FOUR STEPS TO EXEMPLARY ON-THE-JOB TRAINING

Last month we explored the value of on-the-job training. Done well, on-the-job training is familiar to the trainee, time-efficient, and easy to transfer to the job. We also examined the first step in on-the-job training: PREPARE.

This month, we'll take a look at the second step in high quality on-the-job training: PRESENT

As managers and leaders, when we personally provide on-the-job training, the second step is to PRESENT or demonstrate the process or procedure. Several simple steps will help us present effectively.

1. Provide the big picture: In summary form, what is the process or procedure and what's its impact? How does this process, done well, benefit the employee? What's the value of the process or procedure for the team, the organization and the customer? Adults learn best what is of interest or value to them. Be sure to present that value.
2. Overview the process: In general, help the learner understand where this particular process falls in the operation. What comes before it? What comes after it?
3. Chunk the material: Help the learner comprehend and retain information by "chunking" the material. In other words, break down and present the material in pieces or portions. Usually grouping material in sets of three will be effective. For example, if you are training on budgeting, present only three line items at a time.
4. Describe as you present, repeating key tasks: Talk though it as you walk through it. This provides for both audio and visual learning, each reinforcing the other. Repeating key tasks, both in words and actions, will emphasize the importance of the task.
5. Provide reality checks: Make training reflective of work setting by building in or providing four types of "reality checks." Reflect reality physically. For example, if the learner will be sitting when performing the task on the job with product on the right and tools on the left, set up the training area that way. Reflect the resource reality, too. Use and have the learner use the same resources that will be available on the job, be they manuals, help screens, job aids or peers. Accurately reflect the authority reality as well - when can the learner reject work, shut down a line or approve an application? What decisions he make on his own? What decisions should he escalate up? And finally, ensure that your on-the-job training reflects typical challenges, such as a slow system, missing parts or wrong product temperature. Train on how to handle these challenges.
6. Use jargon appropriately: Every industry and organization has its own jargon, or technical terms and acronyms. The jargon can be very useful, like shorthand, in saving communication time. But only if everyone knows the language! When providing on-the-job training, avoid jargon early on; instead, use the full or proper name of the system, the form or the department. As training progresses, begin introducing jargon, but define it each time you use it. And, remember, only use the jargon that is related to the current process.
7. Use examples and analogies: Adults learn from their experiences. Capitalize on that principle by using example and analogies in your on-the-job training. Develop examples that are universal, such as nature, geometry and sports. The one we all know is the driver's ed training instruction using the clock for positioning our hands on the steering wheel at "10" and "2." Or consider creating analogies that are relevant to your learner, perhaps camera examples for the photography enthusiast.
8. Ask for questions: Ask for questions often and effectively. The best way to ask for questions is not, "Do you have any questions?' Instead, ask, "What questions do you have?" This will increase the likelihood that the learner will ask questions.

As a manager, supervisory or leader charged with on-the-job training, how well we PRESENT the task or process will impact how well the learner performs. Taking the time to do it right is an investment in future performance.

Visit us next month when we explore the third step in on-the-job training: PERFORM.
          - The Northstar Team