Struggling with Position Descriptions? Here’s How to Get Them Right!

Position Descriptions shape how businesses define roles, attract qualified talent, and guide performance. Many leaders overlook the importance of clarity in these documents, expecting staff to just “figure things out.” That approach can lead to confusion, misaligned expectations, and high turnover. I am Iain White, and I have served as a Chief Technology Officer, Tech Consultant, and Agile Coach. Over the years, I have discovered that well-structured position descriptions not only help teams function smoothly but also reflect a company’s values and culture.

This piece focuses on writing position descriptions with a people-first mindset. You will learn how to outline responsibilities, establish realistic expectations, and make sure new hires align with your organisation’s objectives. This is about more than just posting job requirements. It is about painting a clear picture of the role, showing how it fits into broader strategies, and equipping staff to succeed from the first day.

Why Position Descriptions Matter

A position description serves as a reference for both the employee and the manager. When done properly, it clarifies the key tasks, needed skills, and performance indicators. The result is less guesswork and fewer misunderstandings about accountability.

I recall a growing startup that tried scaling without updated position descriptions. Everyone was busy, but tasks overlapped, and tensions rose. Once they introduced concise, well-structured roles, communication improved and productivity soared.

Key Points to Consider

• Align with Core Goals: The position should connect directly to your business objectives.
• Highlight Daily Tasks: Offer a snapshot of what the person will do every day.
• Show Growth Opportunities: Potential career paths encourage applicants to stay invested.
• Use Plain Language: Jargon-free writing reduces confusion and attracts a broader talent pool.

For deeper insights on effective hiring practices, visit Tech Hiring Adviser.

Common Issues with Poorly Written Descriptions

Businesses often overlook the impact of vague role definitions. A weak description might ignore essential tasks or fail to mention the workplace environment. That leads to mismatched hires, who then leave, forcing you to repeat recruiting.

Problems That May Arise

• High Turnover: Employees realise the role is different from what they expected.
• Miscommunication: Teams waste time deciding who handles which tasks.
• Legal Risks: Unclear definitions sometimes complicate legal or compliance requirements.
• Demotivated Staff: Individuals thrive on clarity. Fuzzy responsibilities hurt morale.

I once saw a company list “Handle all tech issues” as a key duty for an IT position. The new hire eventually left because they felt unprepared for tasks like software integrations, which were never discussed beforehand. That outcome could have been avoided by spelling out major responsibilities and dependencies.

Essential Elements of a Position Description

A good document balances detail with readability. It highlights the crucial points, leaving out fluff or irrelevant text. Here are the core sections that usually work:

1. Job Title
   • Keep it straightforward.
   • Reflect the level of responsibility (Coordinator, Manager, Specialist, etc.).
2. Department and Reporting
   • State the department or team.
   • Mention the role’s supervisor or immediate manager.
3. Purpose and Objectives
   • Summarise why the job exists.
   • Outline how this role supports business results.
4. Key Responsibilities
   • Bullet points for clarity.
   • Include typical daily tasks and occasional projects.
5. Required Skills and Qualifications
   • List both hard and soft skills.
   • Mention education or certifications if relevant.
6. Preferred Skills
   • Bonus skills that might add value.
   • Keep these separate from must-have items.
7. Performance Indicators
   • Ways to measure success (KPIs, deliverables, deadlines).
   • Helps align expectations between staff and managers.
8. Workplace Environment
   • Describe the culture or typical workflow.
   • Mention physical demands if relevant (lifting, travel, etc.).

Each section addresses a specific aspect of the role. Avoid mixing them up. That structure helps candidates and current employees quickly grasp what is expected.

Putting People Before Technology

Roles sometimes overemphasise systems and tools, forgetting that people perform the tasks. Any position description should consider how the employee will interact with colleagues, clients, or end users. Stress the human side of the role, including team dynamics or communication needs.

I once worked with a manufacturing firm that used advanced software for process automation. They hired a technician but never stated how closely this person needed to work with the operations team. Tension arose as the new hire focused solely on software configuration, ignoring daily production questions. A revised position description solved this by clearly stating that cross-team collaboration was part of the job.

Writing Clear Responsibilities

Large paragraphs describing tasks can overwhelm readers. Bullet points or concise lists help. Each duty should start with an action verb, such as “manage,” “coordinate,” or “analyse.” This shows the role’s scope without excess text.

Sample Format

• Manage inventory levels to prevent shortages.
• Coordinate with suppliers to organise timely deliveries.
• Analyse daily sales data to adjust forecasts.

Each bullet states the action, the subject, and the purpose. That approach is concise, direct, and easy to understand.

Balancing Skills and Qualifications

Some businesses pack positions with overly broad requirements. That might scare away talented applicants who think they do not meet every point. Others swing the opposite way, offering minimal detail and attracting large numbers of unqualified resumes.

Think about your must-have skills first. Then list nice-to-have abilities. For example, a digital marketing manager might need strong SEO expertise, plus knowledge of social media advertising. Meanwhile, advanced coding skills could be desirable but not essential, depending on the actual job scope.

Real-Life Anecdotes

The Accidental Over-Requirement

I consulted for a company that wanted a project manager. Their original description asked for five years’ experience, a master’s degree, and advanced coding skills. Applicants believed it was more of a senior technical role, yet the actual job needed basic project coordination. By adjusting the requirements, they found someone with solid people management skills who did not necessarily hold an advanced degree.

The Under-Specified Role

Another firm listed only broad statements like “promote company objectives” and “execute marketing strategies.” The new hire was frustrated by the lack of specific responsibilities. They spent weeks waiting for direction. Eventually, we refined the description to outline daily tasks, expected metrics, and success measures. The employee then felt empowered and delivered far better results.

The Importance of Culture and Environment

Most applicants want to know the team environment, management style, and workflow pace. This section can be short but should address key aspects:

• Collaboration Style: Do staff work in small teams? Is there a flexible schedule?
• Physical or Remote Setup: On-site, remote, or hybrid?
• Management Philosophy: Do leaders give autonomy or prefer close oversight?

People prefer roles that align with their personal work style. Mentioning this up front creates a smoother transition for the hire and reduces mismatch risks.

Steps to Create Effective Position Descriptions

1. Gather Input from Current Staff
   • Talk to employees or managers who have insight into the tasks.
   • Gather real examples of daily duties to form accurate statements.
2. Draft the Main Responsibilities
   • Make a concise list.
   • Use action-oriented language.
3. Clarify Skills and Qualifications
   • Separate must-have from preferred.
   • Review each point to confirm its relevance.
4. Incorporate Organisational Values
   • Show how the role contributes to long-term goals.
   • Include a brief segment on workplace culture.
5. Review and Refine
   • Ask a colleague or HR specialist for feedback.
   • Remove redundancies or unclear wording.
6. Share with Key Stakeholders
   • Managers or department heads should confirm the description is accurate.
   • Adjust if new tasks come to light.
7. Final Approval and Publication
   • Publish on your site or job boards.
   • Reference it during onboarding and performance reviews.

Some leaders skip collecting feedback from current staff and risk describing tasks that do not align with reality. In my experience, skipping that step leads to confusion and fosters mistrust.

Leveraging External Resources

If you need inspiration or a template, a few reputable sites offer guidance:

• Society for Human Resource Management (SHRM)
• Indeed Career Guide

These resources often feature outlines, sample bullet points, and methods to track performance.

Position Descriptions and Compliance

Depending on your industry, legal requirements might dictate what you can or cannot mention in a role summary. For instance, some fields need disclaimers about physical tasks or disclaimers about responsibilities that may evolve.

Stating that the role may change as the company grows can guard against later claims that tasks strayed from the initial job scope. Keep the wording factual and free of discrimination or bias.

Avoiding Jargon Overload

Stay mindful of readability. A position description filled with acronyms or technical terms can scare away capable people who simply do not recognise the lingo. If a term is essential, define it briefly.

For instance, if you mention “CRM administration,” say something like “manage the Customer Relationship Management platform for lead tracking and follow-ups.” That way, you clarify the acronym.

FAQ: Your Position Descriptions Questions

1. How long should a position description be?
Try keeping it to one or two pages. Long blocks of text can discourage reading.

2. Should salary details appear in the description?
This depends on your policy. Some businesses provide a salary range, which can attract more qualified applicants. Others prefer discussing it after an initial screening.

3. Can I reuse old position descriptions as templates?
You can use them for inspiration, but roles evolve with time. Review tasks, tools, and desired skills, then update accordingly.

4. Do I need separate position descriptions for part-time roles?
If the tasks differ significantly from a full-time equivalent, it helps to create a specific document. Otherwise, you risk confusion about core responsibilities.

5. Where do I post these descriptions?
Consider your own company website, LinkedIn, or job boards. For specialised roles, industry-specific forums can yield strong candidates.

Tailoring Descriptions for Tech Roles

Technical positions often require distinct qualifications, like programming languages or hardware expertise. Yet even in tech, soft skills matter. A developer who can communicate effectively with non-technical stakeholders is an asset. If you want more detailed help, see Tech Hiring Adviser for tips on crafting roles that balance technical and interpersonal demands.

Handling Shifts in Responsibilities

Jobs do not always stay the same. A role that starts focused on a single product may expand to handle multiple lines. Some tasks might disappear as the company automates. Keep descriptions somewhat flexible while retaining clarity about current priorities. If major changes occur, revise the document so that expectations remain transparent.

A friend of mine worked in a startup where they launched new features every quarter. Each time, the product manager’s responsibilities changed. By updating the position description every six months, they helped the manager stay aligned with evolving targets and minimised confusion.

Improving Retention Through Clarity

My mantra is to place people first. If staff members feel uncertain about their roles, frustration builds. Detailed position descriptions can reduce that friction. They help employees see why their work counts, how it ties into overall objectives, and what metrics define success. That sense of purpose often leads to higher retention.

Performance Reviews and Position Descriptions

A well-written document also aids during reviews. If an employee knows exactly what success looks like, the feedback process becomes less subjective. You can refer back to the stated responsibilities and performance indicators. This fosters objectivity, fairness, and a sense of transparency.

Role Progression and Career Growth

Position descriptions can also outline possible next steps. Ambitious staff often want to know they can move into more advanced roles over time. If your company encourages professional growth, mention it briefly. That can inspire candidates looking for a workplace that supports development.

The Essence of Clear Writing

Short sentences and active verbs work best. Stick to the facts. If you find yourself inserting filler or sweeping statements, ask if they truly help an applicant or an employee. Value clarity over verbosity.

An example: “Generate weekly sales reports and present findings to management.” That is more direct than, “Tasks will revolve around the creation of various analytical documents that are regularly circulated to senior leadership.” The first statement is precise and actionable.

Revisions and Feedback

Position descriptions should not remain static for years without review. Business environments shift. Even staff members who have held a position for a while can help refine it by noting tasks that were never listed but became core activities.

You could adopt an annual or biannual audit to keep these documents fresh. Invite feedback from current employees in that role. Ask them to identify any missing responsibilities or outdated points.

Example of a Streamlined Position Description

Consider a “Marketing Coordinator” role as a concise illustration:

Job Title: Marketing Coordinator
Department: Marketing and Communications
Reports To: Marketing Manager
Purpose: Assist with campaign planning and execution to increase brand visibility.
Key Responsibilities:

• Coordinate social media schedules and post content daily.
• Track metrics for online ads and report weekly performance.
• Liaise with graphic designers for campaign materials.
• Support email marketing activities and compile recipient lists.
  Required Skills:
• Familiarity with social media platforms like Facebook and Instagram.
• Basic analytics knowledge in Google Analytics or similar tools.
• Strong communication and time management.
  Preferred Skills:
• Experience with email marketing software.
• Basic HTML for minor webpage edits.
  Performance Indicators:
• Increase social media engagement by 10% per quarter.
• Meet deadlines for content publication.
• Maintain accurate records of campaign metrics.
  Workplace Environment:
• Collaborative open-plan office with hybrid work arrangements.

This structure offers a quick snapshot of the role, the essential skills, and how success is measured.

Empowering Staff Through Clarity

Great position descriptions act as roadmaps. They encourage staff to take ownership of tasks, propose improvements, and see how they fit into the larger picture. When employees understand their boundaries and opportunities, they can focus on delivering outcomes that matter.

A manager once told me, “My team got more proactive after we spelled out each role clearly. They stopped stepping on each other’s toes and started complementing each other’s work.” That is the power of clear direction.

Position Descriptions During Onboarding

Onboarding is more than just paperwork. Introduce new hires to their position description early on. Talk through each bullet point. Let them ask questions. That session creates a shared understanding of priorities, which prevents problems down the road.

A Note on Inclusivity

Use language that appeals to a wide range of applicants. Certain words or phrases might discourage individuals who might excel in the role but do not see themselves in the description. For instance, avoid overly gendered language. Focus on the abilities and traits that matter for performance.

Final Advice for Writing Position Descriptions

1. Start with the Main Objective: Why does this role exist, and how does it aid the company?
2. Keep It Realistic: List what truly happens day to day.
3. Highlight Key Skills: Distinguish between essential and nice-to-have.
4. Mention Culture: Let candidates know how your team collaborates.
5. Remain Open to Revisions: Business needs shift over time.

Remember that these descriptions are living documents, guiding both hiring and ongoing performance. A well-structured position description saves time, minimises confusion, and fosters a sense of purpose for everyone involved.