How to Name Job Titles the Right Way for Small Businesses

How to Name Job Positions Effectively

Consider Job Title Naming Before You Create Them

• If you are a smaller company, you'll likely use a few basic job titles or have unique ones for each employee.
• Larger companies will have standardized job titles, especially for entry-level or hourly positions.

Recommendations and Tips for Naming Positions When Recruiting Candidates

• When recruiting candidates, name the job position in a way that's both creative and appealing.
  
• The name is important because it needs to attract the right candidates.

Recommendations and Tips for Naming Job Titles in Employment Agreements

• Adhere to your company's standard practices.
• The name must be clear and accurately reflect the role's specific place within the organizational chart.

Best Practices and Tips for Naming Job Titles

Best practices for naming job titles in small and medium-sized businesses.

1. Use Simple and Understandable Titles

• Avoid internal nicknames and trendy terms like "Ninja," "Guru," or "Rockstar." Instead, use titles that clearly describe the role.
• For example, Customer Support Specialist, Office Coordinator

2. The Title Should Reflect the Job Content, Not Hierarchy

• Focus on describing the job, not the position in the hierarchy. Suitable titles include: Marketing Coordinator, Operations Specialist, HR Generalist
• Avoid vague titles like "Manager" or "Director" if they are not truly managing

3. Use Common Industry Terms

• Get inspired by titles used in job postings on sites like LinkedIn and Indeed
• Don't invent special titles that no one but you will understand

4. Consider Indicating Seniority Level (Only When It Makes Sense)

• Common designations based on experience: Assistant - Entry-level, Specialist - Experienced individual contributor, Senior - Highly Experienced, Lead - Responsible for a project, not necessarily a team
• Example: Marketing Specialist vs. Senior Marketing Specialist

5. Don't Use "Manager" Unless It Involves Managing People

• In small companies, the word manager is sometimes overused even for those who don't lead anyone.
• Better alternatives: Coordinator, Specialist, Project Lead, Administrator

6. Maintain Consistency Across the Company

• Use a consistent format across the company [Department] + [Role/Level]
• Examples: Financial Assistant, Finance Lead, HR Coordinator, HR Generalist
• It helps with organization, onboarding, and system setup (e.g., emails, org charts).

7. Test If You Can Find the Job Position Yourself Based on the Title

• Choose titles that make it easy to find individual positions
• Test if you can distinguish the individual positions from each other by name

8. Use a Combined or General Title for Multiple Roles

• One person in small and medium-sized businesses often holds multiple roles.
• Include all functions in the title; suitable titles are Office and HR Coordinator, Marketing and Sales Assistant

9. Use Gender-Neutral Titles

• This will make it easier to address the position whether it is filled by a man or a woman
• For example: Sales Representative, Chairperson or Committee Lead

10. Test Titles with an Outsider's Eye

• Ask unbiased people if the title is understandable
• "Do you understand what this title means?"
• "Do our competitors use something similar?"