifications and technical skills required for the role. You may also include soft skills, like communication and problem solving, as well as personality. traits that you envision for a successful hire.

  14. How to write the best job description ever

    Writing the best job description involves addressing candidates directly, using clear job titles, being honest about the company, making role responsibilities obvious, rethinking standard requirement lists, and highlighting meaningful benefits. This approach ensures clarity, attracts the right candidates, and improves the overall hiring process.

  15. How to Write a Job Description: Best Practices and Examples

    This post will give you some best practices for writing compelling job descriptions that communicate your expectations clearly and effectively. If you need help hiring new employees, check out Insight Global's hiring page! What is a job description?

  16. 11 tips for crafting highly effective job descriptions

    11. Use clear, action-oriented language. Passive voice in general puts people to sleep, so if you want people to read your job posting, use active language. "Using active voice and action ...

  17. Best practices for writing a Job Description

    Best practices for writing a Job Description | Morgan McKinley Recruitment Job Description Job Description Writing Guide - A Set Of Best Practices You are currently recruiting for a new position. You want to make sure you identify and hire the right candidate as fast as possible. You have to get started with a bit of job description writing.

  18. Five best practices for writing great job descriptions

    Best practices for writing great job descriptions. 1. Get real with the job title. Temper your creative juices for a moment. Rather than dressing up your job titles with flowery keywords like "Guru," "Superstar" or "Hero," opt for real-life keywords like "Sales Account Manager," "Human Resources Director," "B2B Social ...

  19. Best Practices for Writing Effective Job Descriptions

    4. Make sure your job descriptions are search-friendly. More than 70% of job searches begin on Google, so it's important to have Google search results in mind when you're writing job descriptions. Start by keeping your job titles short and concise - try not to include any details about sign-on bonuses or other information in the job title.

  20. Writing Job Descriptions that Attract Top Talent: Dos and Don'ts

    While professionalism is crucial, overly formal language can make your job posting seem uninviting. Strive for a friendly and approachable tone that reflects your company's culture. However, don't ...

  21. Best Practices for Involving Employees in Writing Job Descriptions

    Best Practices for Involving Employees in Writing Job Descriptions June 30, 2022 — By Lyssa Test in this article Why HR Should Have the Final Say on Job Descriptions How to Solicit Employee Ideas and Feedback for Job Architecture How to Write an Effective Job Description

  22. Best practices: Write an effective job description

    This section contains the meat of the job description. Typically, the description is outlined in 1) a high-level blurb that includes who the role is reporting to and what team the position is on and 2) bullet points that outline the responsibilities of the job. Instead of listing what your ideal candidate will do, we encourage you to focus on ...

  23. PDF Practice Writing Job Descriptions

    Best Practices The best practices listed below apply to the entire tool. Write clearly and concisely. It's likely that candidates are checking job openings on their mobile phones, so make yours easy to read. Address the candidates directly. This will make your job description more relatable. Use acronyms sparingly.

  24. Create a form in Word that users can complete or print

    Show the Developer tab. If the developer tab isn't displayed in the ribbon, see Show the Developer tab.. Open a template or use a blank document. To create a form in Word that others can fill out, start with a template or document and add content controls.

  25. What records are exempted from FERPA?

    Records which are kept in the sole possession of the maker of the records, are used only as a personal memory aid, and are not accessible or revealed to any other person except a temporary substitute for the maker of the records.