Our last guide, “How to Maximize ChatGPT to Write Better Job Descriptions Faster” was downloaded over 100 times by HR and compensation professionals looking to harness the power of AI.
That was only 8 months ago, but since then, AI has improved at a dramatic pace.
So, we decided to update our guide to modernize it.
As job description experts, we’ve talked with hundreds of HR professionals and clients about how they are using AI to create & update job descriptions.
We’ve selected 5 of the most impactful ways these leaders are using ChatGPT and put them into this guide so you can learn how to do the same.
Steal these updated tricks to cut your time spent on job descriptions in half.
All while ensuring your jobs are accurate & updated to today’s skills & requirements.
1. Create a Job Analysis Template with ChatGPT
If your organization has not conducted a job analysis before or if your job analysis has not been updated in a while, ChatGPT can help you either create one or improve your existing one.
Just like writing a job description – the goal here should be to create a template that you can customize and make your own. Don’t try to have ChatGPT write the final draft. It will miss the nuance & details provided by your internal experts that will be important.
Sample Prompt: “Create for me a job analysis template with sections and question examples that can be used during a job analysis interview or in a survey format”.
Once complete, prompt ChatGPT to improve the job analysis and customize it further to your needs.
If you are going for a standard template that can be used for multiple positions/departments these questions will be more generic.
If you are creating an analysis for a specific position, you may need to include subject matter experts/previous job data to validate skills, requirements, etc.
For sections like skills – some organizations prefer to use a job analysis to validate existing skills listed on the job description. If using this method – update the question accordingly to ask participants to validate & rank job skills required for the position.
2. Use Ai to Evaluate & Consolidate Titles
Bonus Tip: Utilize job description software to develop a centralized job description database so that job titles and job catalogs don’t grow out of control over time.
If you are in the process of cleaning up your job description inventory, this process can help you save hundreds of hours analyzing job descriptions for similarities & overlaps.
You can use ChatGPT to analyze 2 jobs and understand how similar they are in seconds.
Here’s how:
Upload the job descriptions to ChatGPT
Click on the paperclip icon to upload the job descriptions you want to have ChatGPT compare.
Then prompt ChatGPT to analyze the job descriptions similarities and differences so that you can use the data and decide if the jobs should be combined.
Prompt ChatGPT to analyze the jobs and give you insights
When designing a prompt to have ChatGPT analyze a job – be specific on what outcomes you expect to receive.
– Compare similarities in skills, qualifications, and job responsibilities
– What outcomes do you expect? Similarity score? Where the jobs are different?
Be as specific as you can in your prompt as to what you want to see.
Here is an example:
Sample Prompt: “I have two job descriptions, and I’d like you to compare them. Please analyze the similarities and differences between the two, focusing on the following areas:*
1. Job titles and overarching role purpose.
2. Key responsibilities and duties.*
3. Required skills, qualifications, and certifications.
4. Reporting structure or organizational alignment.
5. Any other notable distinctions or overlaps.
At the end of your analysis, provide a summary that highlights whether the roles are distinct enough to warrant separate job titles or if they can be consolidated into one position. Here are the two job descriptions:
Job Description 1: [Insert Job Description 1]
Job Description 2: [Insert Job Description 2]
Please structure your response clearly, breaking it into categories for easier review.
Once complete – you can use this analysis to decide if a job titles should be combined.
3. Scan the Web to Compare Job Skills to Industry Standards
With ChatGPTs web search function – you can compare your existing job description to available web data to benchmark your job skills to industry standards.
ChatGPT will scan the internet for job posts available online via website career pages and sites like Indeed.com to make recommendations as to where your jobs are misaligned with required skills for that position available on the web.
Here is how you do it:
– Copy and paste the content you want ChatGPT to analyze (unfortunately – you can’t use upload and search at the same time)
– Then click the web icon for web search
– Prompt ChatGPT with instructions
Sample Prompt:
“I’ve uploaded a job description, and I’d like you to compare it to similar roles listed on career sites and job boards. Please analyze how my job description aligns with industry standards and identify:
1. Skills and qualifications that are commonly listed in similar roles but missing from my job description.
2. Any qualifications or requirements in my job description that are uncommon in the industry
3. Suggestions for improvement, such as making the job description more competitive, inclusive, or appealing to top candidates.
4. Emerging trends or new skills relevant to this role in the current market.
Here’s the job description I’ve provided: [Uploaded Job Description].
Search relevant job boards and career sites, then summarize your findings and provide actionable recommendations for improvement.”
4. Conduct a Skill & Competitor GAP Analysis with ChatGPT
Curious how your a role at your organization differs from the same role at your competitor?
Or are you concerned there may be skills/qualification gaps present in your job description vs job descriptions at other organizations?
You can use ChatGPT to run a skill and competitor GAP analysis on your job.
Here is how you do it:
Copy and paste the job description to ChatGPT. For this exercise, ideally you call out your competitors for better results, however, it is not required.
Select the web search icon and then prompt ChatGPT to run the analysis.
Sample Prompt:
“I want to ensure my job descriptions are competitive and aligned with market standards. Please analyze the following job description to identify any potential skill gaps, missing qualifications, or areas for improvement: [insert job description].
Compare this with similar job postings available on the web for [specific job title] in [industry] and [location/region]. Focus on:
1. Skills and qualifications required by competitors.
2. Compensation and benefits offered by competitors.
3. Emerging trends or in-demand skills for this role.
Provide actionable recommendations to enhance the job description, including skills to add, qualifications to highlight, or benefits to consider offering. Use data from reputable sources to ensure accuracy.”
Once complete – Analyze ChatGPT’s findings for insights into adjustments you can make to your job to improve it.
Update this information in your job description software & then send to internal stakeholders for feedback.
Organize the insights and results to communicate with your HR and Compensation team’s if you find there are areas where you could improve competitiveness by adjusting compensation or benefits
5. Create a Internal Job Description Draft
Don’t attempt to have ChatGPT write your entire job description.
No matter how strong your prompt design skills are – Ai cannot replace the valuable insights your subject matter experts can provide.
Instead, use Ai to create a job description draft- a foundation to build off of and send to your internal experts for feedback.
Ask ChatGPT to write you a first draft job description using these steps:
1. Provide your first prompt
Design a prompt to capture the key components for this job description and prompt ChatGPT to write you a draft.
Sample Prompt: “Write a job description for a [Job Title]. Include these sections: a job summary, key responsibilities, job tasks, required job skills, qualifications, and an employment disclaimer section with EEO language”.
2. Provide feedback to iterate & improve the draft
After receiving the first draft, look for ways to improve it and prompt ChatGPT to make the changes.
The goal here is to get a draft you feel good about – not one that is perfect and ready to use – but one that you feel represents the role well and is ready for stakeholder/subject matter expert feedback.
Sample Prompts: “Can you make the job summary more concise?”
“Limit the job skills section to the top 5 required skills”
“Add a section describing the work location requirements. This will be a remote position”
“Adjust the education qualifications to not require a 4 year degree for this position. “Instead write a section that indicates 2 years experience or educational equivalent is required.”
“This role requires managerial duties to manage a team of 5-9. Please adjust job summary, responsibilities, and skills accordingly.”
Use as many prompts as needed to develop a usable draft you can send out to your team.
Save hundreds of hours updating jobs with JD Software
Maintaining your job descriptions can be time consuming, frustrating, and emotionally draining. That’s why we created Mosh JD – to simplify job description management, save you hours of time, & help you get your sanity back. Use this guide in conjunction with our job description software and you will be able to:
– Automatically track changes providing an audit trail of job updates
– Publish and update versions to eliminate JD confusion across the team
– Establish templates to lock down JD architecture for consistency
– Create one centralized database for all your newly updated job descriptions.
Learn more about how we can help here & schedule your demo today.
