Why Your Business Needs Positions Descriptions

A position description is helpful in understanding the roles and the level of responsibility of a certain job position.

Some people say that position descriptions limit people’s ability to achieve their best. If people have a dedicated description, then they will only perform in accordance with that description.

This would really depend on the type of business you have, your ambitions as the business owner and the type of team you have. If you want to conquer the world, them maybe positions descriptions don’t fit your business. However if you want a small business that operates smoothly and just provides income for the owner and the team, then position descriptions are going to help in a huge way.

Let’s face it. There are millions of small businesses out there that do just that. Provide income and lifestyle for many people. So maybe don’t get distracted by the business gurus that want an international corporation and just focus on your small business and position descriptions.


Position Description Template

A position description template is going to save you a ton of time creating position descriptions. It is important to write a position description in the right way. This is because it leaves an impression to the reader.

This article describes the importance of a position description and how a position description template can be a helpful tool.


What is a Position Description?

A position description or a job description is a form or a guideline. It enumerates and explains the tasks and responsibilities of a job position. Having these descriptions is recommended to avoid any misconceptions about a certain position.

It can set a boundary between one role and another.

Position Title
Position Title

Writing a position description is not easy especially if you are limited to only the important details. This is where a position description template becomes handy.

Templates are available over the internet in a range of many formats or structures. The following section describes parts of a typical position description template.


Position Title and How it Applies

The Position Title pertains to the title of the job position. It is also necessary to have the titles different from one another to avoid any complicated issues in the future.

How do you feel about having a job title or position title?

Regardless of what you believe regarding position descriptions, think about your team. It is highly likely they want to climb the corporate ladder, progress to a good position or earn more money.

Having these position titles or job titles set a path for them to follow and allows your team to set goals and achieve the best they can.

Role Description

The role description outlines the primary responsibility of the person and is similar to a summary. It may be a broad statement about responsibilities of the person in their everyday tasks.

Salary Bracket

The salary bracket highlights an upper and lower figure for the particular role. This may be more applicable to large corporate companies that employ many people. However, don’t under estimate how this can motivate your staff to perform well.

Salary Bracket
Salary Bracket

Some people are driven by earning more and if you the business owner can provide the right environment for people to excel and not only get better at what they do but also earn more money for the company, then communicating the expectations of getting rewarded will help.

Employment Type

Position Description Tasks
Tasks – Who is Doing What

Next is the Employment Type which determines whether the position is full-time or contractual. This is relatively straightforward.

You can outline this in the position description however this is likely to be for individuals depending on their circumstances and reasons you have employed them.

Everyday Tasks

This is a list of tasks that are performed on a regular basis. It should be detailed and descriptive and list out a large amount of tasks that are required by a person in the position.

Professionalism and Abilities

This can be a range of areas that should be listed such as expectations of behavior, time management, quality and efficiency. These guidelines are important to communicate to staff so they have realistic expectation of what is required of them.

General Items

Communication is the key
Communication is the key

General items can include things such as working hours, leave entitlements, performance review periods and other aspects that communicate the detail to the person in the position.

This will also link in with the contract the person may have been employed with.


Communication is the Key

Position descriptions provide the reader details about a job position. This is useful not only in the recruitment process, but also in performance management reviews. This tool is extremely useful as a communication tool.

So many business have issues because they fail to communicate well to their team. Position Descriptions are just one of the essential items of providing excellent communication to your employees and are essential for any business striving for quality and success.


Position Description Template

What is a position description template? Basically a template that outlines each task required of a person in your business. You could easily use something like MS Word to create a position description for your team.

There are also plenty of places online where you can purchase a position description template that would allow you to create position descriptions fast and with minimal effort.

Read more about a Position Description Template at this link > Position Description Template.


Your Thoughts?

What about you? Do you have position descriptions in your business or do you have a business with limited hierarchy?

Maybe you believe position descriptions are a waste of time? Have you used position descriptions in your business and how have they helped or hindered your business?

It would be great to hear from you about position descriptions.

Please leave a comment below.

Position Description Template

Can you afford to not provide Position Descriptions to your Team?

Image of Sales Manager Position Description Template Cover Page

Position Description Master Templates

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Dear Business Owner,

Your team is your business. Communicating to them in full detail is crucial for your business to succeed. They need to know exactly where they stand and if they haven’t been told what their position is, chances are they are not performing their role to their absolute full potential.

Imagine the difference to the overall performance of your business if each person in your team were able to perform 30%, 20% or even just 10% better than they are now? Would it be worth the effort?

Documenting their role in detail makes a significant difference to their ability to perform in their role autonomously. It is important that you document their position and communicate this to them if you want your business to perform and grow.

As a business owner, you want your team members to complete their job accurately and efficiently. The only way to do this is to ensure they know exactly what they need to do to perform their role.

Position descriptions allow you to clearly communicate your team member’s roles and requirements efficiently. If you are struggling with staff not doing the right thing or simply doing nothing, chances are you have not told them what their role is or what you specifically require them to do.

Set the benchmark with Position Descriptions.


3 reasons why Position Descriptions are so valuable

1. Communication is crucial

Communication holds your business together. It becomes even more important between you and your team members when you need them to perform.

They must be productive and efficient so your business has every chance of survival and success in tough, competitive environments.

2. Capture the detail

So many businesses do not explain in complete detail to their team members exactly what they need to do. 50% of the time staff members are guessing the right way to do things.

Imagine what your customers think?

Are you so busy that you haven’t described to your team members what their role is? You are not alone.

Typically, small business owners are so busy trying to make sure everything is operating correctly that they forget to ‘look outside the square’.

They forget that their team members are there to do the work. They don’t bother to explain roles clearly so that their staff know exactly what is expected of them.

3. Activates employees

You need to describe and document in detail each person’s role in your business if you need your team members to;

  • perform their role accurately
  • understand where they fit in the picture
  • ensure they provide excellent quality service or products to your clients and customers
  • don’t want to repeat yourself time and time again.

Review the Detail

Check out some of the detail of these position descriptions below. The following pages are the Administration Assistant Position Description template.

Position Description Administration Assistant Template Title Page
Position Description Template Administration Assistant | Title Page
Position Description Administration Assistant Table of Contents
Position Description Template Administration Assistant | Table of Contents
Position Description Administration Assistant Template Job, Role and Position Summary
Position Description Template Administration Assistant | Job, Role and Position Summary
Position Description Administration Assistant Template Detailed Responsibilities
Position Description Template Administration Assistant | Detailed Responsibilities

These are descriptive documents that outline in detail what each team member must do in their daily role.

The example above is just one example of the 8 Position Description Master Templates included. Using templates is going to save you significant time and effort.


3 significant advantages of Position Descriptions in your business

Position descriptions will instantly improve the efficiency and performance of your team members from the day they start work.

1. Fast, efficient and accurate

Set the rules in detail on day 1 when any new employee starts. All you need to do is print out the position description and hand it to your new employee. Stop ‘reinventing the wheel’ every time someone starts in your business.

2. Huge time saver

Instantly save your own time by handing them their position description in written form. This avoids the need of you having to explain it to them. They can ask questions – but the detail is there to discuss.

3. Expectations instantly set

New team members will instantly know what is required of them. Existing team members can be referred to their position description should they not be performing well.


What is Included?

There are 8 detailed position descriptions.

Template File Type
Microsoft Word .docx

Number of Files
8

Position Description Master Templates
Administration Assistant
Page Count 6, Word Count 923

Human Resource Manager
Page Count 6, Word Count 1023

Office Manager
Page Count 6, Word Count 745

Office Junior
Page Count 6, Word Count 723

Project Manager
Page Count 6, Word Count 967

Receptionist
Page Count 6, Word Count 932

Sales Manager
Page Count 6, Word Count 878

Sales Person
Page Count 6, Word Count 848

You can easily amend these documents to suit your business or simply use them as they are.


Easy, Quick, Efficient…..Done

Time Saving Templates

Our Master Templates are easy to use and apply. Use Microsoft Word to find and select the relevant information to customize it to your needs.

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To assist you in customizing our Master Templates quickly and easily, all items that need customizing are highlighted in red. You can simply use the Find and Select tool in Microsoft Word (Ctrl+H) to identify all relevant items in one hit and replace instantly or simply scroll through and change the items in red.

Find, Select and Replace
Find, Select and Replace | Customize in Minutes

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The best thing to do is use position descriptions. This identifies exactly what they are required to do in detail and this is invaluable to you as a business owner. Using templates saves a huge amount of time.

All the best with your business.

Regards,

Signature

David

P.S. Your Team are your business and how they are communicated to makes a dramatic difference to the performance of your company. If they don’t understand their role in detail, this has serious impacts on their performance and therefore your profit.

Ensure the detail is covered with Position Description Templates.


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