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Job aids are one-sheet digital or printed “parting gifts” some corporate trainers provide learners at the end of a training session.  Job aids (such as the downloadable example at the end of this article) remind learners of the important information or process steps described in the training and serve as useful, easy-to-use references that can be leveraged on the job to:

1. Scaffold novice learners’ ability to perform the skills on which they were just trained, and
2. Remind expert learners who are familiar with a basic process of important information or scenarios that are infrequently needed.

Effective job aids exhibit most or all of the following 10 characteristics. They:

1. Bridge the gap between training and documentation.

Job aids provide important steps or other information in highlight form, not explanations or full details. (Explanations and details are the role of formal documentation.)

2. Are no longer than one page.

To balance the need to maximize content with the need to present that content in a visually appealing, easy-to-read way, experiment with:

• portrait vs. landscape orientation
• margin size (narrow margins are often just fine)
• font face (some fonts pack in far more words per line than others)
• font size (keep in mind that the screen sizes vary and that the job aid may be printed and posted on the wall of a cubicle)
• distilling the message to its essence (edit, edit, and then edit some more)

3. Use terms accurately and consistently.

Because job aids are designed to support quick information lookup at point of need, minimize the use synonyms, abbreviations, and acronyms, all of which can negatively affect comprehension.

4. Are clear, concise, and complete.

Don’t leave out important steps or information. If you can’t craft a message both complete and concise enough to fit on one page, consider delivering it in a format other than a job aid.

5. Refer to additional supporting information if necessary.

Provide URLs to in-depth documentation or contact information to support learners who want to ask questions or need to know where to find more details.

6. Can be useful as a “CliffsNotes” version of the training.

In some scenarios, well-executed job aids may be able to serve as a training substitute for expert or tenured audiences who already know a process or content area, but can’t be expected to recall brand-new or rarely-used details.

7. Are easy for learners to consume in stressful situations at point of need.

The text on a job aid must be appealingly laid out, easy to read, and logically organized. To achieve these goals, use simple fonts, ample white space, and bulleted or numbered lists. Busyness distracts readers from making meaning, so minimize the use of textual emphasis (color, italics, bolding, underline) or skip it altogether.

8. Are printable.

Delivering a job aid in digital format is fine; delivering it digitally in PDF format is better. PDF job aids can be consumed online or, if audiences choose, printed and taped up on a wall. Bonus: Unlike files in a word processing format, files in PDF format require specialized software to edit and so are tough for audiences to alter accidentally.

9. Are visually distinct.

Because today’s worker is often bombarded by a dizzying array of information presented in just about every conceivable form on the daily, a distinctive job aid is easier for learners to differentiate, recall, and locate, and may even help drive recall of job aid content. There’s no need to add elaborate icons or apply complicated color schemes; in fact, too much decoration can actually distract learners. A simple color bar can do the trick.

10. Feature a unique, meaningful footer.

In small font at the bottom of the job aid, always include the document name, publication date, and document version. Doing so allows learners to identify quickly whether they have the latest version; supervisors to request more copies as necessary; and the training team to identify, edit and maintain the job aid efficiently over time.

The bottom line

Feel free to download this job aid about job aids and share it with your team!  (With apologies to Kramer’s “coffee table book about coffee tables.”)

What’s YOUR take?

Do you have any tips for creating, distributing, or maintaining job aids? Please considering sharing your experiences in the comment box below.

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