Task and Needs Analysis

Week 2

Technical Communication, DAHMEN

What is Task Analysis?

“task analysis break down a complex task into its components—its knowledge that and knowledge how”

A. Keller

What you want to learn from Task Analysis¹ Why someone would learn the skill Prerequisite skills, knowledge, and

attitudes Special materials or tools required Warnings of dangers, either overall and at

specific junctures The critical steps (no more than 5 -7) and

their sequence All other steps necessary to complete the

task and their sequence ¹ Keller, A. “Task Analysis”. Professional Writing 408. 17 Feb 2003. 9 September 2003.<http://web.uvic.ca/akeller/pw408/r_taskanal.html>

What to Learn continued…

How critical any given substep is Conditions that must be satisfied before

going on to the next step Reasons for doing steps at a particular

point Signs of success for each step (for

confirmations) Signs of failure for each step Steps that require graphics or other media

besides text

How to do a Task Analysis

Remind yourself of the objective and the degree of mastery required

Observe experts and take notes as they do the task. Take notes as you observe an expert achieve the objective. Slow down experts so that you can identify each step. Ask the experts to speak aloud and say

what they are doing why they are doing it what warning they would issue how do they know if a step has succeeded how do they know if a step has failed

List what you learned that you did not expect to

Needs Assessment Matrix¹

TYPE OF INFORMATION

AUDIENCE

TASKS

CONTENT

OBSERVATIONS INTERVIEW DOCUMENTATION

SOURCES OF INFORMATION

Observe in work

environment.

Observe audience or

expert performing.

Observe expert or creators of

product/ process.

Interview audience or supervisors.

Interview expert or other

performers.

Interview SMEs, policymakers, marketers, or

managers.

Review employee files or personnel

records.

Review job descriptions,

policy statements, and trouble reports.

Review product plans,

specifications, and marketing

guidelines.

¹ Center for Education Integrating Science, Math and Computing. Georgia Int. of Tech. July 30, 2003. Sept. 04, 2003. < http://mime1.marc.gatech.edu/MM_Tools/NAM.html

Approaches to Task Analysis with Product Documentation Use the product itself/computer interface as

an organizational guide Seek out most common tasks and go from

most frequent to infrequent Organize tasks by theme or topic or action Go from simplest to most difficult Seek out logical questions to be answered

Function Oriented vs. Task Oriented

This button increases the volume…

Vs.

To adjust the volume…use this button

Defining the Job or Task¹

Create or identify task statements Break down larger tasks into sub tasks Identify sources of information about how

these jobs are done Decide on appropriate techniques to help

define job Interview, questionnaires, observation, etc.

¹ “Job Task Analysis”. Front-End Analysis for Human PERFORMANCE Technology DECISIONS .Manal El-Tigi. Syracuse University. 1 August 1999. 8 September 2003.<http://syllabus.syr.edu/IDE/maeltigi/ide713/TOOLBOX/CLASS97/CJ/analysis/index.html>

Describing the Job or Task

Describe as a sequence of steps Flowchart of input and/or decisions Flowchart indicating different directions task

can take Visual orientation of tasks Describe job via end results

Teaching the Job or Task

Set standards Articulate criteria of successful mastery Provide job aids Define behaviors which lead to success Properly sequence learning objectives Articulate required base skills and knowledge

Linear Graph of Expertise

Sample with Tasks

Sample in Flowchart Form

Combination Linear Graph/Flowchart

Web Resources

Needs Assessment Matrix: http://mime1.marc.gatech.edu/MM_Tools/NAM.html

Task Analysis Assessment:http://www.io.com/~hcexres/tcm1603/acchtml/task_analysis.html

Task Analysis for Mininghttp://www.cdc.gov/niosh/mining/hfg/taskanalysis.html

Task Analysis for Instructional Designhttp://classweb.gmu.edu/ndabbagh/Resources/Resources2/taskanalysis2.htm

Group ExerciseThe situation: Your group has realized there is

quite a lot of confusion about how to prepare for l'aid el kebir. For this project, you need to identify the audience you wish address for your communication product, decide what needs they will have, and present a thorough task/job analysis of the situation. Then your group will need to decide on the most appropriate media for this communication product. You also need to define who you are 'working for' (i.e. who will support this project and pay for it and why).

Step 1: Audience Analysis

Use an audience analysis worksheet (either from our book or from the web) to help identify and clarify your audience, perhaps you will have both a primary and secondary audience. You will also need to identify what methods you will use to find out more about your target audience’s needs. Can you identify Subject Matter Experts or ‘Master Performers’?

Step 2: Job & Task Analysis

After you have clarified your audience, use the resources we have seen to identify the needs this group will have and clarify what tasks they will need to do. What information will you need to obtain, and what assumptions will you need to make about their knowledge? What information will it include/not include? Where can you go to observe the needed tasks?

Step 3: Defining the TCPYou need to decide on the approach you will

take, making decisions such as: Format of TCP (Technical Communication

Product) Identify which of the three 'types' it belongs

to (end user, internal, oral) Cultural/societal factors Level of language Media Economic considerations Etc...

Step 4: Drafting a Proposal

You need to draft a proposal to submit covering each of these points and laying out a plan for how your team will go about achieving its goal. Add appendices as needed. (See P. 272-280 in CGTC)