training

At many businesses, job descriptions have it easy. They were “hired” (that is, written) many years ago. They haven’t had to change or do anything, really, besides get copied and pasted into a want ad occasionally. They’re not really good at what they do, but they’re used again and again because everyone assumes they’re just fine.

The problem is, they’re not. Outdated, vague or inaccurate job descriptions can lead to longer hiring times, bad hires, workplace conflicts and even legal exposure in employment law actions. So, now the million-dollar question: Are your company’s job descriptions pulling their weight?

Review and revise

There’s only one way to find out: Conduct a thorough review of your job descriptions to determine whether they’re current and comprehensive.

Check to see whether they list outdated procedures or other outmoded elements, such as software you’ve long since phased out. As necessary, carefully revise the wording to describe the duties and responsibilities for a particular position as it exists today.

If you don’t already have formal, written job descriptions for every position, don’t panic. Ask employees in those positions to document their everyday duties and responsibilities. Each worker’s supervisor should then verify and, if necessary, help refine the description.

Put them to work

After you’ve updated or created your job descriptions, you can use them to increase organizational efficiency. Weed out the marginal duties from essential ones. Eliminate superfluous and redundant tasks, focusing each position on activities that generate revenue or eliminate expenses. You may be able to make improvements in other areas, too, such as:

Recruiting. Are you hiring people with the right skills? Up-to-date job descriptions provide a better road map for finding ideal candidates to fill your open positions.

Compensation. A complete and accurate description of the hiring requirements, job duties and responsibilities of a position provide context and rationalization for how that person is compensated.

Workload distribution. Are workloads efficiently distributed among employees? If not, rearrange them. You may find this necessary and beneficial when duties change because of revisions to job descriptions.

Cross-training. Can your employees handle their coworkers’ duties and responsibilities? In both emergencies and non-emergencies (vacations, for instance) — and as a fraud-prevention measure — having workers who are able to cover for each other temporarily is critical.

Performance management. Are employees doing their best? Detailed job descriptions allow supervisors to better determine whether workers are completing their assigned duties, meeting or exceeding expectations and growing with the company.

Stop the slackers

No business should put up with slacker job descriptions that do nothing but hang around the break room exchanging gossip and eating all the donuts. Ensure yours are actively contributing to your company’s success by managing their performance just as you do for real-live humans.

You may have the best internal controls in the business world, but if your employees don’t follow them, your company is at serious risk for fraud. The same is true if workers aren’t aware of your company’s risks and can’t recognize red flags. The solution? Educate them.

Training is critical

A forensic accountant can conduct on-site, broad-based training for employees in the form of live or virtual presentations. This expert might use role-playing to help staff understand the various forms fraud can take, as well as how perpetrators think and identify their victims’ vulnerabilities and weaknesses.

Enlisting the help of external experts is particularly important for smaller businesses. Not only are they more vulnerable to fraud, but they’re less likely to have in-house fraud expertise. Small-business training can focus on the most common schemes for companies with fewer than 100 employees, such as billing fraud and check-tampering schemes.

Threats that require employee attention

In general, your company’s specific needs should dictate the content of your training program. But most businesses need to spread the word about certain threats. For instance, employees should be trained to observe coworkers who appear to be living beyond their means or who might have addiction issues. Both increase the likelihood that an employee will attempt to commit fraud. If these workers have easy access to payroll or other accounting functions, the risk increases. Provide stakeholders with a confidential fraud reporting hotline or web portal to report their suspicious.

Cybercrime is another risk every employee needs to know about. Phishing, social engineering and other techniques are designed to trick them into revealing company, customer and other confidential data or providing access to your business’s network. Workers need to learn how to keep information safe by handling email carefully, changing passwords often and updating security software as soon as required.

Optional training

Depending on your industry, you might want to train employees to spot other risks. Construction and manufacturing businesses, where on-the-job injury rates are high, should prioritize workers compensation fraud training. Retailers and other cash-dependent businesses need to educate workers about potential skimming schemes.

Also train employees to mitigate risks related to specific responsibilities. For example, those who authorize charitable donations should be taught to verify charities with the IRS to ensure they’re legitimate and tax-exempt. Hiring managers and HR employees — as well as those who vet potential vendors — must follow background check procedures.

Empower fraud watchdogs

Rank-and-file employees usually are the first ones to spot fraud perpetrated by coworkers or managers. So give them the tools they need to succeed in their role as fraud watchdogs. Contact us for help with fraud training.

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Are your company’s job descriptions pulling their weight?

Put employees to work fighting fraud