What are collaborative job descriptions?

Collaborative job descriptions involve multiple stakeholders who work together to write the description. It’s a collaborative effort to ensure the document is well-rounded, accurate and detailed.

The collaboration can look different based on your needs. One person might write the description after collecting feedback from many people familiar with the role. Or you might sit down as a group and hash out the details to reach a consensus. However the process looks for your company, the result is a description that multiple parties contribute to.

Pros of collaborative job descriptions

Comparing the pros and cons of collaborative job descriptions is a good way to decide if it’s the best approach for your organization. The following benefits might make this approach a win for your team.

Improved accuracy and quality

Getting multiple perspectives ensures all the relevant details go into the draft. Employees might interact with the position differently and have unique insight into the duties and responsibilities. They might also think of more details than a single writer would consider.

Shared responsibilities

Multiple contributors could help speed up the process. It doesn’t fall on just one person to write or update your job descriptions. Spreading the workload allows all contributors to better balance their normal duties with the job description project.

Better understanding of different roles

When a manager or HR representative writes a job description, they likely don’t have direct experience performing the duties. While they have a general idea of what goes into the position, they might not know the specifics. Employees who work directly with the position or even perform that job themselves can give insight into what the job description should include.

The work can also help employees find a new appreciation for the workload of others. Contributors who don’t perform those roles might learn that more goes into the position than they realize. This can foster better relationships between teammates.

Greater representation

Involving a diverse selection of employees can give a voice to more people within your organization. They have a chance to contribute their perspectives and make a mark on HR documentation.

Appealing to a wider audience

Well-written, accurate job descriptions can strengthen how prospective applicants view the position. They better understand what’s expected from someone filling the role and can determine if they’re a good fit. Creative, appealing descriptions of the role could also help job seekers get excited about your company, which could support your recruitment efforts.

Increased sense of involvement

Asking multiple members to participate can give your employees a chance to be involved and influence the growth of the company. It can help them feel valued and invested in the company, which could help improve employee retention.

Cons of collaborative job descriptions

Exploring potential drawbacks can make collaborative job descriptions more effective. When you’re aware of these potential issues, you can address them before they happen or take steps to avoid them. Some potential cons include the following.

Disagreements on the details

When multiple people work on a project, there’s the potential for disagreements or differences of opinion. For job descriptions, the parties might have different understandings of the job or disagree on the duties of the role. This might happen if the contributors work with the role in different capacities. They come into the project with their perspective on the role, but people who work with the position in a different way might see it differently.

Choosing contributors who know how to work collaboratively can help you work through this situation. Different perspectives can result in more robust, well-rounded descriptions. The contributors must understand how to talk through their viewpoints and resolve conflicting details.

Finding time to collaborate

Writing job descriptions isn’t likely on the list of duties for most employees on your staff—that’s usually left to hiring managers or human resources team members. That means their schedules are likely full of other important responsibilities that could take priority. Finding time for them to work on the job descriptions can be challenging, especially if their workload is already high.

Finding time can be even more challenging if you plan to have the contributors sit down together. You’ll need to coordinate multiple people’s schedules to make it work. You might need to provide coverage for those contributors during a designated time so they can put their time and energy into the job descriptions. Since it’s a short-term project, it shouldn’t disrupt the workflow for too long.

Being unaware of compliance issues or best practicesrelated to job descriptions

Employees without experience writing job descriptions might not understand what goes into them. For example, they could unintentionally include details that could be considered discriminatory, or the description might not fit your normal style.

Giving the team guidance on these issues can help you avoid them. It can also help to include experienced team members who can guide newer employees in drafting job descriptions.

Best practices for a collaborative job description model

You can get more out of your collaborative job descriptions when planning the process. Here are some best practices to improve the outcomes.

• Create a standard template: A standard job description template makes it easier for contributors to know what information you need. It also creates consistency across descriptions for various positions.

• Establish collaboration guidelines: Provide guidelines for collaborating on the project so potential participants know what to expect. This should include what each person should contribute and how they should work through potential issues.

• Train participating employees: Training sessions or documents that describe what makes a good job description can help participants work more effectively. You can also cover potential legal issues that pertain to your industry or HR, in general, to ensure the results are compliant.

• Identify a project leader: A team lead helps to manage the collaboration and keep the conversations on track. They might take the ultimate responsibility for putting together the description by considering the input from others and compiling it into the document.

• Focus on inclusivity: Creating inclusive job descriptions can support a more positive, diverse work environment. Encourage participants to use inclusive language when contributing ideas.

• Have a review process: Establishing a formal review process helps to ensure high-quality job descriptions. This review can ensure the document meets all requirements and doesn’t accidentally create potential issues for your organization.

FAQs about collaborative job descriptions

Who should be involved in collaborative job descriptions?

The makeup of the team depends on various factors, including the size and structure of your organization. Common participants include an HR rep, the manager or department head, thedirect supervisor, team members or current employees who perform the role. Include people who have insight into the role from different perspectives.

What should be included in a collaborative job description?

A collaborative job description should have the same structure and details as any job description. The details that usually go into the document include the following:

• Job title

• Overview

• Purpose or function

• Duties and responsibilities

• Qualifications

• Working conditions

How often should job descriptions be updated?

Reviewing and updating your job descriptions at least once per year helps ensure they’re current and accurate. You might need to update them more frequently, depending on your situation. For instance, if your organization is growing rapidly or you’re changing your structure, the duties of specific roles might also change to keep up. Review job descriptions as these changes happen.