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How to Write a Professional Job Description

How to Write a Professional Job Description

In this Article –

 

Job description definition

How to write a job description

Job description essentials

 

Your business is growing and you need extra hands. How do you write a job description that will get a qualified person in the position you’re seeking to hire?

Here are some things to consider when writing up a job description.

job description typewriter

What Is a Job Description?

A job description is a medium by which hiring managers communicate their needs to both external and internal candidates. 

For the employer, the job description lays out essential information about the role, the candidate’s experience, skills, and readiness.

For the employee, the job description describes the responsibilities, tasks, and related duties of a position. It will often include additional information such as education, qualifications, and skills required for the role. You can also expect important details like working conditions, compensation offering, physical demands, and tools or equipment required.

 

How to Write a Job Description

It can be as short or as long as you like. As descriptive or vague as you want. It can also have hidden instructions to gauge people’s attention to detail. Most importantly, it should be clear and concise. You can use it briefly when posting a job offering and give the candidate more details during an interview.

Ideas to Get You Started

1. Jot Down the Position’s Responsibilities and Duties

Some critical questions to ask yourself as you write this are:

  • What does their day-to-day look like?
  • What tasks do you expect they own and complete in a timely manner?
  • Who else do they interact with day-to-day and how are they accountable to those people?
  • If they were to provide reports or updates to someone what metrics are included?

Be as specific as possible here to make their day-to-day and your performance evaluations easier.

2. List Experience and Skills Required

Now that you’ve specified responsibilities and daily activities it is time to create your wishlist of skills, experience, and education. Who is your ideal candidate? 

Take another stab at your wishlist and order it from most important to least important. Finally, add in what’s required and what’s optional.

3. Include Desired Soft Skills and Personality Traits

Describe their education and experience that fit your culture. Do they have the soft skills to pull off their job function? Here are a few questions to consider when dreaming up the right candidate:

  • Do you need a self-starter or someone who can simply follow directions?
  • Will they work independently or as part of a team?
  • How flexible is the role? Do they follow checklists or is a lot of it creativity?

Describe the current team’s personality or the company’s culture. Jot down what you want and what you don’t want.

4. Determine Compensation

How much would you have to pay that ideal person and how likely it is to find that person? Decide if it’s an entry-level position or a higher tier that requires more experience and a higher starting salary.

A fair salary is a must, but how else can you entice a candidate to apply?

Consider adding monetary and non-monetary benefits besides salary. Sometimes people will take a lower-paying role if the health, dental, and retirement benefits are excellent. Or if they know there’s a lot of opportunity for growth at the company.

Determine ahead of time if there’s a salary cap or a merit increase schedule and what you’re comfortable paying year over year.

5. Write the Job Description

You now have everything you need to write your job description.

Start by writing the job title and a brief introduction to the company. Explain what the company does, how many employees you have, and your overall mission.

Next, add position details, including job requirements and day-to-day responsibilities. Ensure that they understand both the opportunities and the challenges of the role. The more transparent the better so nobody wastes their time.

Add in miscellaneous details like work hours, location, compensation, and start details.

Finally, list out the attributes that the ideal candidate would possess, ranging from education to prior work experience and soft skills. Ensure that they know what’s required and what’s optional.

 

Job Description Essentials

We’ll leave you with some best practices for writing an effective job description:

  • Transparency is key – Glassdoor and job review sites are widely used so it’s better to disclose any and all rough aspects of the job or the company upfront.
  • Limit industry jargon – It will only discourage candidates from applying.
  • Help them do research – Link your website, social media pages, and relevant press releases so they can easily do more research on your company and its values.
  • Talk about your customers – Give them industry insights so they have a better understanding of what they’re signing up for.

The last and best piece of advice on writing job descriptions is don’t start from scratch. There are countless jobs out there just like the one you’re posting. Use them as inspiration and adapt them to your needs.

networking graphic

Three Most Important Reasons You Should be Networking for Your Small Business

Three Most Important Reasons You Should be Networking for Your Small Business

By Leslie Radford

Key Takeaways

Business Leads and Referrals

Connections

Visibility

There are many reasons networking is important to your small business. It can help you build leads, get referrals, make important connections with people in your industry or community, build your confidence in connecting with others and, so much more. Networking can also help you identify opportunities for partnerships, joint ventures, or expanding your business. 

Here are the three most important reasons you should be networking for your small business. 

networking graphic

1. Business Leads and Referrals

It is vital to your business’s success that you acquire business leads and gain referrals. Without them, you do not have a business. You should use every social and professional opportunity to meet and connect with new people and use them to open doors for additional business opportunities.

People want to help others so make sure to communicate professionally when you follow up on leads and not badger them for business. Be sensitive to timing and use common courtesy when following up with contacts. When they discover you have value, are courteous, and feel they can trust you with their own network of people, then these connections will be more likely to send you referrals. These referrals will get you higher quality leads compared to the leads you get from marketing, and thus increasing your business. Remember, you’re in the business of building relationships first. 

2. Connections

Networking can open the door to talk to highly influential people that can help grow your business. But it’s not just about who you are networking with directly either – that person will already have a network you can tap into as well. With the help of these connections, anytime you need something, you can easily call them to get some help that is needed. Whether you need a residential plumber, a business accountant, or anything else, somebody will know someone who can help you. Also, these people can give you advice on various matters that might help in improving your business.

3. Visibility

Meeting and communicating with potential clients and business partners on a regular basis will help maintain your business relationships. Attending networking events raises your personal profile and can help keep you front and center in the minds of the right people. You can build a reputation for yourself as a supportive, reliable, and knowledgeable person by offering tips and useful information to others.

When you have earned respect from everyone, you will get referrals much more easily. If you’re not out in your community spreading the word about you and your business, you will not be top of mind to those who may need your services or connections. 

checklist

End of the Year Checklist for Small Businesses

End of the Year Checklist for Small Businesses

By Leslie Radford

Key Takeaways

Things you need to do at the end of the year

Updates

Backups

Audits

Plan

It’s December and you are in holiday mode, but don’t forget all the important things you need to do at the end of the year for your business. Finish out the year strong and in order with this checklist.

  1. Run year-end financials: These reports give you the opportunity to look at the big picture. You need to know where your money is being spent and how you can manage it better next year. What are your best income sources? Who still owes you money? Do you owe money to others? Make a list of assets. Know how much cash you have on hand. Have a copy ready for tax time.
  2. Update employee and payroll information: Make sure phone numbers, addresses, and payroll information are up to date. This will also make preparing W-2s and 1099s easy at tax time.
  3. Update vendor and client files: Make sure your vendor list is up-to-date and know exactly which vendors you will be using next year. Will you have repeat clients in the future or have some of them moved on?
  4. Audit inventory: If your business sells a physical product, you need to know how much of what is in stock, what needs to be ordered or manufactured. This information is also needed on this year’s taxes. Get rid of old inventory and make room for the new.
  5. Review insurance policies, contracts, business plans, and other important documents: Does your current insurance policy still apply? Are your contracts up-to-date and will they apply for the following year? Do you need to update company policies? Do you need to make changes to your business plan due to growth?
  6. Back up computers and cell phones: This task is time-consuming but necessary. Back up data like employee records, point-of-sale systems, and all of your accounting information. Many small business owners do a ton of work from their cell phones. Don’t get in a bind when your phone crashes and you haven’t backed up your contacts.
  7. Audit your website: Make sure all links are working correctly, there’s no old information or products still listed, and see if there are ways to make improvements in SEO and sales. Update images, headlines, content, and other relevant information.
  8. Make a plan of action for the new year: This one is important and probably the most overlooked. Using all the data collected from steps 1-7, how was your year? Did you meet all your goals? What goals will you set for the following year? Break up the next year to set small objectives to help you reach the larger goals. Make a list of accomplishments to see how you’ve grown. New Year’s resolutions aren’t just for your personal life; they also make for a successful business as well. Fill out a calendar for next year with known dates for certain activities, deadlines, and bills. Incorporate these ideas into your business plan.

Go forth and conquer 2020!

office

How to Successfully Transition to a Coworking Space from a Home Office

How to Successfully Transition to a Coworking Space from a Home Office

By Leslie Radford

Key Takeaways

Get to Know Co-Workers

Set a Routine

Set Up Your Desk

Take Time for Yourself

Transitions can be awkward – new places, new faces, and new ways of doing things. These tips will help you make the transition from a former work environment effortlessly:

  • Make the effort to introduce yourself to your fellow co-workers. Get to know who you are working with. They can offer support during your change.
  • Set a routine as soon as possible. You’ll have more flexibility in a co-working space, so it’s important that you are conscientious of your time. Learn how the office ticks and you’ll be able to set your routine more easily. 
  • Make your desk feel like home. Experiment with different areas of the shared working space and see what works best for you. Organize your workspace in a way that makes you comfortable and able to work efficiently. If you have a private office, decorate it with things you love.
  • Get to know the office manager. Having a good relationship with them will make it easier to get help from them if something goes awry around the office or if you need to borrow things you may have  forgotten at home.
  • Learn how to deal with distractions. There’s a lot going on in a coworking space. Headphones or ear plugs may help. Also be aware of the amount of noise you are making as to not distract others.
  • Eat away from your desk and take breaks out of the office. In many co-working spaces, everything is under one roof, so it can feel like there’s no need to get out. It’ll do you good to occasionally step out, get some fresh air, or try that restaurant around the corner.

NuvoDesk provides a great shared office and coworking environment for people ready to move out of their home offices. We are here to help you transition into your new space.

scheduler

Five Office Solutions for a Hectic Schedule

Five Office Solutions for a Hectic Schedule

By Leslie Radford

Key Takeaways

Make a Schedule

Work in Blocks

Manage Tasks

Set Boundaries

You get to the office with every intention of slaying the day. You make your to-do list, and get to work on the first few items.

But a couple hours in, the interruptions start coming and the next thing you know it’s almost quitting time and you somehow have more things on your to-do list than when you started.

Consider these tips to calming your hectic day:

 

Schedule Your Week in Advance

Plan your week before it gets here. Know what appointments you have and when. Review your week the day before it starts so you know what needs to get done and there are fewer surprises.

 

scheduler

Break Your Work Day into Smaller Blocks

By breaking up your workday into smaller blocks that allow you to be a parent, a solo-preneur, and have self-care time, you have flexibility to work your schedule that fits your lifestyle, and get it all done.

 

Task Management

Task management software can make tracking progress on essential tasks easier. There are so many to choose from. Do your research and pick one that works for you. Or the old-school to-do list can be prioritized in to manageable tasks. Only place a few important things to accomplish for the day. Once you complete those, you can add new ones. Don’t overwhelm yourself.

 

The Pomodoro Method

The Pomodoro Method helps you commit to one task for a manageable amount of time, about 25 minutes. Studies have shown that most people can only focus on one task with a high level of performance for an average of 45-50 minutes. By multi-tasking, we are actually taking longer to complete a task and the quality of work is poorer. Get a cute kitchen timer or whip out the timer on your phone.

Set Clear Boundaries

All those interruptions you receive may be because you allow them to happen. It’s okay to say “no” every once in a while. People will understand that you have certain blocks of time that you need to work and certain blocks of time that you can attend to them.

job opportunity

How to Recognize Legit Work-from-Home Offers

How to Recognize Legit Work-from-Home Offers

By Leslie Radford

Key Takeaways

Online Jobs

Get the Details

Do Your Research

Identifying Scams


These are crazy times we are living in, especially right now with the outbreak of the coronavirus. Many have lost their jobs and looking for work from home during the quarantine. For some, this may be the perfect opportunity to pursue that dream job and breaking away from the typical grind. While there are many legitimate work-from-home- jobs out there, how can you tell them apart from the scams? 

Today, slightly more than 50% of the global workforce spends at least half the week working remotely, according to a 2018 IWG report. Technology makes that possible. 

Here’s how you can spot the red flags:

Red Flag Warning

Online Jobs

Never take an online job if you haven’t at least interviewed by phone or video conference; and if possible, do your interviews in person. Get the names of your interviewers so you can research the people you’ll be talking with to ensure they’re real. If they only use chat, text, or email, it’s probably a scam.

Get the Details

If you’re invited to an interview via in-person or video conference, ask the right kind of questions. Get the exact details of the position and their expectations of you. How does the company make its money? If the answers don’t make sense or don’t sit well with you, think again before advancing. A tactful way to phrase the money questions might be, “What are the company’s top revenue streams?” That way, you’re getting your answer while showing interest in the company. Find out where their headquarters is located to help you research better.

Ask “What type of training will I receive?” If it prompts a discussion about you, the candidate, paying for your own training, it’s most certainly a scam. Any job requiring a fee of any kind to be hired or to purchase supplies, even to pay for a uniform upfront or a background check, is definitely a red flag. 

Legitimate work from home jobs have job descriptions that almost always include a detailed list of responsibilities and required experience to help you determine whether or not you’re qualified to apply. If the description makes it sound like getting the job will be quick and easy, it might be a scam.

Do Your Research

You’ll want to research the company before applying. You can simply check out a company’s website or social media presence, and even contact the Better Business Bureau.  Look at reviews and complaints made about the company. If they have none of these platforms, you may want to rethink your application. Be wary of only positive reviews, they could be fake.

It’s actually best to go to the actual company’s main website and look for the link to its employment or careers page. Some scams may mimic a real company (let’s say www.target.com) with URLs like www.target.jobs.com. When researching the company, you can also stick any URL or email address into Google in quotation marks and search. Articles warning against scams might pop up.

online scam

Identifying Scams

Identifying remote work scams can be tricky, especially since they often appear alongside legitimate opportunities on popular job-search websites. 

In the last four years, the Federal Trade Commission (FTC) received more than 58,000 consumer complaints about bogus opportunities to work from home or launch a business. The median loss for victims is about $1,200, according to the Better Business Bureau’s BBB Scam Tracker.

As the old saying goes, “if it sounds too good to be true, it probably is.”

neat desk

Tips to Organize Your Business for the New Year

Tips to Organize Your Business for the New Year

By Leslie Radford

Key Takeaways

Organize your Business Purge Your Office Organize Your Paper Files Ditch Paper Receipts

An organized business is a productive business. Get organized by taming your email workflow, keeping your desktop organized, and getting rid of paper clutter.

Below are 3 tips on how you can organize your business:

1. Purge Your Office

Too much clutter can add to daily stress and chaos. Clutter exists because we think that everything is important. Toss out whatever is outdated, no longer relevant, or a duplicate. Get rid of anything that collects dust (trinkets or office supplies that have no value to you or your business.) Make sure you have plenty of storage to keep things neat and tidy and out of sight to keep them from distracting you.

Things you could purge:

  • Recycle the broken electronics you may have stashed in a closet.
  • Donate anything you don’t need or use.
  • Keep the basics and anything you’ve used in the past year; everything else can go.

Put items that you require every day in the same place so that you won’t have to hunt for them every time you need them. 

When your workspace is clean and uncluttered, you won’t waste time searching through stuff or moving piles around. See how you can develop an office space that inspires

messy files

2. Organize Your Paper Files

The average person wastes more than 4 hours per week searching for papers, according to one study. Go through your filing cabinets and shred anything that’s out of date or no longer relevant to your business.

You scan the originals and throw out the paper files to make more room if you think you might need these documents in the future.

3. Ditch Paper Receipts

There’s no reason to hang on to all those tiny paper receipts. Scan them and keep them digitally. Stay on top of this clutter by scanning them as soon as you get them or make time each week to scan them all in and keep them in a digital file.

Get It Together

This will get you started on organizing your business. See more tips for staying organized

lunch bag

Great Lunches to Take to Work​

Great Lunches to Take to Work

By Leslie Radford

Key Takeaways

How to Decide What to Take in Your Lunch

Easy, Affordable Recipes

Taking your lunch to work can not only save you time at the office but money. Break a bad habit in 2021 by taking your lunch to work. Here’s how to decide what to take and a few easy recipes to help you out.

lunch bag

How to Decide What to Take in Your Lunch

  1. It Needs to Be Cost-EffectiveIf you are trying to save money by not eating out at lunch every day, you want to make sure your recipe doesn’t require expensive ingredients. Buy in bulk and you can use ingredients for several different meals.
  2. It Needs to Be Easy to MakeJust as you want to keep the cost down, you also want to keep the time it takes to make it low as well. Meal prepping for the week can save you time. But if you want something fresher, making something the night before needs to be just as easy.
  3. It Needs to Be (Somewhat) ExcitingEvery lunch doesn’t need to be a gourmet meal, but you also don’t want to pack a lunch you are bored with. Pre-making your meals can ensure you are going to eat whatever you are preparing. 

Easy, Affordable Recipes

Avocado Chicken Salad

This chicken salad has four ingredients. You can also make it into a sandwich or a wrap, which makes this quite the versatile recipe.

Ingredients

For the chicken salad:

1/4 avocado

2 tablespoons plain yogurt

1 teaspoon lemon juice

3/4 cup shredded chicken, precooked

For the sandwich:

1 whole-wheat English muffin

A handful of lettuce or sunflower sprouts

2 slices tomato

Directions

In a small bowl, mash the avocado together with yogurt and lemon juice until completely combined.

Add the chicken to the bowl, and mix with a spoon until all the chicken is coated.

Serve your chicken salad on top of a bed of lettuce, or split on top of two English muffins with a tomato slice and sunflower sprouts.

Ham and Arugula Sandwich with Cranberry Chutney

Cranberry and mustard are the perfect match for the savory ham and slightly bitter arugula.

Ingredients

1 (8-ounce) package Italian-cheese-flavored pizza crusts (such as Boboli)

¼ cup cranberry chutney (such as Crosse & Blackwell)

2 tablespoons Dijon mustard

8 ounces lean cooked ham, sliced

1 cup loosely packed trimmed arugula or chopped romaine lettuce

Directions

Preheat oven to 450°.

Place pizza crusts on a baking sheet. Bake for 5 minutes at 450° or until warm.

Spread chutney over the bottom side of 1 pizza crust. Spread mustard on the bottom side of the remaining crust. Arrange sliced ham over mustard-coated crust. Top with arugula. Place chutney-coated side of remaining crust over arugula. Cut into four equal sandwiches.

Roast Beef Roll-Ups

Easy to make, easy to eat. Substitute any lunch meat if roast beef isn’t your thang.

Ingredients

12 Asparagus Stems

12 Roast Beef Deli Slices

12 Sharp Cheddar Horseradish Deli Cheese

12 Chive Stems

Red Pepper flakes optional

Instructions

Lightly steam asparagus stems.

Add a half slice of Sharp Cheddar Horseradish Deli Cheese to the center of a Roast Beef Deli Slice.

Add asparagus to the edge of the roast beef slice. Roll Asparagus from one edge of roast beef to the end.

Tie chive around the center of Asparagus and Roast Beef Roll Up.

Sprinkle with red pepper flakes for garnish.

stressed at work

3 Reasons You’re Stressed at Work and What to Do About It

3 Reasons You’re Stressed at Work and What to Do About It

By Leslie Radford

Key Takeaways

Take Breaks
Reduce Screen Time
Change Your Work Space

The paperwork, the people, the service, the meetings, technology issues—sometimes it gets a little overwhelming. A little stress isn’t bad for you, but when you start feeling burnt out, that stress can cause serious harm to your health and well-being.

While certain stressors may be obvious, there are also smaller ones that stack up that you may not even realize are contributing to your overall stress at work. Read on to find out what these are and the simple steps you can take to overcome them.

Not Taking Enough Breaks

Schedule in breaks by chunking your day into specific time blocks in order to minimize your fatigue while also enabling you to refocus and create a structure for your day. Take a break every 90 minutes to two hours to do an activity that revives you.

NuvoDesk offers a golf simulator to help you clear your mind for few minutes every day. We also have a break area with drinks and snacks. Check out our rest and relaxation room where you can go to recharge throughout the day.

Too Much Screen Time

Most of us stare at a computer, phone, or tablet all day. Digital content consumption has increased significantly recently, which can lead to exhaustion, a lack of focus, and increased stress and irritability. There are glasses that are designed to alleviate digital eye strain that helps filter blue light, glare, and UVA and UVB light emitted from digital devices.

staring at computer

Sitting in the Same Space All Day

Fatigue can set in if you’re working in the same spot for hours on end. Switching up your workspace can help you refocus and reduce your stress levels. NuvoDesk has many areas you can switch up your working space with including conference rooms, lounges, and a café. Comfy chairs and couches can help you feel a little more relaxed.

Be Less Stressed

With NuvoDesk, you can create a stress-free work place. Switch it up, move around, take a break, and invest in blue light glasses!

video conference

Tips for Professional and Productive Video Conferencing

Tips for Professional and Productive Video Conferencing

By Leslie Radford

Key Takeaways

Productive Video Meetings Tips
Video Conferencing Etiquette
Using Video Calls for Sales Meetings

Video conferencing seems to be the new norm. The global remote workforce increased by 140% between 2005 and 2019, and that number accelerated even further in 2020 when COVID-19 hit.

It’s a useful tool for communicating with remote work teams. But, between poor internet connections, annoying background noise, participants not knowing what is being discussed, and off-topic conversations, a video conference call can quickly become a frustrating mess.

Here are a few tips to help you host productive video meetings:

Set an agenda

Provide a plan before the video conference. Video meetings can be most productive when everyone knows the purpose of the session and better able to keep focused on the outcome. This will also assure the meeting doesn’t run too long and everything gets addressed.

Be engaging

Use shared visuals to accompany your agenda, like online whiteboards, shared screens, slide shows, and spreadsheets to keep participants engaged. While it’s nice to see everyone’s faces during a meeting, you need to switch it up to keep everyone’s focus. Use a conferencing tool with a chat function or poll to keep participants engaged with the material being covered.

video conference

Use the right tools to make video calls

There are many different tools available that can make your conference call a lot easier. The quality of call you offer participants is essential for a professional image and an effective meeting. A number of professional tools with which we have had good experiences are:

  • Microsoft Teams
  • Zoom
  • Google Hangouts
  • Skype
  • GoToMeeting
  • Cisco WebEx
  • Join.me

Video Conferencing Etiquette

Just like there are rules at the dinner table, there are etiquette rules for video conferencing as well. To respect everyone’s time and effort, you need to be aware of the following to host a productive meeting: 

  • Mute yourself when not speaking
  • Be on time
  • Ensure your technology works correctly
  • Use technology to fully engage remote participants
  • Choose the proper software and hardware
  • Wear work-appropriate clothing
  • Frame the camera correctly
  • Have the right light
  • Look into the camera (not down at your phone)
  • Pay attention (avoid multi-tasking)
 
meeting

Increase Productivity with Video Calls

Video calls aren’t just for remote workers and connecting teams. According to PGI, companies who use video calls for sales and customer support can save 30% from their transportation costs. And because your client doesn’t have to come to you, or visa versa, the easier it may be to schedule a meeting with them.

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