Writing a Job Description…….As a small business owner, are you hiring your first (or fifth) employee? If so, you will find this “how-to-guide” valuable in writing a good job description.
This guide will walk you through the process of creating a good job description without sounding like a large corporation. A good job description isn’t about checking HR boxes, it’s about helping the right person see themselves in the role and helping the wrong person opt out before anyone wastes time. The goal isn’t to write the longest job description, it is to write the clearest one.
This guide will ask you questions in regard to the position you are hiring for…..if you can’t clearly explain why you’re hiring, you probably aren’t ready to write the description yet!
Step 1: Start with the problem you’re hiring to solve
Before you write a single bullet point, answer this question: What needs to be easier six months after this person starts?
Instead of using:
- We need an Administrative Assistant.
Try using this:
- We need someone who keeps customer communication organized so nothing falls through the cracks.
- We need someone who owns scheduling so the owner isn’t spending evenings juggling calendars.
- We need someone who can package and ship orders accurately every day.
Again, if you can’t clearly explain why you’re hiring, you probably aren’t ready to write the description yet.
Step 2: Give the role a title people actually search for
Skip the creative titles. I can tell you from personal experience, long titles are not impressive and fancy words do not attract good candidates!
Instead of using:
- Customer Happiness Ninja
- Office Rockstar
- Marketing Wizard
Use titles that candidates are actually typing into job boards:
- Administrative Assistant
- Office Manager
- Customer Service Representative
- Marketing Coordinator
Being searchable matters more than being clever. Applicants become impatient if their search results fail, they will move on and you could possibly miss out on an excellent applicant.
Step 3: Describe what success looks like
Forget the giant list of duties and tasks, be specific. Answer this question: What will this person own and take on as theirs?
Try something like:
- Respond to customer emails within one business day.
- Keep inventory accurate and organized.
- Schedule appointments and maintain the team calendar.
- Prepare invoices and follow up on unpaid accounts.
- Support the owner with day-to-day administrative tasks.
Notice these describe outcomes, not just activities and/or tasks. Listing duties that the applicant may tackle once every now and then is not important….list the duties you want accomplished!
Step 4: List the “must-haves” only
Many small business owners accidentally scare away great candidates by asking for everything. We all want that employee that can do it all, but let’s be specific and descriptive in your list of must-haves. Ask yourself: If someone doesn’t have this, could they learn it in a month or two? If yes, leave it off the “required” list.
Good requirements:
- Comfortable using email and basic computer software
- Strong written communication
- Organized and dependable
- Able to lift 40 pounds (if truly required)
Not-so-helpful requirements:
- Five years of experience because “it would be nice”
- Every software you’ve ever heard of
- A college degree that isn’t actually necessary
I have seen so many small business owners make these common mistakes…..if something “would be nice” to have but not required, then do not list it as a requirement. Hire for capability and attitude whenever possible.
Step 5: Tell people what it’s really like to work with you
This is where small businesses have an advantage. Instead of copying corporate language, explain your environment. Sell your business to the applicants!
Examples:
- We’re a small team where everyone pitches in.
- Things change quickly, so flexibility matters.
- You’ll work directly with the owner.
- We value clear communication over perfection.
- We solve problems together and aren’t afraid to ask questions.
People aren’t just choosing a job, they’re choosing a team. We all want to be a part of a good team!
Step 6: Be upfront about the basics
Include the information candidates actually want to know:
- Full-time or part-time
- Work location (on-site, hybrid, or remote)
- Typical schedule
- Pay range (note: several states, including Colorado, now mandate posting a reasonable range and providing a brief overview of benefits that come with a role. Questions if this applies to you? Reach out to the head Campfire Guide Amy (amy@consultingbythecampfire.com) ).
- Benefits or perks
- Start date (if known)
The more transparent you are, the better your applicant pool tends to be. You will waste less time reviewing unsuitable applications by being transparent up front.
Step 7: End with a simple invitation
Don’t overthink the closing. Something as simple as:
- If this sounds like a role you’d enjoy, we’d love to hear from you. Send us your resume along with a few sentences about why you’re interested.
That’s enough. Making the closing complicated will muddy the waters for the applicant. Make it simple and concise.
Grab the Worksheet
Pair this guide with the How To Write A Job Description Downloadable Worksheet so you and your team have a good idea of the position you are hiring for. Laying out expectations for the applicant builds a road to a successful hire!
Campfire Tip 🔥
The best job descriptions don’t try to attract everyone. They help the right people say, “That’s exactly the kind of job I’ve been looking for.” And just as importantly, they help the wrong people realize it isn’t the right fit, saving everyone time. Time is a precious commodity…..don’t waste time when it can be avoided!
Using this how-to guide should give you the tools to create a good job description. Good luck!
This resource is brought to you by Campfire Guide Jill! A bit about Jill: “My name is Jill and I have spent 32 years as an HR professional working with multi states, early career I spent many years in the manufacturing industry and the latter years in retail independent pharmacy. My career has covered all aspects of the HR world, spanning from developing an HR department from the ground up to having a well-developed team within an organization. Personal info includes I was born and raised in Missouri, moved to Colorado four years ago to be close to be two grandchildren.”
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