Why Job Descriptions Shouldn’t Collect Dust on the Shelf
We’ve all been there. The job description gets finalized, filed away, and forgotten—until there’s a performance review, a legal issue, or a vacancy. But in reality, a job description isn’t a one-and-done document. It’s a living tool that should evolve alongside the employee, the role, and the business itself.
In today’s dynamic work environment, responsibilities shift. Technology changes. Business goals adapt. And job descriptions? They need to keep up.
Here are several key reminders I offer my clients and teams about why regularly revisiting job descriptions isn’t just HR housekeeping—it’s smart leadership:
Keep It Current and Collaborative
An outdated job description can create friction, not clarity. Make updates a regular part of the annual review process—or sooner if roles evolve. Invite input from the employee themselves. After all, they live the job every day. SHRM data backs this up: organizations that align job descriptions with actual responsibilities report stronger performance management outcomes and fewer employee disputes[^1].
Be Wary of Copy-Paste Templates
Sure, you can Google thousands of job descriptions. Doesn’t mean they’re accurate or even legal. Great resources like O*NET and SHRM offer templates, but every job is unique to your company’s structure and culture. Build from a trusted foundation, then make it yours.
Clarify Remote and Hybrid Expectations
Does the job require someone to be in-office? Fully remote? Hybrid? With nearly 60% of U.S. employees saying they’d look for another job if remote flexibility was removed[^2], job descriptions that reflect current realities (and expectations) can directly impact retention.
Spell Out Travel Requirements
I’ve seen this one bite companies. If the role requires 50% travel, say so. Transparency during hiring sets expectations and helps avoid misalignment later.
Define Essential Functions—Clearly and Completely
Be specific. If standing for long periods or lifting 40 pounds is part of the job, say so. If the role involves sitting at a desk for 8 hours and analyzing data, call it out. This isn’t just about clarity—it’s legal protection. A well-crafted essential functions section supports ADA compliance and smoother return-to-work planning after leaves.
Plan Ahead for FMLA and Fitness-for-Duty
Here’s a tip many overlook: if an employee is taking FMLA leave, and the job description is outdated, you may face challenges in defining what “returning to full duty” looks like. As the Department of Labor recommends, provide an updated list of essential functions with the FMLA designation notice, and request a fitness-for-duty note based on that list[^3].
Ensure Internal Alignment Before You Post
Before a job description ever hits a job board, make sure there’s alignment across key stakeholders—HR, the hiring manager, and leadership. Is the role scoped correctly? Are expectations consistent with the team’s structure and business goals? Taking the time to sync up internally prevents misfires in recruiting, helps interviewers stay on message, and improves the candidate experience. A clear and consistent job description at the start saves confusion (and rework) down the road.
And once everyone’s aligned? A quick internal signoff ensures it’s ready for prime time.
Include Core Competencies, Not Just Tasks
Job descriptions aren’t just about what gets done—they’re also about how it gets done. What behaviors, soft skills, and competencies lead to success in the role? Include them. They’re essential for interviewing, coaching, and performance management.
Use It as a Career Growth Roadmap
The best job descriptions don’t just outline today’s expectations—they help shape tomorrow’s opportunities. When updated regularly, they provide a foundation for growth, succession planning, and retention. According to LinkedIn’s 2024 Workplace Learning Report, 94% of employees say they would stay at a company longer if it invested in their career development. Job descriptions can be a powerful part of that conversation.
A good job description protects your company, empowers your employees, and reflects your culture. If you haven’t dusted yours off in a while, consider this your nudge.
Need help building or refining your job descriptions? You don’t have to go it alone—feel free to reach out.
Sources:
[^1]: SHRM, “Aligning Job Descriptions with Strategic Goals,” 2024.
[^2]: Gallup, “State of the Global Workplace 2024.”
[^3]: U.S. Department of Labor, “Fact Sheet #28G: Fitness-for-Duty Certifications Under the FMLA.”