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Do you find your job descriptions taking too long to create? Is the job description process collaborative or messy? Do you publish biased job descriptions? And do you find your job description revision process messy?
All those issues are signs your job description process isn’t well organized.
This is where Ongig’s Text Analyzer comes in. Our software helps you simplify your entire job description management process. For instance, we smooth out your job description management process by ensuring you get collaborative writing, editing, and revision of job descriptions.
So read on to learn 10 more ways Ongig can help you create a good job description process.
1. Simplifies the Job Description Process with an Automated Job Description Builder
Manually writing job descriptions using traditional methods, such as Word Documents, is tiresome and prone to error. Concise job descriptions need to be detailed, accurate, and consistent.
And an effective job description is free from boring industry jargon, racially discriminative language, age bias terms, and more. Plus, the JD should clearly describe the organizational culture, the applicant’s qualifications, and job responsibilities.
This is where an external job description management software like Ongig Text Analyzer is helpful to standardize the language, formatting, and tone of your job descriptions. For instance, Ongig’s Text Analyzer speeds up your job description process through:
- AI-Assisted Job Description Writing: With Ongig’s job description Text Analyzer, writing job descriptions from scratch is quick and easy. Just input your job title and the tool leverages AI to do the rest.
- Custom Templates Creation — Use easy 4-step templates to write your job descriptions quickly.
- Simplified User Management — Ongig’s Text Analyzer lets you have as many users as you want with different user privileges for writing your company’s job descriptions (such as Editor, Administrator, Auditor, and Editor+).
Job Description Content Optimization:
- Bias Minimization: Bias minimization in JDs is essential because most candidates won’t apply to an organization they feel is discriminative towards employees and new hires. Our job description Analyzer’s “Optimize Content” feature reduces gender, racial, age bias and more to create inclusive job descriptions.
- Job Description Score Improvement: See your JD’s score increase as the software’s AI polishes your job description draft.
- Deleting Exclusionary Terms: The software highlights any exclusionary language by omitting any identified “exclusionary words and phrases ”.
- Intelligent recommendations: Ongig Text Analyzer improves your JD by suggesting the appropriate job title, unnecessary words to remove, good job title length, and important sections to include to boost the job description.
2. Detecting Ineffective and Biased JD Language
Any type of bias can ruin a well-written job description
Even minor unintentional biases can deter potential candidates from clicking the apply button. The phrases in your job descriptions should make the correct impression on any prospective employee, regardless of their sexual orientation, gender, race, and background.
So Ongig software helps you find and replace different biases such as:
- Gender-coded phrases: Leader, competitive, principles, objectives, and strong terms might discourage female candidates from applying to your job openings.
- Racial bias: native English speaker, spirit animal, blacklist, and a cake walk might deter candidates from Indigenous, Black, and People of Color (BIPOC) communities from applying to your job ads.
- Age bias: The terms ” elderly, recent graduates, and digital natives might prevent older or younger applicants from applying to your job openings.
- Elitism/Education bias: Elitism bias presents itself in job ads that state they’re looking for candidates who have attended certain big institutions and ask for too many certificates.
For instance, below is an example of a job description that includes hidden job description bias of the popular phrase “brown bag sessions”.
Organizations have for years used this phrase in job postings, but research finds it’s linked to colorism and racism (in the past, people used to measure the rate of an individual’s darkness by holding a brown paper bag up against an individual’s face…If a person’s face was darker than the paper, they got rejected by some social groups.
The screenshot below shows how Ongig Text Analyzer software flags “brown bag” and instead provides alternative phrases like “learning session” or “lunch and learn” which are more inclusive, especially when you want to attract (and not offend) individuals from underrepresented groups:
3. Provides Centralized Storage During Job Description Process
If you’re still using the manual methods to manage your job descriptions, your JDs are probably buried in your organization’s shared drive or scattered across different Word documents. This process makes the entire job description process messy.
But with a job description repository tool like Ongig, all your job descriptions get stored in a single centralized cloud library. The JD documents get stored in a file folder, eliminating the scattered process. This way, it’s easy to determine if all the position descriptions follow standardized formats, language, content guidelines, and best practices.
4. Simplifies Job Description Process Approval Workflows
Writing a job description manually leads to a tedious collaboration process. This is because a job description has to pass through different team members in the organization to the next step.
For instance, the recruiter might start the process of submitting a job description. The hiring manager might start writing the job description. And someone else, maybe the human resources lead, will approve the job ad posting through the application tracking system.
So the creating, submission, and approval processes need “user controls” so that each job posting is initiated, created, edited/modified, and approved on time.
This is where Ongig’s job description management software comes in. The software lets everyone get involved in the JD creation by defining clear approval steps. Ongig Text Analyzer gives you robust user control features that:
- Simplifies Role-Based Access Control
The tool makes it easy for everyone involved in writing the JD to have specific permissions. For instance, HR leads might have access to write, edit, and modify drafts. While hiring managers might manage style guides. And the HR department lead might have final authority.
- Simplified User Management
With Ongig software, you can create an “Administrator” control to manage the user accounts. So, everyone gets to do their specific tasks while not messing up with the other person’s tasks.
Plus, new users get added to the system without challenges. For instance, let’s say you need insights from a worker working in a similar role you’re recruiting for in the organization. With user administrator control, you can get them involved in modifying specific parts of the JD based on their experience.
This simplified workflow collaboration process ensures that job postings get posted on time.
Read also: 9 Steps for Creating a Job Description Workflow
5. Easier Job Description Revisions and Archives
Ongig Text Analyzer provides a revisions feature that enables you to track and review any version of a job description. This way, you can “undo” any unwanted changes. And return to the JD version you want.
Here are more benefits you might enjoy from Ongig’s version revision feature:
- JD version comparisons
Ongig allows you to view the differences between two versions of your job description. This is critical when approving changes made by different users. So all modifications get reviewed well, thus minimizing back-and-forth inconsistencies.
- Rollback capabilities
In case of unintended errors and changes, the revision feature enables you to go back to a previous version of a job description. This way, you can restore the JD version you want without any challenges.
- Audit trails
With version control, you get a detailed audit trail of your job description process. You can see every change in a JD, including the user, date, time, and the specific change.
An audit trail is critical for employment compliance issues during legal proceedings. The audit trail can also help if you’re performing a quality assurance of your job descriptions to know if the JDs adhere to best practices.
- Improved transparency and accountability
By visually checking the whole creation of a job description, everyone in the department can understand the reasons behind specific modifications. This way, there won’t be any blame game if a poor job description gets created and published. Everyone will account for their actions.
6. Creating Readable Job Descriptions
One meaningful way to know if your job description process is effective is if you’re producing readable job descriptions. The more readable your JDs are, the higher the quality of your applicants.
A comprehensive job description should ideally be between 300 and 650 words. And read around the 8th-grade level. But improving the readability of all your job descriptions is a tiresome process. So here is one strategy Ongig’s Text Analyzer uses to boost the readability of your job descriptions:
Finding unnecessary phrases and words in your job descriptions
Job descriptions tend to use many different words that aren’t needed. Examples are “adverbs” and “complex words”.
For instance, the job description below uses the phrase “in order to”. Ongig highlights “in order to” as a complex phrase because it has a synonym (“to”) that saves you 3 syllables.
Many applicants suffer from a learning disability like dyslexia. So they get distracted after 3+ syllable words. Reducing/deleting these “complex words” makes it easy for any candidate to read your job description without any challenges.
The other step is flagging adverbs in your job descriptions. You can delete an adverb from your JD, and no meaning gets lost. So it’s ideal to use simple, plain language.
For instance, the job posting below for a Data Scientist has adverbs (the underlined words). Ongig job description software shows that 6.8% of the words in the JD below are adverbs. The software gives the job posting a low adverb score (7.2/100) because the adverbs don’t add value to the job description.
7. Simplifying the Job Description Process by Creating Custom JD Templates
Writing a well-crafted job description takes time. But, using templates, you’ll save time creating and updating your job descriptions. Plus the use of templates creates consistency and saves you from failing to include important JD details.
Ongig’s Text Analyzer uses AI and automation to help build job description templates for scale, speed, and diversity. The software also allows you to set scoring goals like “diversity” or “readability” based on your hiring goals when building the JD templates.
For instance, if your organization wants to attract more female candidates, set a “gender-neutrality” goal based on the % of female and male-coded words. This way, you get a gender neutral JD.
Plus, once you’ve created your job description templates, Ongig’s software gives you more suggestions on:
- Biased language: sexual orientation, race, age, disability, etc.
- Lengthy job description requirements that might prevent the right candidates from reading and applying to your job openings
- Key elements in a JD that job seekers look for such as inclusion statements, EEO, salary range, and benefits.
- Your job description’s readability.
Using a job description template also speeds up workflow, especially if you’re hiring at a high volume (see Image below).
8. Enhanced Job Description SEO
Creating SEO-friendly job descriptions makes it easy for potential qualified candidates to find your job ad. Plus, this process ensures that you post a job description with details showing the essential functions of the particular job opening and the type of candidates with specific skills you’re looking to hire.
Ongig’s job description management software has an “SEO Title Score” feature. This means Ongig Text Analyzer scans your job titles and compares them to what potential candidates search for. Then, the software provides more suggestions to improve the SEO of your job description.
For instance, in the screenshot below, the tool suggests, “Try to keep your job title between 1 and 3 words and 20 characters or less.”
9. Easy Integration with Applicant Tracking Systems
Easy integration with your Applicant Tracking System (ATS) is an important feature of any job description software. After all, when your new job description gets approved internally, you’ll want to publish it to your ATS.
Simply put, good integration with your ATS helps you in the recruitment process in these ways:
- One-click posting: The integration of the two systems saves you the time you would have used to input the JD details manually. This way, you create consistency in your job adverts across a variety of platforms.
- Improved candidate management: The integration boosts your candidate engagement process. When applicants apply through your ATS, their details get organized. Hence making it easy to track their progress through the hiring process.
- Detailed reporting and analytics: A combination of the two systems helps you get up-to-date data to boost your job ads. You can track the efficiency of your job ads by analyzing hiring metrics such as application rates, time-to-hire, and source-of-hire data within your ATS.
Ongig job description software provides smooth integration with your applicant tracking systems for premium and enterprise users. This makes it easy to publish your job ads directly into your ATS.
The premium tier also includes Word exports in German, French, and Spanish for international organizations that might require translated versions of their updated job postings.
10. Provides a Job Description Review Analysis Dashboard
Ongig job description management software provides a dashboard showing you an aggregate scoring of your job postings. This way, you don’t have to do endless JD document reviews to know what’s missing.
The tool includes a top-level look at the following:
- Total score
- Gender Score
- Readability Score
Plus, Ongig gives you a table-style job description repository (“Job Library”) so you can sort jobs by:
- Title
- Location
- Dept/Function
- Req ID
- Total Score
- Gender Bias Score
- Grade Level (for readability)
- JD Word count
This way, you can review and find where each job ranks. The “Job Library” columns are also customized for our premium, professional, and enterprise tiers.
Why Your Job Description Process Matters
The First Step in Attracting Top Talent
The job description is often the first thing a prospective candidate sees during the application process. If it’s clear, well-written, and engaging, it can help attract the best candidates — those who are not just qualified but also a good fit for your company culture and specific role.
A great job description gives a high-level overview of the role. It highlights the day-to-day tasks and outlines the key responsibilities using simple, clear bullet points. This makes it easy for top talent to quickly understand the primary purpose of the job role and decide if they want to apply.
Setting Expectations for Everyone
A clear job description doesn’t just help candidates. It also helps your HR professionals, direct manager, and current employees understand the overall purpose of the role.
Additionally, it creates a shared language for everyone involved, from a senior position to a process technician. It also provides clarity if it’s for a specific type of work in a related field. A strong position description sets clear expectations for performance and success.
Supporting Better Hiring Decisions
A well-structured job description that includes minimum qualifications, technical skills, and job requirements helps your HR team narrow down the best employees for the particular role. It also supports performance management and performance reviews down the road by linking tasks to key performance indicators.
So, this is especially useful when comparing similar roles. It can also come in handy when doing a job analysis across departments to streamline business processes.
Improving Candidate Experience
When candidates understand the job, its work environment, and even the physical demands or exposure to hazardous materials (if applicable), they’re more likely to feel respected and informed. This helps avoid confusion during interviews or after a new hire starts.
Clear details on health insurance, benefits, tools like software programs, and expectations around project management or action verbs tied to job duties are also needed. These can also smooth out the application process.
Helping Everyone Make a Better Match
The purpose of a job description is to help match the specific job to the right person. It helps both the candidate and the HR manager assess whether the position fits the individual’s skills, goals, and experience.
Outlining duties in order of importance shows what matters most. That way, new employees immediately understand their priorities.
How Ongig Optimizes Your Job Description Process
Ongig optimizes your job description process by making it easier to create high-quality job descriptions. Our platform uses artificial intelligence to help you write better job descriptions faster and more effectively. As discussed, Ongig highlights biased language, helps you organize content clearly, and ensures you’re meeting industry standards.
Additionally, Ongig can guide your HR team through creating the final job description. So, you never miss a step — whether you’re hiring for a specific role or creating templates for similar roles.
Why I Wrote This:
Our mission here at Ongig is to help you build a smooth job description process. We do this by ensuring you get a tool to quickly build inclusive job descriptions. Our Text Analyzer software analyzes all words in your job descriptions to ensure they are inclusive to your ideal candidate.
FAQs
How can I streamline the job description creation process?
If you’re still using tools like Word or Google Docs, your process might be slower and prone to errors. Ongig’s Text Analyzer speeds up the process with AI-assisted writing, custom templates, and structured workflows — so you create quality job descriptions faster.
What makes a job description collaborative and efficient?
A truly collaborative process allows multiple team members to contribute, edit, and approve JDs without stepping on each other’s toes. Ongig’s platform offers role-based access, version control, and a centralized job library that brings order to the chaos.
Can Ongig help me manage multiple job descriptions across teams?
Yes. Ongig acts as a centralized cloud repository for all your JDs. It ensures standardized formatting, content consistency, and gives hiring teams a single source of truth to work from — making collaboration simple and error-free.
What if I need to revise or roll back a job description?
Ongig’s version history and audit trail features let you compare JD versions, track who made what change, and roll back to previous drafts if needed. This helps teams avoid duplication and ensures accountability throughout the process.
