Career

Step 1:
Familiarize yourself with your employee's job requirements.

Tips
·    Ask yourself if you are aware of all the tasks an employee is in charge of completing.
·    Look at the employee's job description.

Step 2:
Make a list of all the tasks your employee is to complete, and prioritize them numerically.

Step 3:
Browse the 60 sample job profile sheets to see if any apply or can be easily altered to fit your needs.  If so, skip Step 4.

Step 4:
If you cannot find a close match, create your own goal-focused job profile.

Tips for writing goal-focused job profiles
·    Use an action verb for the first word in each goal.
·    Bring attention to the intended goal first, in bold.
·    List employee duties that contribute to intended goal.
·    Make sure you've clearly distinguished between goals and duties.
·    Verify that the goal is within the scope of the duty and is attainable.
·    Gather data thoroughly for writing the job description.                                                                                                              [Test on current employees to make sure your expectations are realistic.]
·    Be as concise as possible.

Example:
Clients have complained about their interactions with John, your receptionist.  He answers the phones and people's questions, but is rather short with words and is unhelpful.  His job description most likely states that it is his responsibility to answer the phone and client's questions.

To improve John's performance, it is important to re-focus his actions on the company's goal for the position.  In this case, a new goal-focused job expectation would read:
Maintains Customer Satisfaction by answering phones, providing help to clients and answering questions.

By using goal-focused work expectations, you clearly state the overall results the employee is aiming for.  This puts the employee's attention on the end result (customer satisfaction) rather than on the activity (answering the phones), and also allows room for further improvement and innovation.

Tips for creating a worksheet of job expectations
·    Look at examples in the 60 sample job profile sheets.
·    Separate goals into clear categories.
·    Include a catch-all work expectation related to teamwork.
·    Try to limit overall goals to about ten.

Step 5:
Distribute a job expectations sheet with a cover memo.  Start with one of the pre-written job profile memos or create your own.  Pre-written memos cover the following situations: soliciting team input when hiring a new employee, outlining the responsibilities of a new employee, addressing a shift in job expectations, giving an employee additional responsibilities, and clearing up misunderstandings about current responsibilities.

Tips for writing your own memo
·    Tell your employee why you are going through this process and what you hope to achieve.  
·    Ask your employee to look at the enclosed job profile, write down any comments or suggested changes.
 
Step 6:
Meet with your employee to decide on the amount of time they should spend on each expectation.

Tips for finalizing  job profiles
·    Ask your employees what they thought of the job profile you sent them and find out if they have any changes in mind.
·    Explain the importance of the new responsibilities or expectations.

Step 7:
Keep a copy of the agreed-upon job profile and give one to your employee.