What are tips for job analysis and description creation?
Creating effective job analyses and descriptions is crucial for successful hiring and employee management. This article presents practical tips gathered from industry experts to streamline this process. From internal collaboration to leveraging modern tools, these insights will help organizations develop accurate and fair job descriptions.
- Craft Internally for Quality and Fairness
- Engage Employees in Description Refinement
- Use Questionnaires and Online Resources
- Conduct In-Depth Discovery and Research
- Focus on Outcome-Based Responsibilities
- Leverage AI for Efficient Description Creation
Craft Internally for Quality and Fairness
We take the time to craft everything internally, without having to rely on AI tools or outsourcing the process to a third party that doesn’t perfectly understand what we’re looking for.
It takes longer, but it’s absolutely worth it, and it’s only fair to provide that level of quality to prospective employees and candidates as well.
Tracey Beveridge
HR Director, Personnel Checks
Engage Employees in Description Refinement
One of the better approaches is to run a “compare and contrast” of existing benchmarks to the internal job descriptions, but this is incomplete without involving the people in the roles at some point. Often, this process starts at a higher level with middle managers quality-checking the benchmark data and your internal repositories, structure, taxonomy, or whatever you may have. There’s a deeper level of value where regular employees are engaging with the structure on a daily basis and testing it against hiring, promotion, performance management, etc. You get really good feedback and refinements from that process.
Nathan Deily
Chief People Officer, nth Venture
Use Questionnaires and Online Resources
I use a job description questionnaire to gather information about the job directly from the jobholder (or from the jobholder’s manager). I also take inspiration from other similar job descriptions online to ensure that I’m not overlooking any important aspects of the job. I then draft the job description and have the draft reviewed and approved by the jobholder’s manager prior to issuing it to the jobholder.
Susan Snipes
Head of People, Remote People
Conduct In-Depth Discovery and Research
In our experience, creating comprehensive job analyses and descriptions is a foundational step for a successful executive search. We believe in a deeply collaborative and research-intensive approach to truly understand the nuances of a role beyond a simple list of qualifications and responsibilities.
Our process begins with an in-depth discovery phase with our client. We engage in detailed discussions with key stakeholders, including the hiring manager and other key leaders. The goal here is to build a holistic picture of the ideal candidate. We move beyond technical skills and delve into the critical competencies, leadership style, and behavioral traits necessary for success within the company’s unique culture. We ask probing questions to understand the team dynamics, the strategic objectives of the role, and the challenges the new hire will face.
Following these initial conversations, we conduct our own thorough market research. This involves analyzing industry trends, competitor landscapes, and compensation benchmarks. This external perspective provides our clients valuable insights and ensures the role is positioned attractively in the market. We also consider the company’s long-term strategic goals to ensure the new hire will not only fit the current need but also contribute to future growth.
Only after gathering this comprehensive intelligence do we begin to draft the job description. We focus on using clear, natural language that speaks to the motivations of top-tier candidates. We aim to create a compelling narrative that not only outlines the responsibilities but also paints a vivid picture of the opportunity and the impact the successful candidate will have. The description highlights the company culture, the team they will join, and the potential for professional development.
Furthermore, our analysis doesn’t stop once the description is written. It’s a living document that we refine throughout the search process as we engage with candidates and gather market feedback. This iterative approach ensures we remain agile and responsive to the evolving needs of our clients and the talent landscape. By investing this time upfront, we more effectively identify and attract candidates who are not just a good fit on paper, but who will truly thrive and make a lasting contribution.
Julia Yurchak
Talent Sourcing, Acquisition & Management Specialist| Senior Recruitment Consultant, Keller Executive Search
Focus on Outcome-Based Responsibilities
Start with outcome-focused responsibilities instead of task-based bullet points. This strategic shift has transformed how we help clients attract higher-quality candidates while reducing hiring misalignment.
Most job descriptions fail because they list what people will do instead of what they need to achieve. When building our team or advising clients, I focus on defining success metrics first, then work backwards to identify the skills and experiences needed to deliver those results.
For example, instead of writing “manage vendor relationships,” we specify “negotiate supplier agreements that reduce costs by 10% while maintaining quality standards.” This approach attracts candidates who think strategically about business impact rather than just checking task completion boxes.
The process involves three key steps:
1. Interview current high performers about what actually drives their success
2. Identify the measurable outcomes that matter most to business goals
3. Translate those insights into clear expectations that candidates can evaluate honestly
We also include specific scenarios or challenges the role will face, helping candidates self-select based on genuine capability rather than optimistic assumptions.
This method has reduced our client’s hiring mistakes by 43% because candidates understand exactly what success looks like before accepting offers. More importantly, it attracts people who are excited about achieving specific outcomes rather than just collecting paychecks.
Clarity about results beats vagueness about activities. When job descriptions focus on measurable success, you attract candidates who are genuinely capable of delivering what your business actually needs.
Friddy Hoegener
Co-Founder | Head of Recruiting, SCOPE Recruiting
Leverage AI for Efficient Description Creation
I’ll be the first to admit, I’m not an HR leader. I work on the IT and service desk side of things, mostly behind the scenes at recruiting companies. However, even from that vantage point, you can’t miss how much the process of building job descriptions has changed lately—mostly because of AI stepping onto the scene.
A few years ago, writing up a job description was practically an art form. People spent hours poring over bullet points, trying to get every responsibility and requirement just right. Now, I see more and more teams leaning on AI tools to do the heavy lifting. It’s not just about speed (though that’s a bonus); it’s about consistency, reducing bias, and making sure those descriptions don’t turn into jargon soup that scares off great candidates.
What I find fascinating is how these AI platforms can scan piles of data, spot trends, and produce job ads that actually make sense to both recruiters and job seekers. I’ve watched HR teams take AI-generated drafts and tweak them with their own flair, which feels like the best of both worlds—technology doing the grunt work, humans making it real.
If you want a deeper dive on how this works and why it matters, there’s a great post here: AI Job Descriptions: Why They Matter & How AI Can Write Them Right.
Bottom line? I think we’re finally at a place where AI isn’t replacing people—it’s making their jobs a little less overwhelming. And if that means better job descriptions and happier hires, I’m all for it.
Kira Aiello
Recruiting Technology Blogger, makethehire.com