What is on-the-job training (OJT)

On-the-job training (OJT) is a hands-on method of teaching skills, knowledge, and competencies needed for employees to perform a specific job within the workplace. This training occurs in the actual work environment, using the tools, equipment, and documents the employee will use when fully trained.

What are the common methods of on-the-job training?

Common methods include:

• Job shadowing: New employees observe experienced workers to understand job tasks
• Coaching: One-on-one guidance from a supervisor or experienced colleague
• Rotation: Employees rotate through different roles to gain a broad understanding of the organization
• Simulation: Using real-life scenarios to practice tasks without the pressure of real-world consequences
• Mentoring: Pairing less experienced employees with seasoned professionals for guidance and support

How is on-the-job training different from formal training?

Both on-the-job training and formal training play crucial roles in a comprehensive employee development strategy. OJT provides practical, immediate skill application, while formal training offers structured, theoretical knowledge and standardized learning experiences.

Here are the key differences between the two:

Learning environment

• OJT: Employees learn tasks by performing them under the supervision of experienced colleagues or mentors
• Formal training: Can take place in physical classrooms, training centers, or virtually through e-learning platforms

Content focus

• OJT: Training focuses on practical, task-specific skills and knowledge
• Formal training: It covers theoretical knowledge, broader concepts, and frameworks

Method of delivery

• OJT: Training takes place in the context of the actual work environment, providing practical and relevant experience
• Formal training: Training follows a predefined syllabus or program designed to achieve specific learning outcomes, often delivered by professional instructors

Customization

• OJT: Highly tailored to the individual’s job role and immediate needs
• Formal training: Standardized content applicable to a broader audience

Assessment and evaluation

• OJT: Learners receive ongoing feedback and guidance from supervisors or experienced colleagues
• Formal training: Learners have to pass formal assessments, exams, and certifications

The choice between the two depends on the specific learning objectives, the nature of the job, and the resources available.

What are the benefits of on-the-job training?

On-the-job training offers several key benefits, including:

• Practical skills acquisition: Employees learn by doing, which can be more effective than theoretical learning
• Cost-effectiveness: It reduces the need for external training programs and associated travel costs
• Immediate productivity: Employees can contribute to work while they learn
• Customization: Training can be tailored to the specific needs of the organization and the individual learner
• Flexibility and adaptability: OJT is easier to schedule and adapt to your employee’s needs because it doesn’t depend on the availability of external trainers or their training program
• Faster new hire integration: When new employees train on the job, they learn about the company and the culture. They also develop relationships with their colleagues, leading to a better onboarding experience

How can on-the-job training improve team performance?

On-the-job training can significantly enhance team performance by:

• Fostering team cohesion: Training together can build stronger team relationships and communication
• Ensuring skill uniformity: Ensures that all team members have the same skill level and understanding of processes
• Cross-training: Employees can learn multiple roles, making the team more versatile and resilient
• Mentorship opportunities: Senior employees can mentor juniors, leading to knowledge transfer and leadership development

What are the disadvantages of on-the-job training?

• Not everyone can teach: Not every subject matter expert (SME) can communicate what they know. Moreover, some SMEs fear losing their competitive advantage, so they are unwilling to become trainers
• Lacks foundation: OJT often lacks foundational knowledge, making it hard to grasp why things are done a certain way—to avoid this, create a development plan with a 70-20-10 approach that closes the gap between practice and theory
• Unlikely to bring new ideas to the workplace: What employees learn in OJT is existing knowledge within the company. As a result, new ideas or concepts rarely come up in internal training
• Possibility of errors: With unstructured OJT, trainers might not pay close attention to how the trainee performs the task, causing them to make mistakes without getting feedback
• Lack of consistency: Unstructured OJT also leads to inconsistent training results because there is no methodology, training materials, or clear guidelines on how the employee should perform each task

How can companies ensure the quality of on-the-job training programs?

To ensure the quality of on-the-job training programs, companies can implement several key strategies:

Develop a structured training plan

• Outline clear objectives: Define the specific skills and knowledge learners should acquire by the end of the program. Objectives should be SMART (Specific, Measurable, Achievable, Relevant, Time-bound)
• Create a detailed timeline: Establish a schedule that outlines each phase of the training process, including the duration of each module or task
• Define expected outcomes: Clearly communicate the expected results of the training, ensuring learners understand what success looks like

Train the trainers

• Select experienced trainers: Choose mentors and trainers who possess not only the technical skills required but also the ability to teach and communicate effectively
• Provide trainer development programs: Offer training for trainers that focuses on instructional techniques, communication skills, and how to provide constructive feedback
• Encourage continuous learning for trainers: Trainers should be encouraged to stay updated with the latest industry trends and training methodologies to ensure they are providing the most relevant information

Use standardized materials

• Develop consistent training resources: Create standardized training manuals, guides, and materials that all trainers can use to ensure consistency in the information being taught
• Utilize technology and digital tools: Incorporate e-learning platforms, videos, and interactive modules to provide a comprehensive learning experience
• Regularly update training content: Ensure that training materials are regularly reviewed and updated to reflect any changes in industry standards, company policies or technology

Monitor progress

• Regular check-ins: Schedule regular meetings between trainers and learners to discuss progress, address any challenges, and provide feedback
• Set milestones and benchmarks: Establish critical milestones and benchmarks to track trainee progress. Use these to assess whether learners are meeting the expected learning objectives
• Use assessments and evaluations: Implement quizzes, practical assessments, and performance evaluations to measure the trainee’s understanding and application of the training material

Evaluate and adjust

• Gather feedback from learners: Conduct surveys and feedback sessions with learners to understand their experiences and identify areas for improvement
• Review training outcomes: Analyze the results of the training program by comparing the learners’ performance before and after the training
• Make data-driven adjustments: Use the feedback and performance data to make informed adjustments to the training program. This could include modifying the content, changing the training methods, or reallocating resources
• Implement continuous improvement: Adopt a continuous improvement mindset, regularly revisiting and refining the training program to ensure it remains relevant

How can organizations measure the effectiveness of on-the-job training?

Measure the effectiveness of your OJT initiatives through:

• Performance metrics: Monitoring productivity, error rates, and other key performance indicators (KPIs) before and after training
• Feedback surveys: Collecting feedback from learners and their supervisors about the training experience and its impact
• Retention rates: Assessing whether trained employees stay longer with the company
• Skill assessments: Evaluating the skills of employees before and after training sessions
• Observation and evaluation: Supervisors can observe and evaluate the application of new skills on the job

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The tools and training help any company grow from within, achieve success alongside its people, and build a positive workplace culture:

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• Performance review software
• Career development

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