Describe the role and contributors. Makeform creates a structured job analysis form for duties, task ratings, work context, requirements, and competencies.
Route completed job analyses to Google Sheets, Slack, and Zapier.
Sample prompts for the builder
Choose a starting point, revise the prompt, or send it to the Makeform builder.
Audience
Employees documenting current work
Format
Structured questionnaire with task ratings
Prompt size
270 chars
Example form structure
Structured questionnaire with task ratings
Role, team, tenure, and reporting line
Essential duties and supporting tasks
Frequency, time share, importance, and difficulty
Tools, systems, and work context
Knowledge, skills, and behaviors
Suggested routing tags
Employee input
Manager review
HR synthesis
Separate essential duties from occasional tasks, then rate frequency and time share.
Step 1
Scope
set the role, purpose, and contributors
Step 2
Collect
capture tasks, context, and requirements
Step 3
Compare
review employee and manager perspectives
Step 4
Synthesize
turn responses into a usable role record
Why structure matters
Connect what people do with frequency, importance, work context, and required capabilities.
Group work under essential duties, then rate task frequency, time share, importance, and difficulty.
Tag responses as employee, supervisor, or expert, then review alignment and differences.
Link each skill, qualification, tool, or behavior to the duty that requires it.
Built for HR workflows
Adjust language, rating scales, and conditional questions for each HR decision.
Collect current duties, tools, reporting lines, and outdated language.
Identify essential outcomes, minimum requirements, and interview topics.
Connect knowledge and behaviors to duties and proficiency levels.
Surface duplicated tasks, unclear ownership, and shifting responsibilities.
Analysis workflow
Use shared definitions and scales, plus conditional questions for specific respondents.
State the HR decision, role, and respondent groups.
Add known tasks, define rating anchors, and offer a not observed option.
Invite employees, supervisors, and experts to answer from direct experience.
Compare ratings by respondent type, investigate gaps, and record HR's synthesis.
Choosing an approach
A consistent form supports comparison and focuses follow-up on meaningful differences.
Field guide
Use six sections for role context, duties, demands, requirements, and competencies.
Role context
Titles can hide differences between teams, locations, and shifts. Capture context that helps group comparable responses.
Duties and tasks
Ask for essential duties and the repeatable tasks beneath each. Encourage observable work instead of broad traits.
Task ratings
Frequency alone does not show significance. Rate importance and consequence of error, and define every option.
Authority and relationships
Document decisions, approvals, contacts, and handoffs to reveal boundaries a task list misses.
Tools and work demands
Record systems, equipment, schedules, locations, and physical or environmental demands. Include a not applicable option.
Requirements and competencies
Link knowledge, skills, and observable behaviors to duties, then separate entry requirements from learnable capabilities.
Related tools
Use role evidence for requisitions, skills assessments, reviews, and employee feedback.
Assess technical and practical skills identified in the analysis.
Open toolStructure reviews around outcomes, duties, and behaviors.
Open toolCollect multi-rater feedback using shared competencies.
Open toolCompare departing employees' experience with written expectations.
Open toolFAQ
Practical answers for HR teams collecting and reviewing role information.
A job analysis form documents what a role does and what the work requires. It covers duties, task ratings, decisions, relationships, tools, conditions, qualifications, and competencies. HR can compare consistent input from employees, supervisors, and experts before creating a role record.
Include people with direct, complementary knowledge. Employees describe daily tasks and exceptions; supervisors explain outcomes, authority, and priorities; experts add technical context. Record respondent type so you can compare views.
Ask for essential duties, supporting tasks, triggers, outputs, and recipients. Add defined scales for frequency, time share, importance, difficulty, consequence of error, and learning time. Include new, disappearing, duplicated, or unclear responsibilities.
Job analysis gathers evidence about tasks, context, demands, and capabilities. A job description is one possible output from that evidence. Treat an existing description as input to review, not the only account of current work.
Yes. Give both groups the same tasks, definitions, and rating options, and record respondent type. Compare ratings by group and follow up on differences in duties, time demands, authority, or proficiency expectations.
Tie competencies to observable work. Ask which duty needs each one, what effective behavior looks like, the required proficiency, and whether it is needed on entry or can be developed. Separate knowledge, skills, and behaviors.
Yes. Makeform supports unlimited free forms and responses. Generate, edit, publish, and collect submissions without a response cap. The paid tier removes the Makeform badge.
Check completeness, group respondents by role, and compare task and competency ratings. Investigate major differences, then record HR's synthesis, contributors, date, unresolved questions, and intended use. Review it with internal stakeholders before use.
Turn real work into structured role evidence.
