Job analysis is an important aspect in determining job fitness of prospective applicants for a specific position. It provides a method in analyzing the tasks performed in a job, the technical and behavioral competencies required, and the relationship between the tasks and competencies. Apart from this information, job analysis also opens up avenues in determining an individual’s training needs, identification of position classification and grade levels, and plotting an employee’s career path. When doing a job analysis, it is also essential to measure how individuals are supposed to perform their jobs well by identifying characteristics, knowledge, skills, and behaviors needed for the job. In addition, assessing individual differences and determining how these differences can contribute to the successful completion of tasks is also crucial. Analyzing the job description, responsibilities, and competencies of the technical writer position
The technical writer position is responsible for researching, designing, and developing various types of documentation, varying from end-user manuals to technical manuals. It requires that the writer develops new and maintain existing documentation for a variety of audiences, thus, the writer must also define target audiences and information deliverable components. Because content is mostly technical in nature, technical writers work closely with subject matter experts, including developers, business analysts, quality assurance, integration and certification engineers, trainers, and marketing specialists, among others, in researching documentation content and product and user information. In addition, technical writers work with source materials, including applications programmers create in various stages of development, to come up with accurate content and obtain feedback. Because technical writers directly use the products for documentation purposes, writers are also able to provide the development team feedback about product usability.
The technical writer focuses on developing high quality, clear, grammatically correct, and concise documentation content. Writer keeps abreast of trends and best practices in the technical writing industry, and is a proactive member of the team in terms of improving the team’s practices, processes, and deliverables. Alongside these attributes, identifying a writer’s competency is also important. While competency is often associated with skills, knowledge, and the ability to carry out the tasks, competency also requires having the “right and appropriate attitude that eventually translates to behavior” (ExecutiveBrief).
On the technical or knowledge side, technical writers are expected to have a good understanding of technical writing processes, tools, and standards to ensure that the output is always at par with globally-recognized standards. This includes the ability to identify who the intended audiences are because a technical writer writes for different types of audiences. Chris Ludwig, technical writer for 15 years, says, “As a technical writer, I write for various types of audiences, thus, I have to identify who my intended readers are so I can tailor my writing according to their profile. For instance, if I am writing a program specifications document for developers, then, my writing style and tone must be formal and must use language and terms that they can identify with. However, if I am writing an online help, then I have to ensure that I translate technical information into layman’s terms” (Ludwig). This is where role knowledge comes in. A good technical writer knows when and how to adapt and change his or her writing style according audience profile. Knowledge of different tools desktop publishing software and editing tools are necessary, such as FrameMaker, RoboHelp, and XML, including familiarity with project management software, spreadsheet software, photo imaging software, and web platform development software, among others (National Center for O*Net Development).
One of the more important attributes of a technical writer is decision-making skills because the role of a technical writer also performs project planning tasks such as determining the scope of the project as well as managing the projects and tasks themselves to bring assigned projects to a successful and timely completion. Sometimes, a technical writer may be assigned to monitor the progress of a project, including assessing the performance of members in the team. In addition, regardless of the level of the technical writer in the team, writers are often tasked to work on multiple projects concurrently. Thus, knowing which projects to prioritize and how to manage one’s time are important (National Center for O*Net Development).
On the core behavioral competencies, technical writers are expected to be responsible and reliable, which are shown by being dependable and accountable members of the team. An individual who is dependable helps in completing the team’s deliverables when the need arises, while a member who has a deep sense of accountability ensures that projects assigned are completed on time and with the highest level of quality (ExecutiveBrief).
Ludwig concedes that, “all these competencies are important for the technical writing position because the job requires that technical writers gather information from many different sources. Their knowledge about products must be extensive and considering that information sources are varied, they must be able to determine which information goes into the document, and which ones do not” (Ludwig). Thus, it is highly important that they have strong research skills to help them sort information they gather. In addition, the nature of the job requires that writers, not only managers, know how to manage their schedules and align their projects to corporate goals. This is important because documentation requirements are often part of a large scope projects, therefore, the ability to make sound decisions in terms of documentation priorities is a positive attribute of technical writers. Finally, the technical writing industry is an evolving industry, which continuously discovers modern authoring tools and faster, more efficient processes. Therefore, technical writers must be proactive in improving themselves and adding to their knowledge.
Job knowledge tests are a good method of gauging an individual’s mastery of general technical writing standards, processes, and tools. These exams check an individual’s expertise or level on technical writing during the time of interview. Through a series of multiple choice questions or essays, employers will be able to determine a writer’s technical competencies on the field. However, this test cannot determine an individual’s ability to learn new tools or processes; thus, it will not be able to check the learning curve of an individual (“Job Knowledge Tests”).
Job profiling and analysis is an integral aspect of hiring. It gives employers a view of what the job is about and who among the applicants best fits the occupation. Without proper job analysis, companies could mistakenly hire someone who appears to possess desirable qualities, but lacks the technical knowledge needed on the job.
References
“Biographical data (Biodata) tests.” (n.d.). OPS.gov. Retrieved October 8, 2013, from http://www.opm.gov/policy-data-oversight/assessment-and-selection/other-assessment-methods/biographical-data-biodata-tests/
ExecutiveBrief. (n.d.). 12 Competencies: Which ones should your people have. Projectsmart. Retrieved October 8, 2013, from http://www.projectsmart.co.uk/12-competencies-which-ones-should-your-people-have.html
“Job knowledge tests.” (n.d.). OPS.gov. Retrieved October 8, 2013, from http://www.opm.gov/policy-data-oversight/assessment-and-selection/other-assessment-methods/job-knowledge-tests/
Ludwig, Chris. Personal interview. October 8, 2013.
National Center for O*Net Development. 27-3042.00. O*Net Online. Retrieved October 9, 2013, from http://www.onetonline.org/link/details/27-3042.00
