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How To Create Effective Job Aids

    Job aids, the meaning is hidden in the phrase. Aids or means that help you perform a specific job is a job aid. In other words, job aids are simple, clear instructions on how to perform a specific task at work. These are used as performance boosters and are commonly known as cheat sheets, checklists, directions, etc. 

    Job aids are any form of visual or verbal information that a team member can use to perform their job. They are used for training new employees, refreshing the memory of current employees, and in some cases, making a task more manageable. A job aid is anything from a PowerPoint presentation to a video tutorial on YouTube to an instruction manual or a list of dos and don’ts. Many people don’t realize how vital job aids are for an organization. Here are just some of the ways organizations can benefit from using job aids:

    • Productivity: A job aid is something that speeds up a process. In most cases, a job aid is a document that will guide a team member with a task. Job aids are designed to make the job easier for employees, and therefore, enhance their productivity.
    • Efficiency: Job aids are printed tools that help increase the efficiency of employees when they are carrying out specific tasks. They can help avoid or eliminate errors and create consistency in tasks. 
    • Training: If you are an employer, you know the importance of having well-trained employees. It’s easy for new hires to get overwhelmed with all the information that needs to be learned on their first day or week of work. Job aids can be used as additional training tools for existing employees. They are a great way of making sure all team members have the information they need to do their job correctly and competently.

    These job aids come in handy when the task is not performed frequently, is difficult to learn, and is highly important. Missing on steps to complete the job and making mistakes can be completely avoided with the help of these job aids. Thus, one should consider the following points while creating these job aids:

    • Should be written in detail considering the learners with lower skill sets.
    • Instructions mentioned in words should be reinforced by including relevant pictures
    • Action verbs should be dominating the job aid rather than adjectives and adverbs.
    • Any changes should be updated without any delay.
    • Follow different formats for different tasks for example you can use flowcharts, checklists, worksheets, etc. based on the kind of job.

    How to create effective job aid?

    The purpose of creating job aids is to solve the problem of the learner. Thus it should be crisp with no fluff and to the point. You can create simple, straight forward and visually appealing job aids by using a combination of instructional design and user-experience design. To help you achieve all these, visiting online platforms, such as https://www.etq.com/platform/, could be a great option. You can use some of the following tips to create effective job aids.

    Collate required information: 

    Start with talking to a subject matter expert to understand the complete process. Interview some of the employees and gather information online. Knowing all the steps of the process and the skill level of the employees will lead to understanding and knowing your audience.

    Analyze the collected information to know what the employees need to know to achieve their goals. Create content that is crisp and includes only the required information. Start with creating an outline by putting the information in listicle form. Be concise, remove unnecessary information. 

    Choose the structure:

    Following are the commonly used structures:

    • Checklist: The list of all the required tasks is made with the intention of completing all the tasks irrespective of the sequence. For example, such job aids can help ensure safety measures even if the employees have memorized them. Ensuring the internal audit and paperwork completion of a new hire can be complete with the checklist.
    • Step-by-step: When a task is to be in a particular sequence, this job aid works well. Relevant figures with word explanations are the best way to represent these job aids. For example, handwash instructions on the wall in the healthcare centers.
    • Template: It is the format representing how the task is to be performed. This ensures consistency and reduces completion time. For example, making an email template to share the product information with the customer.
    • Flowchart: This format is useful when the learner or the employee needs guidance to follow the process in case s/he finds themselves stuck between two options. The use of boxes and arrows represents the sequential steps to be followed. For example, creating a standard operating procedure for onboarding.

    Putting it together: The content to be displayed should now be collated keeping in mind that for an effective job aid, less is more. With your creative instinct and user experience design, put together the information that is visually pleasing. Ensure that the text is in readable size and font. Differentiate the steps/points by using different colors. Use 3-4 colors only to avoid giving it a messy look. Ensure that the included graphics are clear and legible.

    Conclusion: By using the learning experience tool from Bridge LMS, creating job aids becomes easier and simpler. The job aids can even be created for training that can reduce the classroom training time and encourage self-learning by performing the training tasks with the help of these job aids. Share your views and experience in the comment box!

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