How to Capture Details and Responsibilities of a Position

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Overview

This Job Procedures Form template is used to create a written statement that documents detailed procedures for a position.  This helps with cross training, making an addendum to a job description and managing operational risk and ensuring a smoother transition of the position's duties from one incumbent to another (particularly in the event of an unforeseen absence).

Once this ConnectsUs document has been modified for your company, it will be used by all Staff members when asked to document detailed procedures for their positions.

Why use it

• Clear documentation ensures that a job function can be performed by others and manages the risk that knowledge of how to do the job will leave your company.
• When a staff member walks out your door, their position knowledge walks out with them, never to be captured again. The time to capture and document knowledge of job procedures is while your staff are active in a position.
• Documenting tasks and procedures provides factual data when a department or an individual communicates there is too much work to do. This document, along with the Job Activity Log, provides concrete documentation to support eliminating unnecessary work, streamlining, job sharing, automation using technology, or adding new headcount.

What you risk by not using it

• If an employee leaves your company and their detailed tasks and procedures are not documented, their knowledge also leaves the company.
• You don't really know what your staff are doing.  They may be doing things you don't want and not doing things you do want.

Tips for Small Business

• While it is not a sufficient reason to not follow through, the request to staff to document their tasks and procedures can sometimes be seen as quite threatening. Some staff can be extremely resistant to sharing information. Particularly longer tenure low-skilled staff, who may not have not kept their skills up to date, and yet may be paid above market rates for their skill level. The exercise can sometimes also be viewed by staff as:
  • An audit of their function
  • Diminishing their worth if all their knowledge is now available in a document
  • A means to demonstrate that they are now more disposable and replaceable.
• It is not good practice to single out one staff member to complete this form as it will be seen as an antagonistic request. This exercise should be a company-wide initiative.