How often have you found yourself frustrated by the line “all other duties as required” in a job description? It’s meant to be a safety net, a catch-all phrase that protects the company in case someone needs to take on a task outside of their listed responsibilities. But more often than not, it leads to confusion, misunderstandings, and frustration for both leaders and employees. This vague language in job descriptions not only sets employees up for failure but also creates an environment where no one is truly sure what’s expected of them.
The problem doesn’t just stop at job descriptions. It’s a symptom of a much larger issue: the lack of clarity in roles and responsibilities. Without a clear understanding of who’s responsible for what, chaos sneaks in, leaving employees overwhelmed and leaders irritated.
The Catch-22 of “All Other Duties as Required”
“71% of workers already perform some work outside of the scope of their job descriptions,” according to Deloitte Insights.
It’s easy to see why legal teams push for the inclusion of this phrase. It presumes to cover the company, making sure that employees can be asked to take on extra tasks if necessary. But, as many business leaders know all too well, this can create more problems than it solves.
The root issue lies in the ambiguity of the phrase. Leaders often assume that if a task is assigned once, it will become a regular part of the employee’s duties. But in reality, employees don’t always see it that way. They get confused about what is truly expected of them, and when something is overlooked or done incorrectly, both sides end up frustrated.
Imagine a foreman asks someone on the crew to fill in for someone who’s out sick. The task is outside their normal duties, but they agree to do it. A few weeks later, the same employee is asked again to perform the same task, and this time, they hesitate, unsure if it’s now officially part of their job when the crew member calls in. The leader, assuming it’s understood, grows frustrated when the task isn’t completed to expectation. This cycle leads to more confusion, employee disengagement, and turnover.
The Role of Clarity in Job Descriptions
Job descriptions aren’t just lists of tasks, they’re promises about what an employee can expect in their role. When you fail to be specific about responsibilities, it creates confusion that trickles down throughout the organization. Clear and concise job descriptions allow both leaders and employees to understand the roles, leading to higher productivity and reduced frustration.
A key example comes from a business we worked with a few years ago. When we asked, “Who’s responsible for protecting the company culture?” the response was, “We all are.” This sounds great in theory, but it’s entirely unclear.
To put this broad responsibility into a personal scenario, imagine you and your spouse both agree to share the responsibility of picking up the kids from school. In theory, it works. But when one of you gets busy, the other assumes the task will be taken care of. Meanwhile, the other person may also be busy and assume you will take care of it. The result? A missed pickup and a call from the school. This same scenario plays out in businesses daily when unclear job roles cause confusion over who is responsible for what.
In a company, clear expectations are critical. If employees don’t know exactly what their duties are, they’re likely to underperform, or worse, avoid certain tasks altogether. The lack of role definition results in a frustrating work environment where no one is truly accountable.
Avoiding the Chaos
It’s time to rethink how we write job descriptions. Instead of a vague catch-all phrase, every job description should detail the core responsibilities of the role. This means being specific about what is expected, who is responsible, and how the employee is expected to perform.
For instance, rather than saying, “All other duties as required,” break down the expectations into manageable categories. Here’s an example:
Position: Project Manager
- Primary Duties:
- Oversee project timelines and budget.
- Communicate with clients and ensure their satisfaction.
- Coordinate with team members to ensure the project progresses smoothly.
- Additional Responsibilities (when needed):
- Assist with client acquisition on an as-needed basis.
- Participate in internal team meetings to help improve processes.
- Fill in for Project Management team members when they’re out.
This approach provides clarity while still allowing flexibility. Employees know what they’re responsible for but understand that there may be occasional tasks that fall outside the norm. The key is to manage these additional responsibilities as exceptions, not regular expectations.
The Benefits of Clarity in Job Descriptions
The more clear you are, the better your team can perform.
- Improved Communication. When everyone understands their role, communication improves between employees and leadership.
- Increased Accountability. Clear expectations lead to greater accountability and fewer missed responsibilities.
- Higher Employee Engagement. Employees who know what’s expected of them are more likely to feel confident in their role and engage with their work.
- Stronger Company Culture. When everyone understands their responsibilities, it fosters a more cohesive and unified team. People understand that the work they do contributes to the bigger picture.
- Better Leadership. Leaders who clearly communicate role responsibilities set up their teams for success and avoid unnecessary frustration.
Start with Clarity
The next time you write a job description, take a step back and ask yourself: Are the responsibilities clearly defined? If the answer is no, then it’s time for a rewrite. Don’t let vague language like “All Other Duties as Required” cause confusion in your business. Set up your employees for success with clear, specific expectations, and watch your productivity, accountability, and morale soar.
If you want help getting your job descriptions in working order, schedule your free call today to see how Core Matters can help you become the employer of choice.
