A proficient job description establishes a solid groundwork for your recruitment path.
However, it’s impossible to craft quality JDs if you’re relying on tools like Microsoft Word and Google Docs, which merely assist with formatting and spell checking for your JDs.
You require a tool that streamlines your JD management workflow. A platform that aids in JD creation, editing, feedback, revision, collaboration, and approval of the JD.
Therefore, in this article, I will clarify what distinguishes Ongig from prevalent text editors like Microsoft Word and Google Docs regarding writing JDs. Let’s get started.
1. Ongig Accelerates Job Description Creation With an Automated JD Builder
Drafting JDs using either Microsoft Word or Google Docs implies initiating the creation process from the beginning repeatedly. Thus, you are left with an empty white page, devoid of any templates of previously approved JDs to draw inspiration from.
Even if you succeed in locating a previously approved JD document to use as a template, it indicates you’ve rummaged through various folders, shared drives, and communicated back and forth with your colleagues, hoping they possess the latest approved JD.
Ultimately, you:
- Spend a significant amount of time finalizing the JD
- Face several collaboration challenges while composing the JD as the two tools lack a structured collaboration process
- Seek JD approvals every time, as it’s impossible to establish an efficient workflow with the two tools
- Have feedback dispersed across various email threads
Once you tally the weeks consumed in crafting the JD, you realize it’s an excessive waste of time.
How Ongig Job Description Software Assists
Producing JDs using Ongig’s Automated Builder is swift. Initially, input your job title into the software. Here’s how the procedure unfolds.
In Text Analyzer, start a new job, click the “Write Sample” button, and enter a title, such as “Web Developer”:
Subsequently, select the sections you wish to add to your JD (based on your tailored templates or a template the software suggests based on analysis) and click the “Generate Now” button:
After that, Text Analyzer utilizes AI to construct a job description for a Web Developer to employ. If anything essential is lacking in the JD that you wish to incorporate, you can modify the draft accordingly:
Next, to reduce masculine bias and shorten lengthy sentences in the job description, you’ll click “Optimize Content” and then “Rewrite Now”:
Then, the software employs AI to enhance your draft. You’ll observe a JD score improvement. The total score for this job description increased from 79.5% to 83.3%.
Additionally, to further enhance the draft, click to substitute any feminine terms for increased JD gender neutrality. You will notice the score rise even further.
You can also click to replace any other kinds of bias the tool has detected. Currently, Ongig identifies over 12 types of bias based on gender, mental health, religion, and more. (This JD has none.)
Moreover, also click “View Changes” to compare your JD versions:
Once you’ve finished reviewing the JD, easily export a copy of the job post to PDF, HTML, or Word. Furthermore, for our premium and professional tiers, you can directly submit the job ad to your ATS through API integration.
TIP: This video illustrates how this process functions within a few minutes:
2. Ongig Offers a Centralized Job Description Library
Microsoft Word and Google Docs are not designed as specialized, centralized repositories for JD writing teams. They are instead created as independent documents that support writing and editing.
However, an efficient job description management process necessitates a centralized library so everyone can access all the organization’s JDs from one location.
Thus, when utilizing these two tools for your JDs, you find yourself retrieving multiple files to locate the JD you desire. This is due to the absence of a means to search and filter for what you need.
Moreover, you often discover JDs lacking consistent standardization practices due to the absence of a central area to compare your JDs and identify any consistency issues.
How Ongig Job Description Software Assists
Ongig establishes a live cloud repository for your JDs that streamlines your JD management experience in the following ways:
- Creates a Searchable Repository: With all your JDs housed in a unified storage, you can search and filter your JDs by department, keywords, title, or specific terms of your choosing. This way, there’s no need to sift through endless folders and documents as you would in Microsoft Word and Google Docs to find what you need.
- Rapid JD Drafting: Since you possess a collection of previously drafted JDs, you do not need to start from scratch for your initial JD draft. Instead, you can draw inspiration from past JDs and apply the standard sections to the JD you’re crafting.
- Streamlined JD Archiving: A centralized JD system maintains the history of your JDs. Anyone with access can track the evolution of a role over time. This is vital when a JD is due for updating or editing.
- Simplified Template Development: A job description library allows teams to create and save templates to apply for various JDs. This ensures you don’t commence your JDs from nothing. Moreover, if you want to modify a batch of JDs, you can effortlessly apply the template you created.
3. Ongig Facilitates Automated Job Description Workflow and Approval Process
Microsoft Word and Google Docs view job descriptions as straightforward and static documents. These two tools are not crafted to reflect the intricate JD management process.
They perceive the job description management process merely as a writing phase. This is where difficulties emerge, as job description management entails a comprehensive series of steps including drafting, reviews, revisions, compliance checks, and multiple approval stages.
The two platforms lack the capability to establish a coordinated workflow and approval system, leading to issues such as:
- Various stakeholders engage in endless manual review cycles
- Team members find themselves in unending email threads due to the absence of an effective feedback mechanism
- Pursuing JD approvals
- Notifying the next team member that it’s their turn for input
All these collaborative difficulties result in publishing a JD with inconsistent details, overlooking crucial information, and delaying the JD publication.
How Ongig Job Description Software Assists
Ongig offers effective user control features that aid in defining collaboration and approval steps in the following ways:
- Define Role-Specific Access Rights
The tool simplifies the process of granting specific permissions to everyone involved. Thus, they are aware of their contributions and the deadlines for submitting work for review. This reduces last-minute confusion regarding who was responsible for what tasks and their respective deadlines.
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- Simplify the Creation of a Smart JD Workflow
The tool aids in constructing any desired type of automated, intelligent JD workflow process. For example, you can establish an intelligent JD conditional workflow that indicates that after HR reviews a JD, it goes to marketing, followed by the recruiter.
- Customized Email Notifications
Unlike Google Docs and Microsoft Word, where you must wade through countless email threads for approvals or to inform someone when their turn arrives, Ongig allows you to set up automated email notifications.
The right individual receives the email with a link to the JD along with the deadline. All of this is linked to user roles; no one is copied on work they aren’t accountable for.
- Progress Monitoring Dashboard
The absence of visibility in any JD approval procedure keeps you in the dark regarding the next steps. Ongig resolves this by offering a dashboard that displays your JDs in review, individuals who have completed their tasks, the steps causing delays in approval, and the time taken for each specific step.
You will also receive reports illustrating your team’s average approval time.
4. Ongig Delivers an Effective Version Control Process
Version control is an aspect of job description management that often goes unnoticed until you start drafting numerous JDs. If you’re working with a few JDs using Microsoft Word or Google Docs, you may face some version control complications.
However, as your JD volume increases, you begin to encounter challenges such as JDs with convoluted names, uncertainty about which JD is the most current, and not knowing which JDs are ready for review.
Additionally, amidst version control disarray, it becomes difficult to ascertain who on your team should be working on what and when. Consequently, you cannot even gauge when the JD will be published.
How Ongig Job Description Software Assists
Ongig provides sophisticated Version Control functionalities that assist in:
- Job Description Version Comparisons: The software enables you to compare your JDs to determine which one is superior. Additionally, you possess restoration capabilities to revert to the JD you prefer if you’ve made any inadvertent alterations. This aids you in discerning which JD is likely to perform better.
- Detailed Audit Trails: The software records who made alterations, the time of the change, and all modifications made. This is essential if your organization encounters compliance challenges regarding JDs in the future.
- Streamlined Collaboration: The tool empowers you to create a JD workflow process so each individual knows their responsibilities. Moreover, all of this occurs in a unified space, preventing any issues with scattered documents.
5. Ongig Enhances JD Revision Process
It’s likely that the JD you drafted two years ago does not accurately represent the current duties and tasks being performed by the employee.
For example, suppose you hired a social media executive four years ago, and your JD stipulated that the primary social accounts they would manage were Instagram and Meta.
However, the social media landscape has evolved, and now they are undertaking more responsibilities, engaging with new platforms, and creating short videos that were not commonplace two years ago.
This highlights the necessity for updating and revising JDs to align with role alterations, market shifts, organizational needs, and compliance requirements.
Nevertheless, carrying out this update and revision process using Google Docs and Microsoft Word can be chaotic
due to the pair of tools not concentrating on the comprehensive JD procedure. Hence, you encounter various obstacles, such as:
- Uncertainty regarding the editor for a specific JD segment since both tools categorize everyone as “editor.”
- Disorganized feedback as you must sift through threads of remarks to comprehend your revision assignments.
- Approval disorder because both tools lack a method to establish an appropriate approval process.
- Documents are dispersed everywhere, making it hard to identify which is the active document for editing.
Ultimately, you realize you’re still publishing a JD with the same mistakes as before. Thus, you initiate the process again.
How Ongig Job Description Software Assists
Ongig streamlines your JD revision process through the following methods:
- JD Centralized Repository: A unified repository for all JDs guarantees that your JDs aren’t scattered. You can edit and update them in one location rather than switching between multiple files.
- JD Version Comparisons: Easily access any version of a JD you’ve drafted. Thus, everyone understands the rationale behind the modifications. Additionally, you can identify who made a change, along with the time and date of the alterations.
- Intelligent Templating: If you have numerous JDs to amend and evaluate, Ongig simplifies the process of editing them simultaneously. This is achieved through “intelligent templating,” which means you can apply a single template for all your JDs to update simultaneously. This is crucial if you wish to amend and refine one section across nearly all JDs, eliminating the need to revise each one individually.
- Revision Workflow Steps Visibility: Easily track the revision stages of your JD, as Ongig simplifies constructing a workflow to pinpoint your current position. Moreover, you can see the priority level of the JD, categorized as high, medium, or low priority.
6. Ongig Assists in Crafting Readable Job Descriptions
Microsoft Word and Google Docs provide only fundamental guidance on grammar. These two tools assist in creating bullet points, conducting spell checks, and offering basic formatting.
However, they cannot help you recognize that your JD is:
- Laden with jargon and complicated terminology that may confuse a candidate
- Piled with lengthy paragraphs that bore candidates while reading the JD
- Excessively lengthy
- Failing to utilize inclusive language.
For example, a hiring manager may compose a complete JD. Neither Microsoft Word nor Google Docs will alert them that the JD contains over 20 jargon terms that make it difficult for anyone to comprehend.
How Ongig Job Description Software Assists
The tool employs various methods to produce readable JDs:
Ongig offers real-time suggestions to enhance the readability of your JD. For instance, it advises on the appropriate JD length, suitable formatting, and points out jargon terms. It then provides an analytics score that reflects the readability level of your JD. With this score, you can identify elements that may hinder the clarity of your JD.
- Flags Complex Words in Job Descriptions
Many individuals find it difficult to read terms with multiple syllables.
The usage of multi-syllabic words results in complexity. Thus, for JDs, incorporating simpler words with fewer syllables increases clarity instead of using lengthy, complicated terms. For instance, replace “is responsible for” with “handles,” or substitute “personnel” with “team.”
For example, the JD below includes the expression “in order to.” Ongig highlights “in order to” as a complex phrase because a simpler synonym is available (“to”). By using “to,” you save 3 syllables, maintaining ease of reading.
- Flagging Adverbs In Your JDs
Adverbs add little value to your JDs.
They consume space in JDs, extending their length without contributing substance. Some examples of common adverbs found in JDs are potentially, accordingly, properly, closely, and primarily.
For instance, the job advertisement below for a Data Scientist contains adverbs (the underlined words). Ongig indicates that 6.8% of the words in the JD below are adverbs. The tool assigns a low adverb score (7.2/100) since the adverbs do not enhance the description of the role.
7. Ongig Flags Discriminatory Language
Occasionally, the language in your job descriptions inadvertently deters certain candidates.
However, regrettably, when utilizing tools such as Microsoft Word or Google Docs for crafting your JD, there’s no mechanism to detect the presence of discriminatory language.
Moreover, often, the individual composing the JD may be unaware that they are unintentionally employing non-inclusive language. Unwittingly, you might discriminate against candidates based on their age, gender, education, disability, and cultural background.
For instance, not every person drafting a JD recognizes that terms like ‘walk” or “stand” can be exclusionary towards candidates with disabilities. These two terms might seem like standard language to include in a JD.
How Ongig Job Description Software Contributes
Ongig minimizes bias in JDs through several methods:
- Real-Time Flagging of Discriminatory Language: As of 2026, Ongig scans and flags over 12 different types of biased terms related to gender, race, disability, LGBTQ+ status, elitism, mental health, and more.
- Recommend Inclusive Terms: Following the identification of the discriminatory terms, the tool suggests inclusive synonyms for substitution.
- Bias Inclusion Score: The software generates a score that indicates the inclusivity of your JD, offering clarity to eliminate any biased terms you might have overlooked.
8. Ongig Helps Mitigate Job Descriptions Compliance Risks
Compliant JDs assist in averting your organization from encountering legal complications. However, labor regulations alter frequently.
If you’re utilizing Microsoft Word or Google Docs to formulate your JDs, significant compliance risks arise because these two platforms aren’t designed to identify any compliance concerns in JDs.
Therefore, you might craft a JD that likely contains more than 8 compliance flaws, and neither of the tools will notify you.
How Ongig Job Description Software Assists
Here’s how Ongig safeguards your JDs from compliance flaws:
- Structured Approval Workflows: The software allows you to establish a JD approval workflow that encompasses legal assessment. With this structured approval mechanism, no compliance flaw goes undetected.
- Salary Visibility: Incorporating salary ranges in JDs has been mandated by several states. Thus, the software alerts you automatically if your JD lacks a salary range.
- Automated Inclusive Language Enhancement: While you construct your JD, the software analyzes and highlights any biased terms or phrases that could lead to compliance issues. Subsequently, the tool suggests equitable terms for use.
- JD Reviews: The software monitors JD modifications and amendments with a timestamp. Additionally, it displays who made the changes. This audit trail is vital during a legal dispute as it clarifies how the compliance issue arose.
9. Ongig Enhances Job Description SEO
Even if you draft the finest JD and qualified candidates can’t discover it, you’ve already lost the battle.
That’s why focusing on crafting SEO-friendly JDs is essential. But if you rely on Microsoft Word and Google Docs to develop your JDs, you will miss out on any JD content guidance.
The two applications will assist with grammar and a few formatting changes. However, they lack the ability, for example, to inform you that your job title doesn’t match what candidates are seeking.
And if you realize your JDs are failing to attract the right candidates, you’ll find yourself seeking external hiring assistance. Thus, you’ll incur higher recruitment costs when you could have improved your JD SEO.
How Ongig Job Description Software Assists
Ongig employs several strategies to refine your JDs. Here’s the approach:
- Real-Time Content Guidance: The tool analyzes your JD content to assist you in using appropriate language. Moreover, it provides insights into your JD readability, which is crucial for SEO. For instance, it will aid in condensing lengthy sentences, eliminating unnecessary language, reducing your paragraphs, and adding headings to your JD content.
- Job Title Enhancement: The tool evaluates your job titles against what prospective candidates search for. Then the software offers recommendations to enhance the job title. For example, below is a screenshot which Ongig suggests that individuals maintain their job title between 1 and 3 words, with a maximum of 20 characters.
- Incorporating Media-Rich Content: The software facilitates the inclusion of images, videos, and any visual materials. This tactic increases the time candidates spend on a page and signals to search engines that the content is valuable.
- Facilitates JobPosting Schema: The tool automatically integrates JobPosting Schema, which is the foundation of SEO for job ads. It helps search engines comprehend your job posting framework to ensure they can present the content. It essentially communicates to Google what your role entails, including details like salary range, your organization, employment type, benefits, job title, and more.
Reasons Why an Effective Job Description Process is Essential
Well-crafted JDs form the cornerstone of a successful recruitment strategy. Yet employing tools like Microsoft Word and Google Docs interferes with your JD processes. Here’s why you should strive to establish an effective JD process:
ASSISTS IN ATTRACTING AND HIRING QUALIFIED CANDIDATES
Strong JDs enable candidates to grasp your requirements. This is because an effective JD distinctly delineates the responsibilities, qualifications, and daily tasks. For example, if you draft a JD for a product designer and clearly articulate that one of the qualifications required is proficiency in Figma, you will attract the type of candidates who are knowledgeable in Figma, not those who are unaware of it.
ESTABLISHES PERFORMANCE EXPECTATIONS
A well-defined JD serves as your most valuable resource during any performance evaluation process. This is due to the fact that an efficient JD sets explicit expectations for both the employee and the employer, minimizing conflicts by clarifying everyone’s role and responsibilities.
ENHANCES EMPLOYEE RETENTION AND ENGAGEMENT
Once employees commence their daily tasks and discover that they align with what’s documented in the JD, their engagement levels increase. This is because they do not feel as though they are undertaking unforeseen responsibilities.
IMPROVES ORGANIZATIONAL EFFICIENCY
A well-articulated JD enhances your organizational efficiency across various domains. For instance, it helps ensure equitable compensation for all members of the organization and supports workforce planning, allowing you to foresee roles that will require hiring in the future.
AIDS EMPLOYEE TRAINING AND DEVELOPMENT
An efficient JD aids in identifying the skills your employees might be lacking, particularly during a performance review.
You can then seize this opportunity to invest in training resources for them.
WHY I COMPOSED THIS:
Your hiring endeavors cannot succeed if you’re employing unsuitable tools to create your JDs. An effective JD lays the groundwork for a successful recruitment strategy. Our aim at Ongig is to eliminate uncertainty from your JD creation by streamlining the job description management process.
Schedule a demo today to discover how we can assist you in crafting effective JDs, simplify the collaboration process, ensure smooth version control and JD approval process, and more.
FAQs: What Distinguishes Ongig from Popular Text Editors like Microsoft Word and Google Docs
1. Why can’t we use Google Docs and Microsoft Word for Job Descriptions?
Text Editors like Google Docs and Microsoft Word aren’t tailored for job description management. They fail to provide assistance with ATS integration, guided JD content creation, approval workflows, and collaboration.
2. Why can’t We Use Google Docs and Word for JD version control?
The two platforms only furnish version history. However, they do not manage the entirety of JD version control that encompasses collaboration and the establishment of approval steps.
3. Why are Folders and Google Drive Insufficient for JD Storage?
Folders and Google Drive do not function as a live database that stores all your JDs like the efficient library that JD tools offer. You cannot search and filter to locate what you need in mere minutes.
4. Google Docs and Microsoft Word Offer Content Guidance. Why is that Insufficient?
The two tools merely provide guidance on grammar. They do not highlight long sentences, complicated terms, and biased language in the way a JD tool like Ongig does.