Differences between Job Description and Job Specification
There is much that goes into achieving a successful relationship between employer and employee. A key indicator of how well an employee will succeed in a work place is the degree to which he or she understands what is required by the employer. Misunderstandings in this area can cause much frustration and are usually a large part of why an employee is let go or leaves voluntarily. There are a number of documents which explain job requirements. Among these are a job description and a job specification. How do these differ and why are those differences important?
Ajob descriptionis a document that lists the duties and responsibilities of a particular work position. It is not meant to be comprehensive, but it is designed to provide the employee with a thorough understanding of what he or she is expected to do and what outcomes are expected by management. Central to a job description is the skill set required for a person to successfully accomplish a particular position. In addition, it provides an employee with a clear understanding of the chain of command and how he or she fits into the overall company structure. An employee who masters the details of his or her job description will understand how to maximize a particular job position, how this position fits in the overall success of the company, and how he or she can grow and develop individual skills and talents in order to move up in the hierarchy over time.
In contrast, ajob specification is a specific, detailed list of the requirements that a candidate for a job must possess in order to do that job in an outstanding fashion. It outlines the particular experience, education, and skill set that must be brought to the job by the person desiring to fill it. This document builds on the job description, but goes into much greater detail with regards to the specific abilities that an individual must have in order to sufficiently carry out the duties of the job. Failure to match the necessary experience, education, or abilities as detailed in the job specification will ensure that the job candidate will fail to live up to the requirements of the position. No job candidate who is unable to clearly spell out that he or she matches or exceeds these requirements should ever be considered for a job position.
A job description is a more general document. It provides the employee and anyone else who interacts with that employee with a thorough understanding of the job position and what is required from it. A good job description helps to place a particular role in a company within the overall scheme of how the company does business. It helps to explain the reason why the position exists and how having this job position enables the company to function and prosper. While containing a necessary level of detail, it does not get bogged down with too much of the technical jargon that is unique to a job position. Any person should be able to sit down with a job description and easily comprehend its responsibilities and requirements. It provides any decision maker in the company with the necessary data with which to determine whether that job role should be maintained or eliminated at any specific time.
A job specification is primarily for the use of the individual carrying out the job position. It provides more detail about the technical requirements of a position. The individual performing the role can use this document to determine to what degree his or her skills match up to those necessary to carry out the position at a high level and how those skills can be maintained and developed. This document may contain certain industry jargon that is particular to a job role and which is understood by fewer people. Those who supervise or oversee the job position can use this document to determine to what degree a worker is fulfilling the demands of a position and how his or her current skill set measures up to what is spelled out in the specification. The worker should use this document to ensure that his or her skills and knowledge are keeping up with industry requirements and thereby provide opportunity for future advancement. The closer that a person working in a job role can get to the ideal candidate, the more likely that he or she will perform at a very high level and the more likely that this worker will be considered for advancement in the company. Good, continually updated job specifications, ensure that a company is able to compete successfully in the marketplace and stay current with changes within the industry in which it performs.
Job descriptions and job specifications are both essential within a company structure. A good general job description is available for those seeking the position, those working in it, and any who interact with the person fulfilling the job role. It gives all a good overview of the role and how it fits into the overall company structure. A good job specification enables the person occupying the role to understand and maintain a particular set of skills necessary to do the job in a superb manner. It gives his or her supervisors the tools to determine to what degree he or she is able to fulfill the job requirements at a high level. When these two documents are clear and continually kept current they provide a company with a good foundation from which to acquire good talent, develop this talent and provide opportunity for these individuals to advance within the company structure.
