Wondering how to improve recruitment? A good recruiting process isn’t a luxury but a necessity for your organization’s growth. And, the first stage of the recruitment process, the application stage, determines the outcomes of the rest of the stages. This stage involves writing the job description and job posting. And posting it on relevant job boards.

So in this article, we’ll share steps on how to improve recruitment with JD software by ensuring a good job description management process.

The Foundation of Effective Recruitment Process: Writing Good Job Descriptions

To boost your recruitment process, you need to understand the basic elements. And depending on how you structure your recruitment cycle, you’ll have the application stage as your first step.

The application stage includes building the job description and job ad. And this makes effective job descriptions the foundation of a good hiring cycle.

So, ensure your job description has some of these important elements:

• Clearly outlined responsibilities
• A well-formatted JD that’s easy to read
• Inclusive JD
• SEO optimized JD
• Details on the type of potential candidates you’re looking for. Including the skills and qualifications.

And this is where job description software comes in to simplify your work. Read on to understand the basics of a job description tool.

What is job description management software?

Job description software helps businesses of any size build, manage, and store job descriptions.

These platforms create a place where all recruitment team members can work together on writing job descriptions. This enhances a simplified collaboration and job description workflow process.

Typically a good job description tool should have key features such as:

• Automation of writing job descriptions
• A job description library
• Text analysis for boosting job descriptions
• Custom job description templates
• ATS integration
• Collaborative creation, editing, revision, and updating of job descriptions
• SEO optimization
• Analytics and Reporting

Writing Consistent  Job Descriptions

Writing job descriptions is time-consuming. But it’s an important step in the recruitment process. A good job description is inclusive, consistent, and easy to understand.  

So a good job description software improves your recruitment process by speeding up your job description creation process this way:

• The job description management software leverages AI automation to guide you through the JD building, updating, modifying, and approval steps.
• Provision of pre-populated content: This way, you don’t start building your job description from scratch because the job description tool leverages content libraries and pre-existing templates to auto-populate certain job description areas.
• It leverages advanced intelligent AI suggestions: The job description tool can highlight the right job title name, keywords to use, and job title length and check any essential JD fields you’ve forgotten to add.
• A cloud-based JD library: A space for building your job descriptions. This way you increase your JD creation speed because you don’t waste time scrolling through different documents.

For instance, Ongig’s Text Analyzer speeds up your JD creation process this way:

• Guided AI-Assisted Job Description Creation: With Ongig’s job description Text Analyzer, building JDs from scratch is simple. Input your job title and the tool leverages AI to finish writing the draft.
• Personalized Templates Builder — Use easy templates to build your job descriptions quickly.
• Efficient User Management — The job description software lets you have as many users as you want with different user privileges for building your JDs (such as Editor, Administrator, Auditor, and Editor+).

Job Description Content Optimization:

• Bias Minimization: Ongig’s Job Description Text Analyzer’s “Optimize Content” feature reduces gender bias to ensure your job descriptions are inclusive.
• JD Score Improvement: You’ll see your JD score improve as Ongig’s Text Analyzer’s AI perfects your JD draft.
• Exclusionary Term Deletion: The software suggests any exclusionary and discriminative language by removing any identified “exclusionary phrases and words.”

Centralized Job Description Storage

Every recruiter hates having scattered JDs.

JD software simplifies this process by offering a centralized location to store your job descriptions. This ensures the JDs are kept in a single space. And it’s easier to check that they all follow standardized content guidelines, formats, language, and best practices.

The HR team can access, update, and maintain all the job descriptions in one location. Plus this process enhances collaboration among recruitment team members and other stakeholders involved in writing and updating job descriptions. Multiple users can access and edit these JDs as needed.

For instance, at Ongig, we provide a centralized cloud-based job library. This solution saves your hiring team time when creating new job postings and streamlines your job description workflow.

Customized JD Templates

Job description tools provide personalized templates for building job descriptions during recruitment.

By using the templates, the recruitment team can easily create content guidelines, terminology, and standardized language for job descriptions.

For instance, you can adjust the job title, responsibilities, qualifications, and position type to fit your business requirements. And, if your organization is growing, restructuring, or changing your talent pipeline, you can immediately create or update your JDs to address the changes.

Plus with the pre-defined structure and format nature of the templates for creating standard job descriptions, you’ll manage to save energy and time for other important recruitment tasks such as the interview process. So instead of starting from scratch each time you have open roles, you can quickly use a relevant template from your job description software and adjust it to fit the job opening requirements.

Ongig’s software scans your job ads for these problems and helps build automated templates for different job openings so you can build consistent content across your open roles.

Compliance with Legal Requirements

There are instances when an organization can be sued for breaking employment law. And, these problems sometimes start with the recruitment process of writing a job description that doesn’t adhere to labor laws.

This is where job description management software comes in. Some job description tools adhere to industry and legal standards to prevent legal risks. And maintain transparency in your recruitment process.

Compliance for storing and managing job descriptions is important for different reasons:

• Fair Labor Standards (FLSA): Job descriptions must correctly reflect the responsibilities and classification (exempt, non-exempt status) of the job opening defined by the FLSA Act. Failure to comply can lead to legal consequences, such as wage violations.
• Equal Employment Opportunity (EEO) Compliance: Job descriptions must adhere to EEO regulations to ensure they aren’t discriminating against candidates because of protected characteristics such as gender, age, religion, disability, and race. Failure to comply can lead to lawsuits and damaged reputation for your organization.
• Americans with Disabilities (ADA): A job description should not exempt candidates living with disabilities from applying to a job opening. The job description should specify the important elements of the job and write any accommodations required. Non-compliance leads to discrimination claims and legal lawsuits.
• Data Protection and Privacy Laws: Job descriptions sometimes may contain sensitive applicant information such as skills, work history, and educational background. Compliance is important to ensure the information is not shared with any third party.
• Immigration Laws: Job description requirements related to work authorization should comply with immigration regulations. Non-compliance results in difficulties recruiting and retaining foreign employees, legal challenges, and penalties.
• Trade Secrets and Confidential Information: Job descriptions may include proprietary confidential details about the organization’s services, operations, and products. Compliance with confidentiality agreements and trade secret laws is important to protect these details from misuse.
• Record-keeping requirements: Legal employment laws may dictate the timeline for storing job descriptions, the storage manner, the format storage, and any other recordkeeping obligations. Compliance ensures your organization can provide correct documentation during a legal dispute or audit.

Quick Talent Acquisition

If during your recruitment process, you find that your job descriptions are:

• Full of jargon and technical language
• Too long, poorly formatted, and inconsistent
• Missing crucial details such as salary and benefits

Then, you need job description software to guide you on how to improve recruitment by writing consistent job descriptions.

Unreadable job descriptions prevent any ideal candidate from applying to your job postings. So, your recruitment team needs to write a readable job description. And contains all important sections, such as job responsibilities, salary, and location.

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