Contact PMMI:
1-888-ASK-PMMI
4350 N. Fairfax Drive
Suite 600
Arlington, VA 22203

unsubscribe now

The Key to the Training ‘Time Crunch’
By Sheree’ Evans-Metcalf

Job aids are guides, procedures and checklists that are used while working. It is information that is external to the individual that can give instructions, information or processes on how-to do an activity. Job Aids can come in different forms such as, written guides (manuals), how-to instructions, computer prompts and audio tapes, all which help a person to complete a task.

When creating job aids there are several things to keep in mind:

• Target expert-level performance
• Any format might be appropriate for any category
• Combine formats for complicated situations
• Use color, typography, layout, digital pictures, cartoons, etc. for clarity
• Test the result with someone in your plant prior to giving it to a customer

There are three different types of job aids: ‘informative’, ‘processes’ and ‘coaching’. Informative job aids are used daily. Informative job aids are easily distinguished from other aids in that they provide access to information organized by the user’s frame of reference and needs, not in the order the actions occur. These aids can also answer a question about who, what, when, where and which. Examples of informative aids include maps and glossaries.

Job aids for processes show and tell actions, orders and results. This could include the procedure for changing a flat tire, for example. To be an effective procedural job aid, the information must answer the questions ‘how?’ and ‘when?’, emphasize actions through specific verb usage and present actions as steps in the correct order.

Job aids for coaching assist the operator in making a decision. It can be information that guides one in considering a topic, include different perspectives about a certain situation, prompt the user about thoughts and ideas or help individuals create mental models. It provides expert viewpoints and key information allowing the individual to perform at a higher standard.

Having access to information, policies, procedures and a variety of examples can make performing a task easier.

Strengths and Drawbacks
Advantages of job aids are:

• Employees are not expected to absorb too much information at one time
• It is easier to change a job aid if a task changes often than to re-teach an employee each time
• New employees in training will make fewer mistakes by using the aids
• They can eliminate training for certain jobs
• They can be written by anyone

Job aids should be used when:

• Shortage of instructors
• Shortage of training time
• Employee turnover is high
• Infrequently performed task
• Learners are spread apart geographically
• Consequence of error is high
• Safety is a concern
• Performance is possible without practice and feedback

Avoid job aids when:

• Credibility would be damaged
• Speedy or fluid performance is needed
• Unpredictable situations occur
• High quality performance is needed
• The user lacks the ability to use job aids
• Employees are not motivated to try

Tools
Job aids in the workforce require employees to use them in difficult situations to avoid error. For simple tasks it is not good if a person is relying on the aid as it can show a lack of motivation in the job. Aids can be used in any company and be used by any employee, from manager to desk clerk. For an example of a job aid for packaging equipment, please view the following: http://www.pmmi.org/CERTIFIED/secure/jobaids.doc.

Sheree’ Evans-Metcalf was the Technical Trainer for Molson-Coors at the Golden Brewery Packaging Division in Golden, Colorado. Sheree’ worked for the Coors Brewing Company for 33 years. She retired in 2007 and is now a facilitator for the PMMI Certified Trainer Program.