1.

Consider strategic alignment and business need

Before drafting a job description, ask yourself how the role will support your organization’s long-term vision. Every position must solve a specific problem or fill a functional gap. Ensure that the role is a sustainable, long-term necessity rather than a "band-aid" fix for a temporary crisis or issue.

2.

Analyze workload and capacity using data

Base your decisions on data instead of feelings of being busy. You can achieve this by auditing your team’s current workload and mapping existing workflows to identify bottlenecks, redundancies, or critical tasks your team is overlooking. If the data shows staff are consistently working over capacity, you have a solid case for expanding your team.

3.

Clearly define roles and success metrics

Vague roles lead to frustration. It is important to clearly define a position’s purpose, essential responsibilities, and required qualifications, including specific certifications or skills. It is also helpful to establish success metrics early on so a new hire knows exactly what success looks like in their role.

4.

Develop robust job descriptions

A well-crafted job description should include a concise summary and a detailed list of daily responsibilities. It is important to revisit these documents annually to ensure they evolve as your outreach program adapts and grows. It is also recommended to use your institution’s job description templates to ensure compliance with human resources’ best practices and legal standards.

5.

Assess financial feasibility and ROI

In a for-profit service line, every position must be financially justified. Assess the return on investment (ROI) for the new position and consider the "make-vs-buy" analysis. For instance, is it more cost-effective to hire internal couriers or outsource the fleet? Align your request for incremental staffing with your organization’s budget cycle and be prepared to present a formal business case.

6.

Consider duplication and opportunities to reposition roles

Before posting the job, look for duplication across the broader healthcare organization. Could an existing role in another department be repurposed? Is there an opportunity to promote from within? This will help eliminate redundancy to ensure your outreach program remains lean and efficient.

7.

Complete a final check before posting

The final step is a moment of total honesty. Confirm three things: a clear lack of alternatives, perfect alignment with departmental goals, and a positive ROI. If you can confidently check these boxes, you are ready to move forward with posting your new position.