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How to Create a Job Description
The wiki page provides a comprehensive guide on creating effective job descriptions, emphasizing the importance of outcome-based descriptions. It outlines different types of job descriptions, such as generic, task-based, and outcome-based, and explains why personalizing a job description can enhance understanding and ownership of one's role. The page details the components of an outcome-based job description, including Key Result Areas (KRAs), desired outcomes, and measures of success. It also offers templates and sample job descriptions to help users create their own tailored job descriptions.
The different kinds of job descriptions
- a generic job description - see example from SEND Spain
- a task-based job description - this type is often used when posting a job opportunity. See 2019 example from the US office for a missions coach position.
- outcome-based job description - This is the type of job description that the International Office uses and Ken recommends. See sample job descriptions below.
- outcome based job description with suggested actions - This is a combination of an outcome-based JD and a task-based JD. See example of a SEND leader.
Task-based JD | Outcome-based JD |
---|---|
List of tasks that the person is expected to do | List of outcomes that the person is expected to accomplish |
Focused on the “how” - the process | Focused on the “why” - the end result |
Why write your own job description
(instead of just accepting a generic job description)
- to individualize or personalize the job description to fit our unique strengths and calling
- to better understand expectations of us - and to make sure that other teammates understand what contribution they can expect of us
- to strengthen our ownership of our role
The task of developing a job description for you is not yours alone. You take the initiative but your team leader and maybe other team members need to have input. After hearing their input, you will further revise your job description. The process of creating this document and the discussions on your team about what they can expect from you will likely be as valuable if not more valuable than that final document.
The components of an outcome-based job description
See template.
- Title - the title of your role
- Name - your name
- Term - how many years before you will need to be reappointed
- Summary of position – the mission of the team and a general description of your contribution to that mission.
- Reporting structure - who is your supervisor
- Key Result Areas (KRAs) - your main areas of responsibility
- Possible action steps - if you include a middle column (this is optional)
- Outcome desired (for each KRA) - what it will look like if you do excellent work in this area.
- Measures (for each KRA) - how will you know if you have achieved your desired outcome.
- Time required to fulfill these responsibilities - what percentage of your time or how many hours a week are required for this role.
- Evaluation process - who will evaluate your work and how often
- Date of latest revision - when was this JD last revised
Key Result Areas
How to identify your KRAs
KRAs = Key Result Areas. Answers the question: “What are my primary responsibilities, the critical things that God has given to me to accomplish?”
- Review:
- Your calling in life (passion)
- The mission statement of SEND
- The mission or objectives of your team
- Your contribution analysis summary statement
- Your roles in life
- Ask the following questions:
- What is essential for me to accomplish to fulfill my calling?
- What key responsibilities does the rest of the team rely on me to do so that we can accomplish our objectives?
- Check your list with your supervisor and with your team
How to describe your KRAs
- Start with a noun or phrase describing a key area of responsibility – new believers, leaders, Bible studies, music, prayer meetings, evangelism, building project, college students, etc.
- Then add a verb describing what you expect to do in this area of responsibility – lead, train, complete, develop, champion, pursue, guide, implement, plan, etc, etc.
Number of KRAs
- Maximum of eight. Five or six is better.
- But if you include family, personal walk with the Lord and communication with donors, then it will be more.
Defining Outcomes
If we are faithful in fulfilling this key responsibility and do it with excellence, what do we expect will happen? This desired outcome is what we write down as our desired outcome on the right hand side of the outcome-based JD.
Faithfulness must be accompanied by faith. Faith means we believe that God will reward our faithfulness and involves having a clear understanding of what we are aiming for.
Some cautions:
- Write out your outcome in words that describe the impact that you will have, not the actions you will take. Example - Not,
I will prepare and lead weekly Bible studies with those I am discipling. Better to say, I am seeing evidence that those I am discipling are obeying what God is saying to them from the Word and are also sharing these lessons with others in their network of friends. - Do NOT use the words “can” or “is able to” in an outcome. Example -
My students will be able to share the Gospel with others.A possibility is not an outcome. Outcomes must be stated in things that will actually happen – or that you want to happen. So better example - My students will share with me how they have had Gospel conversations with their classmates.
Determining Measures
How will we know that we have accomplished this outcome?
- The second part of the outcome-based JD is indicating how we will measure whether the outcome has been accomplished.
- The measurement does not have to be a number. You can set qualitative goals. But you have to create a criteria or a mechanism for determining whether you achieved this outcome.
- Sometimes the outcome is already measurable. e.g. All MOP participants and facilitators arriving by air are picked up and brought back to the airport on a timely basis. In these cases, you do not need to write out a measure after the outcome.
- But often the outcome is talking about people’s feelings or thoughts. Example: SEND leaders value the leadership training they receive and consistently apply what they have learned to their leadership. How am I going to know whether this happens or not? “The result is measured by an evaluation at the end of each training and through informal conversations that we will have with those who have completed leadership training courses at events such as Directors' Council.“
- Measurement does not have to be scientifically verifiable, but you have to have some idea of how you are going to know whether this happens or not.
Two ways of writing the measurement
- Describe in specific and measurable terms what it will look like when the outcome is achieved OR
- List what mechanism you will use to evaluate this outcome, for getting the necessary feedback. e.g. a survey, an evaluation form, a one-on-one meeting
Job description templates
- Outcome-based job description template with extra column for tasks, listing possible activities for each key result area.
- Outcome-based job description template for team leader with column for suggested tasks, listing possible activities for each key result area.
Sample job descriptions for leaders
- Sample Team Leader Ministry Description > outcome-based hypothetical church planting team in Khabarovsk.
- SEND U Director Ministry Description.pdf > outcome-based JD
- A Sample Team Leader Ministry Description > from K Z, Russia
Additional resources
- Ken Guenther's PowerPoint on Job Descriptions at Leadership Couples' Orientation 2009
- Transforming the Workplace: Job Descriptions as a Strategic Tool > a web article outlining the advantages of outcome-based job descriptions
- Keeping your job description simple by focusing on key result areas and outcomes
- Humorous job descriptions, compliments of Dilbert