How to Create Job Descriptions That Work for You
Competency-based job descriptions.
In small businesses, employees often wear multiple hats. But without clear job descriptions, this can lead to frustration and inefficiency. How do you strike the right balance?”
Focus on how work gets done, not just what needs doing. They outline the core skills (e.g., problem-solving, adaptability), knowledge, and behaviors required for success, making them ideal for small teams where employees often juggle multiple responsibilities. Benefits include:
- Adaptability: Roles can evolve without constant rewrites.
- Better Hiring: Focus on transferable skills vs. narrow experience.
- Employee Growth: Clarifies pathways for skill development.
Incorporating KPIs (Key Performance Indicators) into job descriptions can be beneficial if done correctly. Instead of turning the job description into a rigid task list, consider including KPIs as broad performance expectations rather than specific metrics. For example:
- Administrative Assistant: “Ensure timely and accurate scheduling, maintaining an average response time of under 24 hours for internal and external communications.”
- Marketing Coordinator: “Increase social media engagement by 15% over six months while maintaining brand consistency.”
- Operations Manager: “Ensure 95% staff adherence to schedules and operational protocols while optimizing workflow efficiency.”
Template for a Competency-Based Job Description
Here’s a flexible structure tailored for small businesses:
- Job Title & Summary
- Briefly define the role’s purpose (e.g., “Marketing Coordinator: Drives brand awareness through creative campaigns and data analysis”).
- Core Competencies
- List 5–7 critical skills (e.g., “Digital Literacy,” “Collaboration,” “Customer-Centric Mindset”).
- Key Outcomes
- Define success metrics (e.g., “Increase social media engagement by 20% quarterly”).
- Growth Opportunities
- Highlight skills the role could develop (e.g., “Gain experience in SEO optimization”).
- Flexibility Statement
- Example: “Responsibilities may shift to meet evolving business needs.”
Guidelines for Creating Flexible Competency-Based Descriptions
- Start with Your Business Goals
Align competencies with company values and objectives. If innovation is a priority, include “Creative Problem-Solving” as a core skill. - Use Dynamic Language
Avoid phrases like “must have 3 years of experience.” Instead, say “proficiency in X tool” or “ability to manage projects independently.” - Involve Your Team
Collaborate with employees to identify the competencies driving success in their roles. This ensures realism and buy-in. - Focus on Transferable Skills
Prioritize competencies applicable across roles (e.g., communication, leadership). This supports internal mobility and cross-training. - Review and Revise Regularly
Update competencies annually or as business needs shift. For example, post-pandemic, “Remote Collaboration” might replace “In-Person Teamwork.”
Example in Action
Imagine a small retail business hiring a “Customer Experience Associate.” A traditional description might list tasks like “handle cash registers” or “stock shelves.” A competency-based version would emphasize:
- Core Competencies: Empathy, Conflict Resolution, Tech Savviness.
- Outcomes: Achieve 90% customer satisfaction scores, resolve 85% of complaints onsite.
- Flexibility: Assist with inventory management during peak seasons.
This approach attracts candidates who thrive in fluid environments and contribute beyond a checklist.
In conclusion:
For small businesses, Competency-based job descriptions are a strategic tool to build resilient, future-ready teams. By focusing on skills and outcomes, you create roles that grow with your business and attract adaptable talent. Start by drafting a template, engage your team in refining it, and revisit it often. Flexibility isn’t just a perk—it’s a necessity for success.
Ready to shift to competency-based hiring? Download our free template [here] to get started.
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