About surveys

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About surveys

During a job analysis process, many of you probably use external survey tools for different reasons, such as collecting initial brainstorming data, verifying job analysis results, receiving feedback, etc. For this purpose, Aidematic gives you an integrated survey tool that comes out-of-the-box with its job analysis platform.  

Our survey tool is custom-designed to facilitate your job analysis process. It comes with an easy-to-use builder to create surveys from scratch or you can also use pre-built surveys from our templates library. The number one benefit of using an integrated tool in your job analysis platform is data centralization. This allows you to collect, analyze, and store your survey reports for each job analysis session in one place. Another benefit is how easy it makes your analysis process and saves time by providing templates and automating survey creation based on the job analysis data collected.  

How does it work? 

You can use the survey tool to create multiple surveys in your portal, but the maximum number of surveys allowed depends on your subscription. With your survey tool, you can: 

  1. Build and customize your survey and its questions just like you want to, 
  2. Preview how it looks, 
  3. Attach it to any job analysis session, 
  4. Collect responses and  
  5. Analyze your survey reports

Types of survey questions 

The builder allows you to add several types of questions to your survey and design it according to your needs. It is important that you pick the question type depending on the data you want to collect from respondents.  

Question types are widely categorized as open-ended or close-ended questions. 

Open-ended question 

A type of question that asks the respondent for an answer in their own words. 

Closed-ended question 

A type of question that asks the respondent to select an answer (or multiple answers) from a predefined set of choices.  

See the table below to find out different question types available in the survey builder. 

Question Type Category Description 
Single Textbox Open-ended Add a single textbox to your survey when you want respondents to type a short text or
numerical answer to your question.  
Multiple Textboxes Open-ended Add multiple textboxes to your survey when you want respondents to submit multiple
short text or numerical answers under a single question. 
Comment Box Open-ended Add a comment box to your survey when you want respondents to submit a long text answer. 
Checkboxes Close-ended Add checkboxes to your survey when you want respondents to select multiple answers from
a given list of answer choices. 
Single Choice Close-ended Add a single choice to your survey when you want respondents to select one answer from a
given a list of answer choices. 
Matrix/Rating Scale Close-ended Add a matrix/rating scale question when you want respondents to evaluate one or more row
items using the same set of column choices. 

When to use surveys in a job analysis process? 

You can use surveys at different stages of a job analysis process. Our survey tool offers multiple features and templates to facilitate you at every stage. If you use a template for a survey, the questions are auto-populated based on your job analysis data, but you can also edit them if required. 

We have listed some of these scenarios below and how Aidematic survey tool facilitates you in each case. 

Initial brainstorming 

The brainstorming process in a job analysis process can be very time consuming, especially for job analysis methods like DACUM. Prolonged discussions without a specific direction can make the process unproductive. In such a case, it could be beneficial to do some sort of asynchronous brainstorming activity prior to the session. It will allow participants and expert workers to think through their ideas and submit them through a survey before the formal job analysis session initiates. 

For this purpose, Aidematic offers a survey template that you can use to gather initial brainstorming data from participants. This template uses multiple textboxes question to collect the list of tasks performed in a job role as well as the importance of each task.  

Asking several expert workers to send in the list of tasks that they usually perform in their job can really provide the initial insight and scope of the job role that needs to be analyzed. Once this data starts coming in, facilitators and recorders of the job analysis session can pick this data from survey responses, and populate it on the brainstorming whiteboard or notes section, however they like. 

You can start an initial brainstorming survey for any job analysis session.

Task verification 

The goal of a task verification activity is to verify and validate the relevance of each task created for the job profile during job analysis. This is achieved by collecting each task’s importance, frequency, and difficulty levels from several expert workers who can be geographically dispersed but perform under the same job role designation.  

Usually, for task verification, job analysts create a survey and add questions to it based on the number of tasks identified for the job profile. So, if the job profile has 50 tasks identified, 50 questions are added to the survey, and each asks the expert worker to submit their feedback about the task’s relevance in their job role. This is a very tedious activity, considering the fact that there could be 40-50 tasks per job profile, and you hope to collect multiple task metrics (importance, difficulty, criticality, etc.) for each of those 50 tasks. 

Furthermore, interpreting results collected from the survey and storing the output for each task is a huge challenge. Many tasks are dropped based on the survey results but there is no systematic way of storing and tracking such important information about why certain tasks were chosen and why some were dropped.  

To overcome all these challenges, Aidematic offers a feature for task verification survey that automates the following two workflows in the survey: 

Creating task verification survey from the template 

You can create a task verification survey from a customized template. This will automatically take all the tasks created during a job analysis session and add them as questions in your survey. The question type used for this survey is a matrix/rating scale so that respondents can rate each task for its importance, frequency, criticality, and difficulty levels according to a predefined rating scale.  

The task metrics (importance, difficulty, etc.) are configurable and so is the rating scale. You can define your own task metrics, create your own rating scale, and add weights to each rating option as you like.   

Auto-populating task information based on survey results 

Once respondents have sent in their submissions and rated each task, you would like to store this information separately in each task’s details. This is where Aidematic auto-populates your task information based on the weighted average of aggregated results. So, for example, consider the following rating scale for verifying tasks: 

Let’s say out of 10 respondents, 5 rated the task as Extremely Important, 3 rated it as Very Important, and 2 rated it as Moderately Important. It will give you a weighted average as: ((5*5)+(3*4)+(2*3))/10 = 4.3. This means the weighted average for this task’s importance is 4.3. This number indicates that the task is rated to be somewhere near to Very Important (as the weight for Very rating is 4).  

Just like this, Aidematic automatically calculates the weighted average for each task’s metrics based on the submitted responses and auto-populates this information in every task details so that you can track just how the tasks were rated by the expert workers. 

Task analysis 

Task analysis is another stage of your job analysis process where an integrated survey tool can add a lot of value. Job analysts collect different types of information for task analysis, such as steps required to perform the task, performance standards, task enablers/competencies, safety concerns, etc. You can use various types of questions to collect such information from your expert workers, including multiple textboxes for task steps, comment box for performance standards, checkboxes to select task enablers, and so on.  

As these are mostly open-ended questions, it is best to do a brainstorming session with your expert workers to select the final information for the task and populate it in your task details as required. 

Note: As organizations have their own methods for task analysis, Aidematic does not offer any template for task analysis out-of-the-box, but this is definitely something that can be customized based on your task analysis needs. We can facilitate this process by introducing certain question types, providing survey templates, and automating workflows to auto-populate task information. 

User roles and permissions for surveys 

  1. Administrators and contributors can create and manage all surveys in your portal. 
  2. Any user who has the link to the survey can respond to it. 

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