The Lazy JD Lives in Your Shared Drive (and It’s Not Helping You Hire)

Host: Heather FentyEpisode Length: Short + MightyTheme: Getting your job descriptions out of the digital swamp

Hey there! Welcome back to The JD Fix—the show that helps you clean up messy job descriptions and turn them into hiring super tools. I’m your host, Heather Fenty, and today we’re talking about a sneaky little monster in your hiring process: The Lazy JD.

Not lazy people—lazy documents. You know the ones. Tucked into a forgotten folder, last updated in 2018, and copied so many times it practically has a family tree.

What’s Really Going On: “Copy/Paste Syndrome”

Here’s the scenario: You’ve got 100+ roles saved in a dusty Google Drive or SharePoint folder. Someone grabs one, makes a few tweaks in Word, and hits send. Fast forward... and now three versions of the same JD are floating around. One says “reports to Director of Ops.” Another still says “VP of Finance” (who left in 2021).

Why This Happens

No central repository. No ownership or update triggers. Everyone’s rushing to fill roles. Everyone assumes someone else is managing it. This isn’t a “you” problem. It’s an everyone problem. From Fortune 500s to nonprofits—this comes up in nearly every JD conversation I have.

JD Rehab Plan: A 3-Step Fix

You don’t need a six-month overhaul. Here’s a fast, non-scary path forward.

Step 1: Pick Your Top 10

Start with your 10 most-used or high-impact job descriptions. Ask your recruiters: “Which JDs do you keep reusing?”Goal: Don’t fix everything. Just fix the ones that matter most.

Step 2: Centralize and Name Clearly

Choose a single source of truth—Google Drive, your ATS, or a JD platform like Ongig. Use naming conventions like: JD_[JobTitle][Version][Date]. Lock outdated versions in an “Archived” folder never to be seen again.

Step 3: Create a JD Update Trigger

Make JDs part of your regular review cycles: annually or whenever the role changes.Bonus Tip: Use a Google Form or checklist to gather insights from hiring managers. Want help? My friend Kat Kibben from Three Ears Media has a great list of questions to uncover what hiring managers really want in a role.

What It Looks Like When It’s Working

Recruiters save time. Hiring managers trust what they’re sending. Candidates feel the JD actually matches the role. Your brand stays consistent. Legal risks go down. Your JDs don’t need to be a haunted house of old text. Just take three steps: Pick 10. Centralize. Review annually.Small moves = Big impact.

Spread the Word

If you liked this episode, share it with someone whose JD folder looks like it hasn’t seen daylight since 2018. And if you’re ready to fix the chaos for good—with a central source of truth or even full automation—let’s talk. That’s exactly what Ongig is built for.Until next time, keep fixing those JDs. Happy hiring!

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