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Streamlining Advising Processes with Task & Needs Analysis
Streamlining Advising Processes with Task & Needs Analysis
As an academic advisor, effectively guiding students requires understanding the challenges they face and designing strategies that cater to their specific needs. Two fundamental approaches — needs analysis and task analysis — are crucial to this process.
[1] Needs Analysis: Addressing Student Challenges
To improve advising, it’s critical to identify the challenges students face. In a recent analysis of students' struggles with digital tools at several Ontario colleges, the root issues became clear (Caldwell, 2024b)...
Lack of proper guidance
Confusion over technology
Time spent learning tools instead of focusing on core tasks
By conducting a needs analysis, advisors can pinpoint these gaps. For example, creating a centralized support hub with easy-to-follow tutorials, templates, and guidelines could drastically reduce time spent on learning new tech, allowing students and faculty to focus on their academic work; this approach is just as valuable in academic advising. By understanding where students struggle — whether it’s with course selection, career planning, or using academic systems — we can design tailored interventions and resources to help students thrive.
[2] Task Analysis: Optimizing Advising Interactions
In addition to addressing needs, we can optimize the steps within the advising process itself through task analysis. Task analysis breaks down each part of a process to ensure it’s clear and efficient (Stefaniak, 2024).
Imagine breaking down the advising process for academic planning...
Identify academic goals
Select courses based on prerequisites and interests
Understand graduation requirements
Develop a career plan
By analyzing each step in this process, advisors can streamline interactions and ensure students aren’t overwhelmed by unnecessary details.
The task analysis method is exemplified in my flow chart on streamlining the advising process. Breaking down academic planning into clear, step-by-step actions helps students navigate their goals, course selection, and career plans with confidence, while emphasizing the importance of seeking guidance as needed; such an approach ultimately ensures clarity and supports effective academic and career planning.
[3] Further Connecting Task and Needs Analysis to Advising
Both needs analysis and task analysis are interconnected, and when applied together, they lead to more effective advising. By combining these concepts with a human-centered approach, advisors can offer personalized support that enhances student success (Caldwell, 2024a).
Through these concepts, one can...
Identify student needs: Understand what students struggle with, based on feedback and data, while considering their individual experiences and challenges.
Analyze advising tasks: Break down the steps in academic planning and career development into clear, actionable stages; which ensures that the process is understandable and manageable for each student.
Design targeted interventions: Create resources and strategies that help students navigate each task step-by-step, reducing confusion and fostering confidence, while providing emotional and motivational support along the way.
References
References
Caldwell, K. (2024). Defining the Problem with a Needs Analysis (and Data): Placing Humans at the Centre. ID 651: Learning Design, SUNY Potsdam. https://drive.google.com/file/d/1DdQdycuj6jp3y1FgVMym1BaHCGKv3YjT/view?usp=sharing
Caldwell, K. (2024). Needs Analysis Report – Employee Requests for Time Off. ID 651: Learning Design, SUNY Potsdam. https://drive.google.com/file/d/1abN1GEto6YU_5A8Yg8pUbS3hydYd7A59/view?usp=sharing
Stefaniak, J. E. (2024). Using Task Analysis to Inform Instructional Design. In Design for Learning: Principles, Processes, and Praxis. EdTech Books. https://edtechbooks.org/id/task_and_content_analysis
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