Advanced Job Aids N Training

Job Aid Tips
from the Job Aid Doctor™

"What are some ways I can
gather information on how
people perform tasks on the job?"

Task analysis must be completed before you can develop job aids. You need to examine each task and break it down into a list of behavioral steps necessary to accomplish the task. The information must be accurate in order to determine exactly what steps the performer must be following to complete the task to established standards.

The task analysis process is the key to developing job aids and training so careful attention needs to be paid to the planning and execution of the analysis. It doesn’t have to be expensive or time consuming, but it must be thorough.

The results of a task analysis include a description of:

Exactly what someone says, does, and thinks about while performing the task.
What signals the person to start and stop performing the task.
The tools, equipment, instructions, resources, references, etc. that are available when performing the task.
The sequence(s) of the steps and sub-steps.
Any decisions involved in the performance.

Task analysis data is derived from a variety of sources, and collected in a variety of ways. There are advantages and disadvantages to each. Using a combination of analysis methods serves as a good system of validation and checks and balances. The best techniques include:

Examining existing documents that describe how the task is performed
Observing people performing the task (exemplary and typical performers)
Interviewing job performers
Learning to perform the task yourself
Interviewing supervisors of job incumbents who perform the task
Consulting with subject-matter experts (SME)

Be careful about observing performers. Some will be exemplary or accomplished performers, some may be SME who know all about it but may not be good at doing it, others will be typical performers, and some will be poor performers. You want to be able to clone the exemplary performers’ behavior. Make sure management gives you access to exemplary performers and be careful of SMAs (subject-matter acquaintances).

The job aid on the below will help you understand what the different type of job performers can tell and show you. Have fun doing task analysis.

Job performers as a source of information

TYPE OF PERFORMERS:	WHAT THEY CAN TELL YOU:
MASTER PERFORMERS (EXEMPLARY PERFORMERS) (People who are among the most successful performers)	The most efficient and effective way(s) to perform a task. Task performance and standards should be based on the way the most successful people perform the task.
TYPICAL PERFORMERS (GOOD PERFORMERS)	Information about the way typical performers behave and the results they obtain. This can provide information about opportunities for improvement. A comparison of typical and master performers will provide information about the extent of the gap between actual and desired performance along with barriers to performance.
POOR PERFORMERS (DO NOT MEET ESTABLISHED PERFORMANCE STANDARDS)	Information about stumbling blocks, obstacles to performance, and what parts of the tasks may be difficult. This information can be useful for making training decisions, and comparisons of poor and master performers can provide information about opportunities for improvement.
THE ANALYST AS A PERFORMER	Analysts can also gather information by performing the task themselves. This can confirm information from others as well as help identify gaps in information.

How do I know when to use
a checklist job aid?

Each type of job aid has a special purpose. Checklists and worksheets are used primarily to keep track of things. Worksheets are always developed when written responses need to be documented. Use this decision table extract to help you select the best format:

How to Select the Format for a Job Aid

If the task or activity:	And it requires:	Then Use a:
Involves inspecting, observing, or planning	Checking things and documenting things	CHECKLIST
Involves inspecting, observing, or planning	Collecting written responses, listing things, or making calculations	WORKSHEET

A checklist is a guide that helps people record the accomplishment of a performance. It helps less experienced people look for the right things during inspections, observations, and evaluations. Use a checklist whenever you require someone to prepare for an event or check on things being done. Use them to check the quality of your or others work. As with other types of job aids, a checklist may contain procedure guides, decision tables, and even worksheets as part of the job aid.

Here is an example of a larger checklist. It is part of a larger checklist used by instructors the day before a class to check on the set up done by the training coordinator. The training coordinator can also use it.

TASK: CHECK CLASSROOM LOGISTICS

WHEN DONE: THE DAY BEFORE THE CLASS

STUDENT MATERIALS: Make sure each student desk has the following:

	Student manual
	Notepad
	2 pencils (sharpened)
	Yellow hi-lighter
	Eraser
	Resource packet

RESOURCE TABLE: Check the resource table for:

	Skill checks (one per student plus 5 extras)
	Feedback sheets (one per three students)
	Magazine article "Who Cares What Time It Is?" (one per student)

SUPPLIES TABLE: Check the supplies table for:

	6 notepads
	12 pencils (sharpened)
	2 scissors
	1 stapler (with extra staples)
	1 3-hole paper punch

Note: Missing items can be located in the supply cabinet in Room 101.

So, how do we know that it is a good checklist? Use this checklist (How about that?) to make sure the classroom logistics checklist meets the minimum essential standards for a good one.

CHECK STANDARDS FOR A CHECKLIST (Use this job aid to ensure a checklist meets acceptable standards for construction.)
Yes	No
		Has the NAME of the task at the top
		Tells the user WHAT to do
		Tells the user WHEN to do it
		Is written in the user’s LANGUAGE
		Looks EASY to use (not intimidating)
		Is SHORT and to the point
		Has adequate SPACE to "check off" when activities, events, or quality control checks have been accomplished
		Is set up for EASY recording
		Has CHECK BOXES before each item
		Includes EXAMPLES, where needed
		Has only ONE ITEM to check per line
		Contains notes, comments, warnings, and/or cautions, where needed
NOTE: Correct any items you checked "No."

These tips from the Job Aid Doctor™ are from the "Write Checklists and Worksheets" lesson in the Building Better Job Aids Workshop™ .