Managers, here’s how to craft job descriptions that set your team up for success
Have you ever received a call from your CEO, only to be told that your team has no idea what they’re doing?
How did you react?
Scared, right?
That’s exactly what happens when your team is underperforming, and instead of your department head, it's the CEO calling you directly.
To avoid these tense meetings with senior leadership, there’s one crucial thing you need to do for your team: create a job description that aligns with your organization’s objectives.
If your team’s job descriptions are unclear, I can assure you that you’ll frequently be on the receiving end of those uncomfortable calls.
And if your CEO doesn’t see any improvement, your role as a manager could be at risk.
To help you steer clear of unnecessary reprimands, today, I’ll show you how to craft an actionable job description (JD) for your team.
What is a job description?
A Job Description (JD) is a written document outlining key responsibilities, qualifications, expectations, tools, and skills required for a role. While it may seem like a simple document, if not used correctly, it can cause confusion and derail your team’s productivity.
In fact, if you examine toxic workplaces, you’ll often find a lack of clear job descriptions contributing to the dysfunction.
On the other hand, successful companies ensure that every employee fully understands their JD before they start working.
🚩 Red Flag Alert: If you ever see a JD that includes the phrase “and any other duties”, consider it a warning sign. This vague statement can be exploited, leading to unclear expectations and unnecessary stress.
How to Write a Clear Job Description
1. Start with basic details
Every job description should include the following:
Full Name: The employee’s full name
Job Title: Clearly state the position
Reporting To: Specify who the employee reports to (e.g., Supervisor, Manager, or Head of Department)
Supervising: If the employee has direct reports, mention their level(s)
Location: Where the employee is based
Department: The relevant department
2. Write a concise job summary
After listing the basic details, the next step is the Job Summary a brief, two-sentence explanation of the role. Here are some examples:
Example 1
Job Title: People Operations Director
Job Summary: “The People Operations Director oversees HR functions, including talent management, employee engagement, and organizational development. This role ensures smooth operations by aligning people strategies with business goals.”
Example 2
Job Title: Marketing Manager
Job Summary: “The Marketing Manager leads marketing strategies, campaigns, and brand positioning to drive business growth.”
As simple as that!
A well-crafted JD provides clarity, boosts productivity, and ensures alignment with business objectives.
3. Defining key roles and responsibilities
The next step is to define a section for Key Roles and Responsibilities.
This section should include only the essential roles that directly contribute to achieving your business goals.
It’s crucial to focus on aligning responsibilities with your company’s vision, mission, and objectives. Avoid adding unnecessary roles that might create confusion, be as specific as possible.
Below is an example of an OKR Goal-Setting Framework for hiring:
Goal: Hire the right people
Objectives
Improve the efficiency and effectiveness of the hiring process
Attract top talent that aligns with company culture and needs
Reduce new hire turnover and improve retention
Key Results
Decrease average time-to-hire from X days to Y days
Increase offer acceptance rate from A% to B%
Achieve a 90-day retention rate of at least C% for new hires
Improve hiring manager satisfaction score to D/5
Ensure X% of hires meet or exceed performance expectations within the first six months
Initiatives
Optimize job descriptions to better reflect role expectations and company culture
Implement structured interview and assessment processes for better candidate evaluation
Strengthen employer branding through social media, employee testimonials, and career page updates
Expand sourcing channels (referrals, job boards, LinkedIn, university partnerships, etc.)
Improve onboarding experience to set new hires up for success
Using the above framework, you need to define key responsibilities that support these objectives.
For instance, if one of your team members holds the title "Field Officer," their responsibilities could be:
Field Officer Responsibilities:
Talent Sourcing & Outreach
Identify and engage with potential candidates through job fairs, community networks, and industry-specific events to expand the talent pipeline.
Candidate Screening & Assessment
Conduct initial screenings, interviews, and background checks to ensure candidates meet hiring criteria and align with company culture.
Employer Branding & Relationship Building
Represent the company in the field, promoting the employer brand and fostering relationships with local talent pools, universities, and vocational training centers.
Data Collection & Reporting
Track hiring metrics such as time-to-hire, offer acceptance rates, and retention rates for field-based roles, providing insights for continuous improvement.
Onboarding & Retention Support
Assist in onboarding new hires, ensuring a smooth transition and conducting periodic check-ins to enhance retention and job satisfaction.
4. Defining KRAs and KPIs
Once the Key Responsibilities section is complete, the next step is to create a table outlining Key Result Areas (KRAs) and Key Performance Indicators (KPIs).
This is essential for performance appraisals and tracking individual contributions.
Using the Field Officer example, here’s how the KRAs and KPIs might be structured:
By structuring roles, responsibilities, KRAs, and KPIs in this way, you ensure that each team member has clear expectations aligned with business goals, making performance management more effective.
Talent Sourcing & Outreach
📌 KPI:
Number of qualified candidates sourced per month
Number of recruitment events attended or organized
Percentage of sourced candidates progressing to interview stage
Candidate Screening & Assessment
📌 KPI:
Number of candidates screened per month
Percentage of candidates successfully passing the screening process
Time taken from initial screening to final selection
Employer Branding & Relationship Building
📌 KPI:
Number of partnerships established with universities, vocational centers, and local networks
Engagement rate on recruitment outreach efforts (e.g., event attendance, responses to job postings)
Candidate feedback score on recruitment experience
Data Collection & Reporting
📌 KPI:
Accuracy and timeliness of hiring reports submitted
Improvement in key hiring metrics (e.g., reduced time-to-hire, increased offer acceptance rate)
Data-driven insights implemented for recruitment process improvements
Onboarding & Retention Support
📌 KPI:
90-day retention rate of new hires
New hire satisfaction score (survey-based)
Number of follow-ups or check-ins conducted with new hires in their first 3 months.
5. Qualifications and experience
This section is crucial as it outlines the required qualifications and experience for the position.
Clearly defining these criteria ensures that you hire the right talent to support your organization's goals.
For example, the qualifications and experience required for a Field Officer could include:
Qualifications:
Bachelor's degree in Human Resources, Business Administration, Social Sciences, or a related field (preferred)
Strong understanding of recruitment best practices and hiring processes
Proficiency in using MS Office (Word, Excel, PowerPoint) and recruitment tools (ATS, LinkedIn, job boards)
Excellent communication and interpersonal skills to engage with candidates and stakeholders
Ability to travel frequently for recruitment events, field visits, and community outreach
Experience:
2-5 years of experience in recruitment, field operations, or talent acquisition
Prior experience in candidate sourcing, screening, and assessment
Experience working with local job markets, universities, vocational training centers, or recruitment agencies
Strong track record of hiring success in high-volume or field-based roles
Previous experience in community engagement, employer branding, or workforce development is a plus
6. Required tools & resources
To perform their role effectively, employees must have access to the necessary tools and resources. Outline which tools are required for the position. For example, a Field Officer might need the following:
Applicant Tracking System (ATS)
Tools like Greenhouse, Lever, or Workable to manage candidate pipelines and hiring workflows.
Job Boards & Sourcing Platforms
Platforms such as LinkedIn Recruiter, Indeed, Glassdoor, and local job portals to find and attract talent.
Communication & Collaboration Tools
Applications like Microsoft Teams, Slack, Zoom, or Google Meet for coordinating with hiring managers and candidates.
Field Data Collection & Reporting Software
Tools such as Google Forms, SurveyMonkey, or Airtable for tracking recruitment metrics and candidate feedback.
Social Media & Employer Branding Tools
Platforms like Canva (for recruitment marketing), Facebook Jobs, and Instagram/Twitter for outreach and engagement.
7. Acknowledgment
The final section should include an acknowledgment where both the employee and the manager sign to confirm their understanding and acceptance of the job description. This ensures alignment and agreement on job responsibilities.
Finalizing the job description process
Once you have crafted the job description, your work isn’t over yet.
The next step involves training your team to ensure they understand how to create job descriptions themselves.
Training
Organize a training session for your team members to educate them on the purpose, expectations, and importance of job descriptions.
Walk them through department expectations, individual responsibilities, and overall company objectives.
This will help employees develop a clear understanding of their roles.
Test & Trial
Ask team members to draft their own job descriptions individually to assess their understanding of the training.
This exercise fosters a culture of ownership and accountability within the team.
Once you confirm that employees have grasped the concept, finalize, print, and distribute the job descriptions.
By following this process, you can ensure clarity in roles and expectations, reducing the likelihood of confusion or performance-related concerns.
In fact, when next called upon by your CEO, you’ll have documented proof of your efforts, achievements, and future plans.
I hope this guide helps you.
If you need a job description template based on the above framework, feel free to contact me.
I’d be happy to share.
Let me know your thoughts below!