Here at Buildify we believe that a proper Job Description is critical to the function and operation of a smoothly run company. Job Descriptions can also act as a foundational building block to establish a stable company. In this blog article we to discuss applying Buildify’s approach to developing the key components a functional Job Description should have.
The first pieces of a functional Job Description to be addressed in this article, are the various sections that need to exist, providing the scaffold on which to construct the Job Description itself, thanks to the Buildify Method.
Here are some of the critical sections we feel make your Job Description effective. The first key section to have is the “Purpose of the Position”. For this section you will craft a clear statement of the purpose of this position. Here is an example pulled from a real estate Job Description:
Example:
Purpose of this Position:
The purpose of this position is to fully manage everything having to do with the listing process, along with handling escrows from beginning to end. Another aspect of this role is to support the owner with lead management and communication.
The next section that your functional Job Description will have is the “Primary Accountabilities of the Position”. For this section you will want to list each of the primary accountabilities that exist for this position. Here is an example pulled from a real estate Job Description:
Example: Accountabilities of this position: - Ensure that the entire listing process; listing to opening of escrow is handled smoothly and on time with a high level of customer service. - Writing contracts / escrows / transactions. - Act as a powerful liaison between the company and customers. - Track statistics / KPI’s of the office. - Delivery of the lead drip campaign to all active leads. - To Handle Escrows from beginning to end. - Coordinate with & oversee marketing scheduling and timelines. - Assist & support the sales team.
The next section is one of the most powerful sections to any Job Description, as this section also impacts your Operations Manual. This section is called the “Duties & Responsibilities of each Accountability”. For this section you will want to list all of the reoccurring duties & responsibilities that exist for each of the Accountabilities listed in the above section. Here is an example pulled from a real estate Job Description:
Example: Weekly: What are the Weekly, duties & responsibilities for these accountabilities? Monday: Update Listing board Schedule Open Houses Weekly meeting preparation Update master lead list in shared google docs Prepare open house signs with address labels for team Implement listing campaign for each listing weekly and new listings (includes coordinating staging, photos, video, ads, posts, sign up, etc) Tuesday: Sit open house. Assist with open house events (organizing, catered, staff) Make sure staff has all ads placed and info from team for following weeks ads and opens Send seller open house feedback Wednesday: Weekly team announcement of new listing/price reductions & opens and just solds Generate Just Listed/Just Sold postcards and social media posts to go out Schedule open house sitters Update Open House Board for following week opens and add in outlook calendar with who is sitting Go over leads from last month and follow up with all Compile all invoices from accounting for quarterly expense report Review website for updates that are needed Track and turn in mileage expense log to accounting Clean up drop box files/folders Move closed property folders to “closed” folder on desktop and drop box
You’ll also want each of these “checklists” to be printed out, so each staff member stays present to these tasks. These checklists allow us to hold the team accountable to the business running exactly like you want it to run. These checklists are an extension of the owner’s vision.
In the Buildify Method there is a saying: that a Job Description tells you “What” to do, the Operations Manual tells you “How” to do it and your Calendar tells you “When” to do it!
It’s critical that after the Job Descriptions are developed for each of the rolls in your company that you then create the correlating Manuals. The Manual should explain in detail “how” to do each of the tasks outlined in each Job Description.
Visit our blog page for more information on creating effective operation manuals!
The last section that rounds out The Buildify Method’s functional Job Description is the Key Performance Indicators (KPI’s) of the various team member roles. This section is critical not just for you the owner, but for the team members as well. This section empowers the individual team members by showing them exactly how they are going to win at their roll! They can see precisely how they are going to be measured and in what areas of their job. Thusly, if they want to be rewarded for their performance, they know exactly how to succeed!
In the Buildify Systems platform, we have made creating and implementing foundational business systems easy. Not only do we provide an extensive Job Description template, we also provide a built-out example that you can tailor to custom fit your specific industry and unique business identity. Aaron Keith, our founder and master business coach, has provided example Job Descriptions for several key positions most companies have. We have Job Description examples for Office Managers, Administration Assistants, Marketing Assistants and General Managers.
Not only does Buildify Systems provide the Job Description templates and examples, it also allows you to “Buildify” a Staffing Model. A Staffing Model is a foundational system all businesses should have in place.
Visit our blog page for more information on creating Staffing Models!
Your team thrives, and the business thrives, when there are checklists and KPI’s in place for each team member. That is what a proper Job Description is supposed to provide! Below is an example of how you can layout your KPI’s (Key Performance Indicator’s) for each of the positions in your business.
At Buildify Systems, we have created substantive Job Descriptions along with other essential support systems such as Staffing Models and Meeting Agendas as part of our software. At Buildify, we are committed to empowering business owners by giving them access to powerful tools that are effective and produce results.
In the Buildify Systems platform we have made creating and implementing these key systems easy and the most effective for you. Not only do we provide an extensive Job Description template, but we also provide examples that you can tailor to better fit your specific business. Aaron Keith our founder and master business coach has provided example Job Descriptions he uses with his clients. Another key feature we have developed is a Staffing Model that lays out the org chart of your company. As you add team members, Buildify will prompt you to add a Job Description including Daily, Weekly & Monthly checklists, specifically for that new team member. This seamless integration allows for a well-organized and powerfully functioning company that can scale!
Example: Key Performance Indicators (KPI): Document how the performance of this job description will be measured to ensure that the intended position is being properly fulfilled on. KPI-1: Area: Systems, Structures & Processes Bonus Value: $500 (paid quarterly) Measurement: Team member to consistently follow the systems, structures & processes of their role. Performance Scale: 1. Exceeding Job Requirements = Full Bonus Examples: Team member advances the development of the systems and processes in their roll and adds these changes to the Administration Manual. 2.Meeting Job Requirements = Partial Bonus Examples: Team member consistently follows the systems and processes in their roll and updates anything that changes in the Administration Manual. 3.Under Performing Job Requirements = no Bonus Examples: Team member is not consistently following the systems and processes in their roll and does not update the Administration Manual.
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