Should Employees be given Job Descriptions?

N

noboost4you

#1
For the longest time we never had documented job descriptions. To comply with ISO 9001:2000, we now do. The question is, do we need to give each employee their job description? They have been doing their jobs in the past just fine without them.

When employees are hired we go through their responsibilities verbally and then train them until they are competent enough to perform their job.

All the job descriptions are available on our server for anyone to reference, but we don't see any value added by printing them out and handing them to all employees.

Any comments?
 
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ScottK

Not out of the crisis
Staff member
Super Moderator
#3
simply put... HELL YES!

by that I mean you don't have to give them a copy to take home with them but they should see it, perhaps have some input into creating it if you're doing it retroactively, and have ready access to whenever they it.
I see it as a document one need to be able to do their job because it's the root of what the job is.

(and I agree with steel that ISO doesn't require them, but if you have them they better be accessible)
 

Stijloor

Staff member
Super Moderator
#4
For the longest time we never had documented job descriptions. To comply with ISO 9001:2000, we now do. The question is, do we need to give each employee their job description? They have been doing their jobs in the past just fine without them.

When employees are hired we go through their responsibilities verbally and then train them until they are competent enough to perform their job.

All the job descriptions are available on our server for anyone to reference, but we don't see any value added by printing them out and handing them to all employees.

Any comments?
Hello noboost4you,

The Standard requires that "Top management shall ensure that the responsibilities and authorities are defined and communicated within the organization."

Most companies define this in job descriptions and organizational charts. These documents (electronic and/or hardcopy) allow for communication. They do not need to be "handed out" to the employees. Although most of my Clients provide a copy during new employee orientation.

Hope this helps.

Stijloor.
 
N

noboost4you

#5
We don't have job descriptions, and we comply with ISO 9001:2000

We do have a list of Core Competencies. I don't believe that the standard actually states that you must have job descriptions.
Our consultant pressed us for job descriptions and then our 3rd party Internal Auditor wasn't happy at us for not having them, yet he didn't write a NC.

We do have a Production Training Matrix for the personnel on the production floor that indicates certain jobs they are qualified to perform and those they aren't. But no such matrix exists for office personnel in Customer Service, IT, Engineering, etc.
 
N

noboost4you

#6
Alright, so if personnel do not have their job descriptions or if some jobs don't even have descriptions, we should be in the clear? How would I defend this case outside of saying "Show me where it states we need job descriptions in the standard"?
 
N

noboost4you

#7
Our registration audit starts this upcoming Monday, just want to clear somethings up late in the afternoon the day before an audit ;)
 

Stijloor

Staff member
Super Moderator
#8
Alright, so if personnel do not have their job descriptions or if some jobs don't even have descriptions, we should be in the clear? How would I defend this case outside of saying "Show me where it states we need job descriptions in the standard"?

ISO 9001:2000 Clause 5.5.1.

You will have difficulty defending "having nothing" for some jobs.

Look at at this way (aside from possible legal ramifications), would it be important/helpful for your employees to know exactly what the job includes?

That was probably already defined when you advertised for the job(s).....

Stijloor.
 

ScottK

Not out of the crisis
Staff member
Super Moderator
#9
another thing about job descriptions is that they help with ADA compliance.

just something to consider. Job descriptions are an easy way to cover several bases.
 
N

noboost4you

#10
ISO 9001:2000 Clause 5.5.1.

You will have difficulty defending "having nothing" for some jobs.

Look at at this way (aside from possible legal ramifications), would it be important/helpful for your employees to know exactly what the job includes?

That was probably already defined when you advertised for the job(s).....

Stijloor.
A job description would just be a reiteration of what they currently do. It's just having something down in writing saying what their duties are. Everyone knows what they need and are qualified to do.

I'm an Industrial Engineer, yet I'm heading up the ISO project. Don't think that would be written in my job description, yet my responsibilities and duties were dictated from management so I know what needs to be done. I don't need a piece of paper telling me that.
 
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