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If you’ve ever tackled the task of writing a job description and found yourself googling a bunch of terms like "responsibilities for a marketing director," or "key roles for an administrative assistant," this post is for you. I've been there more times than I'd care to count, so I'm sharing an easy method I’ve used repeatedly for how to write a job description or internal job role profile that is not only simple, its free using an AI-powered live transcription app and ChatGPT.
The Best Job Description: Starting with the Right Questions
Even with the power of AI, creating the best job description starts with asking the right questions. You want to slice through the fluff and get down to the real meat of what the job entails. So, before you do anything else, prepare a list of sharp, focused questions tailored to draw out the specifics—think of it as setting the stage for an AI-assisted masterpiece.
Popular examples include:
Can you describe the day-to-day responsibilities this role will handle and the impact this has on our team's success?, and
hat are the top three skills or attributes someone needs to excel in this position, and why are they critical to the role?
These questions must then be discussed with the hiring manager or the person currently in the role. Be sure to probe for more details. I’ve found it best to gather as many details as you can, because we will use an AI notetaker and ChatGPT to sort it all out later.
Use an AI Notetaker to Take Notes
Knowing how to use an AI notetaker is like having a secret weapon in your HR toolkit. During the in-depth conversation with the hiring manager, an AI notetaker such as OtterAI takes center stage - recording every detail (don’t forget to ask for permission to record the conversation!). This ensures you're free to engage in the discussion, safe in the knowledge that your notetaker is capturing the fine details needed to form the foundation of your job description, without you breaking the flow of the conversation to take meeting notes yourself. Once done, simply copy the transcript text using copy and paste. It takes about 5 minutes for an AI powered note taking app to convert an audio recording to text.
From AI-Assisted Transcription Note Taking to Job Description Writing with ChatGPT
Once you have your meeting notes recorded and in text, it's time to bring in ChatGPT. This is where the AI-assisted job description process becomes a game-changer. Paste the text into ChatGPT and it will comb through the transcript to pick out the key elements that'll make your job description stand out. Here is a suggested prompt to start with, though it may require some tweaking to fit your specific needs.
PROMPT
Please process the attached transcript and distill the key points discussed about the [enter actual position here] into a bullet list. Include main responsibilities, essential skills, experience prerequisites, and key performance goals, all aligned with best practices for job description clarity and conciseness for the position of [enter actual position here].
How to Use ChatGPT to Write a Job Description That Stands Out
Finally, let's talk about how to use ChatGPT to turn those elements into a job description that's second to none. With a simple prompt, ChatGPT can transform the extracted information into a coherent, concise, and compelling job description—tailored to hook the ideal candidate. Here is a prompt I recommend to get you started. Again, it may take a few adjustments to get it right for you.
PROMPT
Using the bullet list of key points provided from the transcript, please compose a coherent, concise, and compelling job description for a [enter actual position here]. Ensure it's structured to attract highly qualified candidates, highlighting the role's importance within the organization and the potential for impact and growth.
Let’s Wrap Up
Let's wrap up with the four key steps:
Start with Questions: Begin by brainstorming relevant questions that cut to the core of the job's roles and responsibilities. This preparation sets the foundation for an impactful job description.
Leverage AI Notetaking: Utilize the power of an AI notetaker like OtterAI to record discussions and capture the nuances of the job role without interrupting the natural flow of conversation.
Harness and Craft with ChatGPT: Employ ChatGPT to sift through the transcript and identify key points, ensuring your job description captures the essential aspects of the role, and summarize capabilities to write a job description that is both comprehensive and succinct, appealing to the best candidates out there.
Iterate and Evolve: Remember, the first draft is just that—a starting point. Utilize AI tools to refine and perfect your job description, making it a true reflection of the role.
Streamline Processes by Integrating AI Transcription and Chat Tools
By integrating AI tools like OtterAI and ChatGPT into your business processes, you're not only streamlining the task of writing job descriptions but also setting a new standard for management excellence. These technologies are more than just aids; they're transforming how we approach talent acquisition and evaluation in the age of AI.
So next time you’re looking to craft the best job description, remember that with a productivity software such as OtterAI and ChatGPT, you're not just writing a job ad or role profile - you're setting the stage for the future of your team.
Will you try today’s method to help you make better job profiles? Connect with me on LinkedIn and let me know.
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