One of the responsibilities of every leader is to develop themself and develop their team. Job instruction training is a huge part of each person’s development. One of the dilemmas of every supervisor is how to facilitate effective training. Is all the relevant information included? Is the teaching method adequate? Did the trainee learn the most important aspects of the work?
What is Job Instruction Training
The Job Instruction Training teaches supervisors how to train employees to do a job correctly and safely, while it can hit the performance objectives. With this method, the supervisor will learn how to prepare the training to make sure the learning experience accomplishes its purpose. Also, it will learn how to train the team to perform necessary job skills, with an emphasis on how to do the job correctly and safely, reaching the desire productivity level on the new skill(s) as quickly as possible, and reducing waste.
You can think about this program as a “train the trainer” type. The class is divided into two stages, how to get ready to train and how to conduct the training. The following is a summary or outline of what each one includes as per the JI card.
How to get ready to train
- Create a training timetable
- Determine the skills your workers need to perform the task under study.
- Assess which workers already possess each skill.
- Create a timetable detailing by what date you want each employee to learn those skills.
- Determine the skills your workers need to perform the task under study.
- Break down the job into important steps and key points
- Break down the job into important steps and key points using the Job Breakdown Sheet.
- Have everything ready
- Prepare equipment, materials, and supplies for training
- Get all training materials ready in advance and check you have everything you need.
- Prepare equipment, materials, and supplies for training
- Arrange the workplace
- Have the workplace arranged the way workers should keep it.
How to Conduct the Training
- Prepare the worker
- Make the employee feel comfortable.
- Talk about the job and see what the employee knows about it already.
- Get the person interested in the job.
- Make sure the worker is in the correct position (sitting, standing, etc.) to learn the job.
- Present the Job/Operation
- Tell, show, and illustrate one important step at a time.
- Stress each key point and reason; instruct clearly, completely, and patiently, but do not give more information than the person can master.
- Tell the worker how many steps there are in the job.
- Demonstrate the job, step-by-step.
- At the end, demonstrate the entire job again. This time, while performing each step, say what the step is but also mention any key point for that step.
- Do this for each step in the job.
- Demonstrate the entire job again. This time show every step and state each step, key point, and reason.
- Pay attention to the worker.
- Try out Performance
- Once you believe the worker is ready, let the worker try to perform the task.
- Have the employee do the job, step-by-step
- Correct any errors as they come up
- Have the employee do the job again, this time with worker also stating each important step, key point, and reason.
- Make sure the worker understands the job and steps
- Continue until you’re sure he/she knows.
- Have the worker complete the task on his/her own.
- Follow Up
- Release worker from training, make sure he/she knows who to go to for help
- Check in often, see how things are going, observe performance, encourage questions.
- Stop periodic follow-up only when you are100% convinced the worker has mastered the job skill.
Job Instruction Training and PDCA
It is not a coincidence that each section has four steps. They go through a plan-do-see approach or PDCA. The chart below illustrates this point.
This procedure provides a structure for the training program. This standard is clear and simple, as it should be, and you can use it in any industry. If you want to learn more about this, you can read the original session outline and training material from the War Manpower Commission. Try it, and make this procedure your standard for designing and facilitating training.
