Has your job inventory grown without structure and now you need to put one in place? If you are considering using Microsoft or G-Suite to setup that structure – this guide is for you.
Disclaimer: managing over 100 jobs in these systems is difficult, but not impossible. So, I wrote this step-by-step guide, modeled after job description processes we’ve seen at Mosh JD so you can achieve success doing it.
Key Takeaways:
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Microsoft Word and SharePoint/OneDrive can scale, but only with clear structure and defined processes.
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Centralized storage is critical. Scattered files lead to version confusion and access issues.
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Standardized templates ensure consistency and make updates easier across roles.
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Collaboration features (like commenting and sharing) can support reviews, but need discipline to avoid bottlenecks.
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Version control is your safety net. Track changes and restore prior versions to maintain accuracy.
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Regular audits are essential to ensure job descriptions reflect current responsibilities and support compliance needs.
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Mosh JD automates and simplifies all of the above, offering a purpose-built platform for managing job descriptions at scale—no spreadsheets, folders, or manual cleanup required. Watch a 1 Minute Demo.
This step-by-step guide is for Compensation & HR pros who want to optimize the process of managing 100+ job descriptions internally using Microsoft Word and OneDrive or SharePoint.
Managing 100+ job descriptions can be a complex task. But with the right tools and strategies, it can be made much more manageable.
We know because our clients use a similar process every day to manage 100s of job descriptions in Mosh JD.
If you are looking to save time & manage your JDs more efficiently in these systems, this guide is for you.
Step 1: Setup Folders & Permissions in One Drive or SharePoint
The first thing you will need to do is establish an organized control & governance system to best manage your job description inventory.
This will involve several steps but is a critical component to keeping job descriptions organized and establishing controls needed to ensure ongoing job accuracy.
Defining Folder Structure and Stakeholder Access
Take some time to write down and determine your folder structure & which stakeholders will need to be involved before you get started.
When identifying stakeholders, ask questions like:
- Who needs access & why? (HR team members, department heads, employees?)
- Do you need to have different levels of access i.e. edit vs view only
- How will this play into organization of folders and systems?
Determine what folder structure will work for you:
- How will you organize jobs? By job family? Department? Location?
- Decide whether the structure will be department-based, role-based, or another logical grouping
- Draft a structure diagram by sketching out the proposed folder layout on paper or using a digital tool.
Once you have determined your folder structure and stakeholders access it’s time to jump into SharePoint or OneDrive to set it up.
⚠️ Use Caution: This process is very manual and tedious. Be careful not to rush through it. The structure of your catalog is critical – if not designed properly it will cause headaches later with accuracy, organization, and unauthorized access.
Folder Creation & Design
Now that you have established a JD structure design, go into SharePoint or OneDrive to setup your JD structure.
You will want to create folders and sub folders underneath those – think family/sub family – based on how your structure is designed.
Once your structure is established, it’s time to configure permissions for these folders.
For an image based walk through click here to get our Notion version of this guide.
Configuring Permissions
Next you will want to provide access to the individuals you have determined will need access to the job descriptions. Based on the system you use you will need to create permission levels and admin rights.
In SharePoint or OneDrive, set permissions at each folder level.
You can inherit permissions from parent folders or set custom permissions for specific subfolders.
For an image based walk through click here to get our Notion version of this guide.
**Example**: HR managers get edit access to all HR subfolders, while other department heads only get read access to HR folders.
⚠️ Mosh JD Tip – Use Groups for Efficiency: Instead of assigning permissions to individuals, use groups (e.g., “HR Managers”, “All Employees”) to streamline management.
Content Upload and Organization
Now that permissions have been configured properly, it’s time to upload your existing job description catalog. If you are providing access to individuals at the job description level, you may need to configure permissions after the JDs are uploaded.
Prior to starting – ensure all job descriptions are up to date and formatted consistently. Use standard naming conventions, e.g. Job title_Department_Job Code
Testing and QA
Once your JD database is established – run some quick QA and testing to make sure the system is setup properly.
- Review the Structure: Check that all folders are correctly named and located, and that files are in the correct folders.
- Test Access: Log in as users from different groups to ensure that everyone has the appropriate access.
- Solicit Feedback: Ask stakeholders to navigate the system and provide feedback on its usability.
⚠️ Use Caution: This step is not a “set it and forget it” step. Testing will need to be a continuous effort as the system grows and evolves over time.
User Training and System Maintenance
Once you feel confident that the system is setup, organized, and permissions are established it’s time to train your team and put protocols in place to maintain the system.
This will involve regular reviews of permissions and scheduled audits to verify permissions are properly set, information is up to date, and JDs are updated on a cadence that makes sense for your business.
- Conduct Training Sessions: Organize workshops to train stakeholders on how to use the new folder system effectively.
- Maintain and Update Regularly: Regularly review the folder structure and permissions to ensure they meet evolving business needs.
- Schedule Regular Audits: Periodically verify that the information is up-to-date and that permissions are still appropriately set.
⚠️Deploy some kind of automated reminder software or system to ensure audits are conducted timely and consistent manner.
Step 2: Create Templates in Microsoft Word
Now that your system is established, create governance around job description architecture by developing templates in Microsoft Word. These templates will be used by your team when creating new jobs to ensure JD consistency & to help facilitate accuracy.
Develop a list of how many templates you will need prior to starting this step.
Setting up the Document Layout
Open a blank Word document to start creating a job description template. Determine preset layouts like margin size, font size, and establish required header attributes.
For an image based walk through click here to get our Notion version of this guide.
Create a Job Description Template Structure
Next, establish the template section structure required for this job description template.
Format & Save the Template
Complete any final formatting you wish in the template. Once complete – you will want to save the template so that it is accessible to your team.
Make sure that you save the templates to a file that will be accessible by all parties who require access.
⚠️Use Caution: Be as specific as possible with job description template requirements to ensure nothing is missed and maximum consistency.
Distribute and Instruct on Usage
Share the location of the template with your team or organization. Ensure they have the necessary permissions to access the file.
Provide instructions on how to use the template, either through a brief training session or a written guide.
⚠️Use Caution: Include information on how to save individual job descriptions without overwriting the template (File > Save As > Word Document). Save templates in a file on your desktop for backup to use when someone inevitably overwrites your template despite instructions to save as a copy.
Periodic Updates
Regularly review and update the template as needed to ensure it continues to meet organizational needs and standards.
Does this process already feel overwhelming? Schedule a call to see if Mosh JD can help.
Step 3: Write the JD in Microsoft Word
Now that your job description database, templates, and system have been established, individuals in your organization can create job descriptions within the parameters designed.
Here are the steps they would follow.
Access the Job Description Template
Depending on the organization’s setup, individuals may need to download the template or they can open it directly from Word.
Create, Review, and Edit the New Job Description
Now that the template has been downloaded, follow the template and fill in the sections appropriately.
Once complete, make sure to run through a series of checks to ensure accuracy.
- Proofread: Carefully review the document for any spelling, grammar, or formatting errors.
- Consistency Check: Ensure that the style and format remain consistent with other job descriptions in your organization.
- Stakeholder Review: Have another team member or supervisor review the job description to ensure accuracy and completeness.
After the initial draft is completed and reviewed, use other tools available through SharePoint and Word to further collaborate on the JD.
Step 4: Send the Initial Draft out for Feedback
Share the document with others using Word files in conjunction with SharePoint or OneDrive to get stakeholder feedback on the JD.
In fact, people can work with others on the same document at the same time.
Share a Word document for internal feedback
- Click the Share button on the top right of the document You have three options:
- Type in the names or email addresses of the people you want to share the document with, and add a message if you’d like. When you’re ready, select Send.
- Select Copy Link to create a direct link to the file that can be shared in an email or IM.
- Select Outlook to open Outlook on the web and add a link to the file in a new email message.
You can see who has been invited to collaborate on the document from the document.
Review edits and make changes accordingly. Use track changes to review suggestions and accept or reject them.
View and Approve Edits with Track Changes
- Go to Review > Track Changes
- When Track Changes is on, the section is highlighted.
- Deletions are marked with a strikethrough, and additions are marked with an underline.
- Different authors’ changes are indicated with varying colors.
- When Track Changes is off, the sections are not highlighted.
- Word stops marking changes, but colored underlines and strikethroughs are still in the document.
2. Accept or reject tracked changes one-by-one by selecting Review > Changes > Next. Select Accept or Reject, and the next sequential tracked change is highlighted for your review and action choice (accept or reject).
⚠️ Watch out: If you don’t toggle on track changes to “suggesting” instead of “editing” changes will be auto accepted and you will need to utilize version history to reverse changes to get back to your original version. This could cause confusion and take a lot of time.
Utilize Version History for Audits of Changes & Version Control
If your file is stored in SharePoint in Microsoft 365, you can go back to a previous version of the file.
This is especially important when you’re collaborating with others and someone makes changes you didn’t want.
You can use versioning to:
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Track history of a version – When versioning is enabled, you can see when an item or file was changed and who changed it. You can also see when properties (information about the file) were changed. For example, if someone changes the due date of a list item, that information appears in the version history. You can also see the comments people make when they check files into libraries.
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Restore a previous version – If you made a mistake in a current version, if the current version is corrupt, or if you simply like a previous version better, you can replace the current version with a previous one. The restored version becomes the new current version.
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View a previous version – You can view a previous version without overwriting your current version. If you are viewing version history within a Microsoft Office document, such as a Word or Excel file, you can compare the two versions to determine what the differences are.
To review and restore a prior version:
- Open the file you want to view.
- Click the title of your file and select Version History.
- Select a version to open it in a separate window
- If you want to restore a previous version you have opened, select Restore.
Some subscriptions from Microsoft limit the number of versions in history. Be sure to ask your system administrator if your organization has a version limit, and if so, make sure contributors are aware that earlier versions will be deleted when the version limit is reached.
Step 5: Finalize, Publish, and Store in SharePoint
Once all reviews and feedback have been completed it is time to finalize the JD and save it to OneDrive or SharePoint as published.
- Final Save: Save the final version of the job description.
- Set Permissions: If needed, adjust the sharing settings in OneDrive or SharePoint to ensure that the right people have access to view or edit the document. Typically, HR and the hiring manager should have editing rights, while others may have read-only access.
- Notify Relevant Parties: Inform HR, the hiring manager, and any other relevant parties that the new job description is completed and where it can be found.
On an ongoing basis conduct regular maintenance of the system to ensure JD accuracy over time & that system controls maintain in tact.
- Regular Updates: Job descriptions should be reviewed periodically to ensure they reflect the current needs and responsibilities of the role.
- Feedback Loop: Encourage feedback on the usability and effectiveness of the job descriptions to continually improve the templates and processes.
⚠️ Be Vigilant: Regular feedback loops and updates with this method are largely manual. You will need to create a system to automate reminders and to encourage proactive updates from team members.
Save Time by Using Mosh JD Software Instead
Mosh JD takes this entire process and delivers it in one easy-to-use cloud based system.
This will save you hours per job description and eliminate the need to create this process.
- A centralized database for all job descriptions
- Sample job description content & Ai to write JDs
- Customize templates and lock down architecture with permissions
- Simplified collaboration for easy internal feedback
- Maintain versions with version control
- and more
👇 Watch the video below & book a demo with us today.
