Some of the best learning doesn’t happen in a classroom—it happens on the job.
But here’s the thing: just because people are learning while working doesn’t mean it’s intentional. And without intentional design, on-the-job training (OJT) can quickly become a game of “follow someone around and hope you catch on.”
If you’ve ever been told “just shadow me for a bit,” you know exactly what I mean.
When instructional designers step in to support OJT, we bring clarity, structure, and strategy—while still keeping things hands-on and workplace-relevant.
Let’s talk about how to design OJT that empowers employees, respects mentors, and actually builds competence—not just compliance.
1. Start with Clear Learning Outcomes (Yes, Even for OJT)
Before anyone gets handed a clipboard or keys, make sure you’ve defined:
- What learners should be able to do by the end of the training
- Which tasks are essential (and which are “nice to know”)
- How performance will be evaluated
Think of it like backwards design for the workplace:
If this person will be doing X task in Y situation, what do they need to learn to get there?
2. Use Structured Checklists—Not Just Verbal Instructions
OJT often happens fast, and details can fall through the cracks.
✅ Create role-specific checklists or task matrices
✅ Include both observable tasks and soft skills (e.g., “Greets customer professionally”)
✅ Let both the trainer and trainee check off what’s covered
✅ Add “Observed/Assisted/Performed” columns to show progress
It’s not micromanagement—it’s memory support.
3. Blend Learning Modalities Where Possible
Even though OJT is hands-on, it doesn’t have to be only hands-on.
🔄 Blend in:
- Job aids or quick reference guides
- Short how-to videos
- Step-by-step screenshots
- Mobile-accessible tip sheets or SOPs
- Pre-shift huddles or daily refreshers
This allows for just-in-time learning and just-in-case resources.
4. Pair Learners with the Right Mentors
Not everyone who’s good at a job is good at teaching it.
✅ Choose patient, respected employees who model both task skills and soft skills
✅ Provide a quick “how to train” session for mentors
✅ Clarify expectations: What should mentors do vs. what should they let the learner try?
Support your trainers as much as your trainees—they’re instructional partners, not just bodies.
5. Encourage “See One, Do One, Teach One”
This model works beautifully for OJT:
- See One – Watch the task being performed
- Do One – Try the task with support
- Teach One – Explain or demonstrate the task to someone else
When learners can teach a task, they’ve internalized it. Bonus: This creates peer teaching loops that reinforce learning.
6. Build in Reflection and Check-Ins
Don’t assume “no news is good news.”
Create space for learners to:
- Ask questions
- Debrief new tasks
- Reflect on what went well or what’s still fuzzy
- Receive feedback (and not just at the end)
💬 Even a 5-minute check-in at the end of a shift can surface valuable insight.
7. Track Progress with Simple, Visible Tools
Avoid the “did we cover that?” guessing game.
Try:
- Digital forms for logging completed tasks
- Progress dashboards tied to key milestones
- Simple sign-offs from trainers
- Visual timelines or badges for motivation
🎯 Transparency helps learners know where they stand—and helps you ensure consistency across trainees.
8. Assess Competence, Not Just Completion
Finishing training isn’t the same as being job-ready.
✅ Include performance-based assessments
✅ Use observation + checklist + feedback combo
✅ Ask: “Would I trust this person to do this task solo tomorrow?”
If the answer is “not yet,” that’s not a failure—it’s a flag for more support.
Wrapping It Up: Structure + Flexibility = Effective OJT
On-the-job training should feel like onboarding, not improv.
With the right design, it can be practical, personalized, and powerful—without being overwhelming.
Because when people learn better while doing, they don’t just retain knowledge—they gain confidence.
🐾 Your Turn!
What’s the best (or most chaotic) on-the-job training experience you’ve had? Drop a comment or tag @SilverCalicoLLC—we’d love to hear what worked and what didn’t!