Let’s be honest – writing job descriptions ranks somewhere between doing your tax return and cleaning the office microwave on the “things I’ll definitely do next week” list.
I get it. They feel boring, bureaucratic, and like something HR departments invented to make everyone’s life more complicated.
But here’s the thing: I’m currently writing job descriptions for a big corporate going through a re-org, a small marketing agency trying to get their act together, and a sole trader who’s about to take on their first few hires.
And in every single case, the difference it makes is massive.
So if “write job descriptions” has been languishing on your to-do list since before Covid, here are five reasons why you should stop avoiding it and actually get it done.
1. It will help you recruit good people (but not as a job advert)
Here’s a mistake I see constantly: someone finally writes a job description, then sticks it straight onto the job advert. The result? Something duller than a tax seminar that makes exactly zero people want to apply.
Your job advert needs to sell the role. It should lead with benefits, culture, why someone would actually want to work for you. That’s completely different from the nuts and bolts of what the job involves.
But having the job description ready before you start recruiting is absolutely crucial because it helps you work out:
- What questions to ask in interviews
- What skills tests or trade tests you need
- Whether someone can actually do the job (not just whether they’re nice)
Without it, what are you actually checking at interview? That they have a pulse and can make polite conversation?
Bonus: It also helps with induction and training because you can plan their first few weeks around what’s actually in their job description, rather than making it up as you go along.
2. It stop the “they should just know” problem
Nobody likes feeling like an idiot in a new job. Yet so many businesses expect people to magically know what’s expected of them without ever actually telling them.
A proper job description clarifies responsibilities and helps people know where they stand. Without it, employees just do what they think is right – working to their own standards or however they did things in their last job.
Result? Confusion, frustration, and managers wondering why their new hire “just doesn’t get it.”
This is going to become even more important with the Employment Rights Bill bringing in statutory probation periods. How exactly are you planning to work out whether someone has passed or failed their probation if you don’t know what they’re supposed to be doing in the first place?
3. It makes performance management possible
One of the most common things I hear: “So-and-so isn’t performing well, and I want to get rid of them.”
My first question: “Do they have a job description?”
The answer is usually no.
If someone doesn’t have a job description, how are they supposed to know what’s expected of them? How can you give constructive feedback when there’s no clear standard to work against?
When I start helping someone deal with an under performer, one of the first things I do is go back to basics. Get the manager to sit down with the employee and say: “I thought it would be helpful to go through your job description and check we’re on the same page.”
What usually happens:
- “Oh, I didn’t know I had to do that”
- “I’ve been doing that, but I’ve been doing it the really long way”
- “Wait, that’s supposed to be a two-minute job? I’ve been spending hours on it”
Suddenly, half the “performance issues” disappear because it was just miscommunication.
The reality: Employees are not mind readers. I know it’s shocking, but they can’t actually read your mind to figure out what you want them to do.
4. It’s your legal safety net
Job descriptions aren’t just nice-to-have HR fluff – they’re your protection when things go wrong.
If you need to dismiss someone for capability (because they genuinely can’t do their job), having a clear job description makes that process infinitely easier. Without one? Good luck trying to explain to a tribunal what standards they failed to meet.
Job descriptions also help if you’re accused of discrimination. You can demonstrate that you have clear, consistent expectations for everyone in the role, regardless of their age, gender, race, or any other protected characteristic.
It’s another layer of “we did things properly and fairly” that can save you thousands in tribunal costs.
Without clear job descriptions, people work to completely different standards, and honestly, the confusion that creates is unbelievable.
5. It helps you plan for your business
I’ve got a client who realised they have a massive gap between director level and the next level down. They want to create a new tier, but the people at the current level need to understand what they’d need to do to get promoted.
Having job descriptions at every level helps you:
- Identify skills gaps
- Plan succession and progression
- Work out what training people need
- Spot where responsibilities overlap or fall through the cracks
When you map out everyone’s job description, you often discover that some people are doing everything while crucial tasks aren’t assigned to anyone. It’s brilliant for making sure everything actually gets done and nothing slips through the gaps.
What I always include: A section on “what does good look like in this role?” – it really helps with performance reviews and links nicely into KPIs.
The real problem (and why you keep avoiding this)
Most people make job descriptions either too woolly (so they’re useless when you need them) or too granular (so they become rigid and bureaucratic).
There’s a sweet spot that actually helps your business run better, and that’s what I help clients find.
The other reason people avoid them? They think it’ll take forever. But here’s what I actually do with clients: I book a call, get them to tell me what they or their team member does, ask the right questions, and give them back a proper job description that works.
It’s usually about an hour of their time, and then they’ve got something they can actually use.
Stop making it harder than it needs to be
Look, I know job descriptions aren’t the most exciting part of running a business. But if you want to:
- Recruit better people
- Manage performance properly
- Avoid confusion and frustration
- Protect yourself legally
- Actually plan where your business is going
Then they’re absolutely essential.
And here’s the thing – you don’t have to write them yourself. That’s literally what people like me are for.
So stop letting “write job descriptions” roll over to next year’s to-do list. Just get it sorted.
Need help getting your job descriptions sorted? Just drop me a line – I promise it’s easier than you think.