Designing Job Aids

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These are slides for a class I teach to new trainers about how to create job aids to support the training they deliver.

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  • Morning everybody. I'm really glad to have the opportunity to work with you this morning! Marsha & Stacey & I have been talking about how we could best support your efforts in training your peers. We know from experience that one thing that can really set up trainers for success is having good materials. So we wanted to provide some training in developing materials - in this case, job aids. So in the next half an hour or so, I'm going to share some steps and some tips for creating effective job aids. The focus during this session will be on the design of job aids - determining the content and structure. Next time we get together, we'll work on the development of job aids - actually creating the tool using MS Word.
  • Have any of you been in the situation of finding yourself frustrated because a coworker wasn’t doing their job correctly? I know for a fact some of you have – I’ve spoken with you about it. While there are many benefits to developing effective job aids, many of you are going to find that the biggest bang for your buck is in standardizing procedure.
  • We’re going to start by looking at some common job aid formats, and then learn a 6-step process for designing a job aid.
  • The focus of this session and the next one is on the first type: steps. But I'd like you to keep an open mind when you find yourself in the position of wanting to develop something, and not limit yourself to the format on which we are focusing. can also have hybrids
  • Tell me some things that u know about your learners Under what conditions might your job aid be used What formats might be effective for what you develop?
  • So I get this assignment from my boss. She says, “Develop a job aid for how to change a tire”
  • Securely replace a flat tire with a spare when pulled over on the side of the road.
  • Send a complete message to its intended recipient.
  • So you have thought about how the job aid will be used, and you have gathered information that might be helpful in its development. Now it’s time to do a brain dump!
  • Take a moment to look over this list. What are some topics we might remove? What’s missing? How might we chunk this information? What might make sense in terms of sequencing?
  • All 4 teams complete the following steps: What are some topics we might remove? What’s missing? How might we chunk this information? What might make sense in terms of sequencing? My take on chunks & sequence Create message Address message Compose message Send message On flipcharts – all 4 teams display their topics in order. Don’t need to discuss or make them present, but ask them to look at each other’s lists & do they have any questions?
  • What does it look like & what does it say? Keep the information as simple and concise as possible. Present the information in small pieces. Write short sentences and use short words to describe or list the steps, processes, calculations, or decisions that need to be made. Which sentence do u like better: “ Begin the procedure by using your right mouse button to click the hyperlink” or “Right-click the link” Give me some examples of action verbs.
  • Designing Job Aids

    1. 1. Designing Job Aids Chris Petrizzo, Employee Development Manager
    2. 3. Objective <ul><li>Design Simple And Effective Job Aids. </li></ul>
    3. 4. Benefits <ul><li>Organizes Training Delivery </li></ul><ul><li>Enhances Interest </li></ul><ul><li>Enhances Retention </li></ul><ul><li>Facilitates Training Transfer </li></ul><ul><li>Standardizes Procedure </li></ul>
    4. 5. Overview
    5. 6. Common Job Aid Formats <ul><li>Step-by-step </li></ul><ul><li>Forms And Worksheets </li></ul><ul><li>Decision Tables </li></ul><ul><li>Flow Charts </li></ul><ul><li>Checklists </li></ul><ul><li>Reference Sources </li></ul><ul><li>FAQ </li></ul>
    6. 7. 1. Plan - Usage <ul><li>Who are my learners? </li></ul><ul><ul><li>Newbies/Veterans? </li></ul></ul><ul><ul><li>Subject matter knowledge? </li></ul></ul><ul><ul><li>Comfort with English, numbers, etc.? </li></ul></ul><ul><li>How will the job aid be used? </li></ul><ul><ul><li>Frequency of use? </li></ul></ul><ul><ul><li>Pressure/Speed? </li></ul></ul><ul><ul><li>User input required? </li></ul></ul><ul><li>What might be an appropriate format? </li></ul><ul><ul><li>Format – Step-by-Step, etc. </li></ul></ul><ul><ul><li>Medium – Word? Excel? PowerPoint? WiKey? </li></ul></ul>
    7. 8. Usage: Changing a Tire <ul><li>Who are my learners? </li></ul><ul><li>How will the job aid be used? </li></ul><ul><li>What might be an appropriate format? </li></ul>
    8. 9. 1. Plan - Objective <ul><li>Desired Results </li></ul><ul><ul><li>Begin With The End In Mind! </li></ul></ul><ul><ul><li>What Do They Need To Know/Do? </li></ul></ul><ul><li>Elements: </li></ul><ul><ul><li>Performance – What Will The Learner Be Doing? </li></ul></ul><ul><ul><ul><li>Action Verb – Visible/Audible </li></ul></ul></ul><ul><ul><li>Conditions – What Conditions Will You Impose? </li></ul></ul><ul><ul><ul><li>Context/Circumstances </li></ul></ul></ul><ul><ul><li>Criterion – How Will You Recognize Success? </li></ul></ul><ul><ul><ul><li>Quality/Speed </li></ul></ul></ul>
    9. 10. Objective: Changing a Tire <ul><li>Performance </li></ul><ul><li>Condition </li></ul><ul><li>Criterion </li></ul>
    10. 11. Planning A Job Aid For Composing A Lotus Notes E-mail <ul><li>Fill in Job Aid handout </li></ul><ul><ul><li>Usage – Teams 1 & 3 </li></ul></ul><ul><ul><ul><li>Who </li></ul></ul></ul><ul><ul><ul><li>How </li></ul></ul></ul><ul><ul><ul><li>What </li></ul></ul></ul><ul><ul><li>Objective – Teams 2 & 4 </li></ul></ul><ul><ul><ul><li>Performance </li></ul></ul></ul><ul><ul><ul><li>Condition </li></ul></ul></ul><ul><ul><ul><li>Criterion </li></ul></ul></ul>
    11. 12. 2. Gather <ul><li>What Existing Information Is Available? </li></ul><ul><ul><li>Policy & Procedure </li></ul></ul><ul><ul><ul><li>WiKey </li></ul></ul></ul><ul><ul><ul><li>Word Docs </li></ul></ul></ul><ul><ul><ul><li>File Drawers </li></ul></ul></ul><ul><ul><ul><li>Sticky Notes </li></ul></ul></ul><ul><ul><ul><li>Cocktail Napkins </li></ul></ul></ul><ul><ul><li>Subject Matter Experts? </li></ul></ul>
    12. 13. 3. Brainstorm <ul><li>What Topics & Steps Might Be Included Based On Planning? </li></ul>No Judgment!!
    13. 14. 4. Organize <ul><li>What's Important? </li></ul><ul><li>What's Missing? </li></ul><ul><li>Chunking </li></ul><ul><li>Sequencing </li></ul><ul><ul><li>Chunks </li></ul></ul><ul><ul><li>Within Chunks </li></ul></ul>
    14. 15. Organize: Changing a Tire <ul><li>Snow Tires vs. All Season Tires </li></ul><ul><li>Where To Buy Tires </li></ul><ul><li>How Tires Are Made </li></ul><ul><li>Operating A Jack </li></ul><ul><li>Loosening Lug Nuts </li></ul><ul><li>Pulling Over Safely </li></ul><ul><li>Evaluating A Tire's Condition </li></ul><ul><li>Inflating A Tire </li></ul><ul><li>Soliciting Roadside Assistance </li></ul><ul><li>Raising A Car </li></ul><ul><li>Positioning A Jack </li></ul>
    15. 16. Organizing A Job Aid For Composing A Lotus Notes E-mail <ul><li>Spell Checking </li></ul><ul><li>Addressing </li></ul><ul><li>Subject </li></ul><ul><li>Creating </li></ul><ul><li>Inserting Attachments </li></ul><ul><li>Formatting Text </li></ul><ul><li>Launching Lotus Notes </li></ul><ul><li>Adding A Contact </li></ul><ul><li>Copying Text </li></ul><ul><li>Closing Lotus Notes </li></ul><ul><li>Using Instant Messaging </li></ul><ul><li>Inserting A Signature </li></ul>
    16. 17. 5. Format <ul><li>Develop Job Aid In Chosen Format Using Applicable Tool – Next Time!!! </li></ul><ul><li>Choice Of Words </li></ul><ul><ul><li>Fewer Is Generally Better </li></ul></ul><ul><ul><li>Action Verbs </li></ul></ul><ul><ul><li>Consistency – e.g. “Click”, “Select”, “Push”, “Hit” </li></ul></ul>
    17. 18. 6. Evaluate <ul><li>Learners </li></ul>Management Subject matter experts
    18. 19. Summary <ul><li>Steps: </li></ul><ul><li>Plan </li></ul><ul><li>Gather </li></ul><ul><li>Brainstorm </li></ul><ul><li>Organize </li></ul><ul><li>Develop </li></ul><ul><li>Evaluate </li></ul><ul><li>Next Time: </li></ul><ul><li>Fill In Job Aid For A Topic You Might Need To Teach </li></ul>

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