Writing a position description isn’t just a writing task.
It’s a thinking task. A validation task. A conversation, a negotiation, a documentation process.
It’s where clarity gets built — or faked.
And most people wildly underestimate how long it takes to do properly.
I’ve seen the damage when it’s rushed.
When HR is told to “knock out a PD” in an hour.
When managers hand over half-baked notes and expect someone else to fill the gaps.
When people rehash old PDs like the work hasn’t changed.
The result? Bloated, vague documents that tick a box but offer no real value.
So here’s the truth: writing a good PD takes time. Not forever. But more than people think.
The Writing Isn’t the Hard Bit — It’s Everything Before and After
If all you’re doing is typing, yes — you can write a PD in under an hour.
But that’s not the work.
Here’s what’s actually involved when I write one properly:
1. Role Scoping & Information Gathering (1–2 hours)
This is where I ask the real questions.
What’s the purpose of this role?
What outcomes does it deliver?
How has it changed recently?
What systems, decisions, and dependencies are involved?
If there’s an incumbent, I’ll interview them.
If there’s a manager, I’ll run a session to test assumptions.
If it’s a new role, I’ll map it against existing jobs to find structural alignment.
This part is non-negotiable.
Without it, the PD will be wrong — even if it’s well-written.
2. Drafting the PD (1.5–2.5 hours)
Now I write it. Not copy-paste. Not AI fluff.
I write responsibilities in outcomes, not tasks.
I define boundaries. I specify tools, systems, and capability expectations.
I structure it so it’s actually usable — not just stored.
The faster I go here, the more time I spend cleaning it up later.
So I don’t rush.
3. Internal Review & Edits (1 hour)
I circulate the draft.
The manager sees it. HR might input. Sometimes a peer or function lead adds clarity.
This can drag if no one takes ownership — so I drive it.
I give clear review questions. Keep it structured. Keep it fast.
4. Validation & Sign-Off (30–45 mins)
One last check.
Does this reflect the role now?
Is it aligned to the framework, classification, or enterprise agreement?
Could this document support a restructure, performance plan, or WHS inquiry?
Once that’s done — and only then — the PD gets signed off.
Total Time: 4–6 hours per PD
That’s my real range.
Simple roles might land closer to 3–4.
Complex, senior, or sensitive roles can go up to 8–10, especially if there's politics involved.
And I mean full hours. Not elapsed time over three weeks of email threads.
Cut Corners Now, Pay More Later
I’ve had clients balk at those numbers.
"Surely it can’t take that long?"
"Can’t we just use the old one?"
"Let’s just do a quick version and clean it up later."
Here’s what I say every time:
A bad PD doesn’t save time. It defers cost.
You’ll spend more time:
- Explaining expectations that should’ve been written down
- Navigating disputes because the PD was too vague
- Rewriting during performance issues or restructures
- Cleaning up after people burn out from unclear roles
The time you don’t spend on PDs upfront comes back at you with interest.
But when it’s done properly — when the process is followed and the clarity is built — the PD becomes an asset.
You get:
- Cleaner hiring
- Better onboarding
- Stronger performance conversations
- Defensible documents in disputes
- A foundation for capability and workforce planning
That’s not admin. That’s infrastructure.
So if you’re planning a PD refresh? Budget for it properly.
Don’t ask “how quickly can we do it.”
Ask, “how clearly can we define this role — and what time does that take?”
Because if the job matters, the description should too.