Job Description as the Foundation of HR Systems

Welcome to another edition of Insights by Neumann Executive . This month, we discuss the topic of job modeling and job descriptions and their significance for effective human resource management.

By Anna Jabłońska-Trepka , a labor market expert, author of numerous Total Reward policies, and Partner at Neumann Executive Advisory.

How do well-defined roles enhance transparency, boost efficiency, and support talent development? Anna Jabłońska-Trepka , an expert in labor market trends and Total Reward policies, shares her insights on why precise job modeling is a game-changer for organizations. Read on to discover how investing in structured job descriptions can drive business success and employee satisfaction.

A job position is the smallest unit within an organizational structure. The most concise and process-oriented way to define it is as a list of expected outcomes delivered by an employee. However, from an organizational and practical perspective, the definition is much broader. A job position includes a list of requirements concerning responsibilities, decision-making authority, and necessary qualifications and skills. It is advisable to complement qualifications and skills with required competencies that define key traits and behaviors essential for success in a given role.

Anna Jabłońska-Trepka , Partner at Executive Advisory, notes:

"If a job position is based on achieving specific results, it is worth assigning concrete performance evaluation criteria (KPIs) to enable objective measurement of achievements. Another important aspect is determining the level of decision-making authority, which can be further detailed, e.g., in formal/procedural, managerial, and business areas. A well-crafted job description also considers relationships and networks –both within and outside the organization. This information indicates the job’s operating environment and the effects of these connections."

Human resource management systems in a company, such as compensation structures, competency assessments, and performance evaluations, are also based on job descriptions. For each position, specific elements are determined, such as the percentage of bonuses in remuneration, the set of required behaviors, and performance measurement indicators.

Is a Job Description Mandatory for Employers?

Under Polish labor law, there is no absolute obligation to create job descriptions. However, in many cases, their preparation can prove essential. Employers who utilize professionally developed job descriptions can more effectively manage human resources and avoid misunderstandings regarding employees’ scope of duties. In some industries and sectors –particularly in public administration and companies operating under detailed legal regulations – job descriptions may be required by internal regulations or management standards.

Research data show that well-prepared job descriptions enhance organizational transparency and increase HR process efficiency. A job description is also a valuable tool that enables companies to participate in salary surveys, compare remuneration accurately, and align HR policies with market realities.

Additionally, a job description serves as the foundation for job evaluation, which is essential for a transparent compensation system and career paths. Companies that apply precise job evaluation methods can improve employee retention and increase team satisfaction by clearly defining development opportunities.

A job position is the foundation for HR systems and tools – and for these systems and tools to function cohesively, high-quality job descriptions are necessary. High-quality means prepared according to a defined methodology, where words hold specific meaning. While ready-made job descriptions are available online, if job descriptions are meant to serve an organization effectively, it is better to develop them internally with business involvement.

How to Prepare a High-Quality Job Description?

The primary objective of a job description is to present expectations and comprehensive information about responsibilities, expected outcomes, measurement methods, and qualification requirements. Job descriptions should be prepared according to a structured methodology so that their content aligns with actual expectations and business results of the role.

Anna Jabłońska-Trepka states:

"Throughout my long career, I have conducted dozens of workshops teaching managers how to write job descriptions and formulate responsibilities so that the description is concise yet reflects the complexity and scope of activities. During these workshops, organizational change proposals often emerged, because in a well-structured managerial group, the focus is always on efficiency and business improvement."

Such a document can additionally include information about:

• Dimensions of the position – both financial and non-financial,
• Internal and external relationships and contacts,
• Specific knowledge required for the position,
• Decision-making authority,
• Expected competencies and skills,
• Development opportunities within the organization – i.e., career paths,
• Expected results and measurement methods.

Common Mistakes in Job Descriptions

Although job descriptions are a crucial HR management tool, their improper preparation can lead to organizational issues. The most common mistakes include:

• Overly general descriptions – lack of specifics renders the document useless,
• Failure to update – job descriptions should be regularly adjusted to reflect changing market and organizational realities,
• Unclear definition of responsibilities – leads to misunderstandings and inefficiencies,
• Overly complex language – descriptions should be clear and understandable to all relevant stakeholders,
• Lack of integration with other HR tools – misalignment with compensation systems, career paths, or employee evaluation processes reduces their effectiveness.

Why Invest in Professional Job Descriptions?

Well-prepared job descriptions are not just an HR tool – they are a key document supporting employee development and organizational transparency. Employees can understand the roles and responsibilities of other departments and positions. Job descriptions help with:

• Enhancing recruitment and onboarding processes,
• Clearly defining development and career advancement paths,
• Creating motivational systems tailored to actual needs,
• Supporting transparency and management efficiency,
• Strengthening employer branding through consistent and transparent HR processes,
• Better aligning salaries with market realities.

Comprehensive job descriptions help build a transparent organizational structure, streamline HR processes, and create a solid foundation for team development. This is an investment that pays off in both daily operations and the long-term strategic direction of the company. If this topic interests you or if you would like to discuss best practices, we invite you to get in touch.

About the Author

Anna Jablońska-Trepka is a Partner at Neumann Executive Advisory. She specializes in salary adjustments and performance management, advising executives and boards. Anna has consulted for over 100 enterprises across industries like production, energy, FMCG, pharmacy, retail, and finance, including state-owned corporations. At Neumann Executive, she designs remuneration policies based on job evaluation and responsibility analysis, ensuring cost-efficient and effective pay structures.

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