Process knowledge tests 101: A beginner’s guide

As recruiters, finding the right fit for a role means resume screening, conducting interviews, etc. But what about assessing the knowledge of existing employers? 

A recent study reports that by 2030, more than 85 million jobs could go unfilled due to a shortage of skilled workers. So, how can you determine if an employee is skilled enough? Process knowledge tests are the key. 

They help managers evaluate how well staff understand the critical standards essential to perform their roles. Let’s understand more about it.

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What are process knowledge tests?

Process knowledge tests also known as PKTs, is an employee evaluation tests designed to assess an employee’s understanding of a particular workflow, process, or business procedure. 

PKTs are mainly used for reviewing the performance of existing employees. In certain cases, it is also used for recruiting or training new hires, especially through lateral entry. 

5 benefits of conducting process knowledge tests

Some of the prominent advantages of process knowledge tests include:

1. Identifying gaps in competency

Test results help pinpoint areas where employees may need additional training or support, enabling targeted interventions to boost productivity and overall efficiency. About 67% of recruiters believe their existing workforce lacks critical skills. 

2. Enhancing process quality

PKTs play a crucial role in enhancing both quality and safety within organizations. These assessments confirm that employees are well-versed in critical process requirements and safety protocols, helping to reduce risks of accidents and non-compliance​. Well-trained employees are more likely to follow safety standards, directly contributing to a safer workplace.

3. Boost operational efficiency

PKTs enable employers to offer targeted training. This proactive approach saves both time and resources by closing skill gaps early, leading to higher operational efficiency​.

4. Improved job satisfaction

Providing employees with opportunities for development through PKTs helps boost job satisfaction. Continuous learning fosters confidence, which can result in higher employee retention and loyalty​.

5. Better process consistency across the workforce

Through the consistent application of PKTs, companies can ensure that all employees meet the same competency standards. This reduces variability in performance and ensures uniformity across the workforce.

How to conduct process knowledge tests?

The common process for PKT involves 5 steps, namely:

1. Define the process

Start by defining the specific process for conducting the test. This could involve areas such as pharmaceutical, manufacturing, healthcare, software development, or any other process critical to job performance.

2. Identify the goal

After identifying the correct process, the next step is to define the objective or goal of the tests. This involves understanding the skills and knowledge required to efficiently perform a job. Additionally, it sets the proficiency level expected from the staff. 

3. Conduct tests

Employers can choose questions from our extensive pool or craft custom ones. Our process knowledge tests typically last 20-30 minutes and include multiple-choice quizzes tests, short-answer, or essay questions.

4. Test scores

Once the employee successfully completes the process knowledge tests, the results will be delivered to the employers in real time. By carefully evaluating employee’s responses to each question,  employers can gain insights into their strengths and areas for improvement, allowing for targeted development and training.

5. Results

The results of process knowledge tests help inform promotion decisions and assess employee performance and expertise in specific processes. They also identify areas where employees may need improvement to boost productivity.

Where are process knowledge tests used?

Process knowledge tests (PKTs) are important in gauging an employee’s understanding of specific workflow or processes in numerous sectors. Some of the common circumstances where PKTs are used follows:

Certification and licensing

Process knowledge tests are commonly applied as a core requirement for obtaining professional certification and licenses, mainly in law enforcement or other regulated careers. 

Employee recruitment

Companies widely use process knowledge tests (PKTs) to assess and evaluate the skills and expertise of current staff. This is typically done during performance reviews and also to assess and rank job applicants from lateral entry during the hiring process.

Employee training and development

Process knowledge tests are used by employers to determine if their existing staff need training to boost their productivity and performance. 

Technical fields

PKTs are prevalent in specialized fields like the IT sector or healthcare sector, where knowledge about specific workflow or domain is critical for job success. 

Common mistakes to avoid in process knowledge tests for employers

Unclear assessment objectives

A common mistake is failing to define the specific skills and knowledge the test aims to measure. Without clear objectives, the test may not accurately assess the required competencies, resulting in irrelevant or misleading outcomes​

Using generic or vague questions

Generic questions that are not tailored to the job role or process being assessed may fail to measure the candidate’s specific abilities. Testlify provides comprehensive questions tailored for specific roles. Our user-friendly platform allows employers to either choose from the test library or create their own questions.

Ensure to customize questions to fit the unique requirements of the position for more accurate assessment. 

Are knowledge checks and process knowledge tests the same?

No, knowledge checks and process knowledge tests are two different concepts, though they are similar in some ways. Knowledge checks are informal, ungraded assessments used to evaluate how well the learners understand a learning concept or training module. It is mainly in the form of multiple-choice questions or fill-in-the-blank format. 

Process knowledge tests, on the other hand, are formal, graded tests used to evaluate an employee’s expertise and competence in a specific process, job, or domain. This is mainly done for promotional activities, licensing, employee screening, certification, etc. 

Though the end goal for both of the tests is to determine a candidate, the key difference lies in the formality, purpose, and stakes involved. PKTs are mainly for assessing professional competency, while knowledge checks are informal tests.

How do you conduct a process knowledge test?

A good PKT is built backward from the job, not forward from a question bank. Start with the role, decide what evidence proves competence, then write items that produce that evidence. Five steps:

1. Define the process. Name the exact workflow you are testing, pharmaceutical batch records, a returns procedure, an incident response runbook. A quick job analysis keeps the scope tight and tied to real tasks.
2. Map competencies to evidence. List the decisions and steps the job demands, then decide what answer would prove each one. This is where the Testlify Competency-to-Evidence Matrix helps: it maps every role to the competencies that matter, then ties each competency to a measurable piece of evidence, an assessment item, a work sample, or a structured question, so nothing important goes untested and nothing irrelevant sneaks in.
3. Write items to that bar. Favor scenarios and short answers that show judgment over trivia recall. 10 to 20 well-aimed questions usually beat a sprawling bank of 50 easy ones.
4. Set the passing standard before you test. Decide upfront what score means ready, say 70% on the core items, and write down why. A standard set after results is not a standard, it is a rationalization.
5. Run it, score it, and act. Deliver the test, review the per-question breakdown, and route the result. Hire, promote, or assign training. With Testlify, scoring is instant and reviewers see strengths and gaps together, while the hiring team makes the final call.

Ready to test your process knowledge?

Process knowledge tests are relatively a new concept, but given their significance, they can provide valuable insights into a candidate’s ability to handle specific procedures and tasks relevant to the job. 

Not only does it help employers identify top-performing workers, but it also aids employees. About 55% of employees state they need more opportunities to upskill and improve their performance. PKT helps understand where the workforce is lagging and helps them upskill by pinpointing areas of improvement. 

Ultimately, a good workforce is one that is both knowledgeable and continuously improving, contributing to overall organizational success.

Testlify lets you assemble a process knowledge test assessment from a tested question pool or your own items, run it in about 20 to 30 minutes, and score it the moment a candidate finishes. Reviewers see strengths and gaps side by side, and the hiring team makes the call.

Aparna

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Growth Marketing Specialist

Aparna is a growth marketing specialist specializing in B2B HR tech. She covers talent acquisition, skills-based hiring, and workforce analytics for practitioners and people leaders.