On-the-job training: how to benefit from best practices

In today’s competitive job market the importance of skilled graduates is increasing.  Yet, the skills you gain throughout your education may quickly become obsolete or out of date.  To combat this, organizations are investing in on-the-job training for new employees to help them transition to the workplace.

On-the-job training (OJT) is a training method used in workplaces. It’s a practical way to learn the skills required for a role. Unlike off-the-job training, it usually involves hands-on training guided by an experienced employee or trainer. Because you’re ‘learning while doing’, on-the-job training helps you to integrate into the workplace. 

• What are the benefits of training on-the-job?
• What are the types of on-the-job training?
• What is the onboarding process?
• What are the characteristics of effective on-the-job training?
• What are some common challenges encountered during on-the-job training?
• How do you maximize the benefits of learning on the job?
• What is the role of managers and trainers in on-the-job training?
• What is the future of on-the-job training?
• Conclusion
• FAQs

What are the benefits of training on-the-job

• Increased job satisfaction. When you start your training program, you’ll learn firsthand what responsibilities and tasks you’ll be taking on. When you understand how to do a job, you can focus on performing tasks without feeling overwhelmed. By honing your skills, you can boost your confidence and increase your job satisfaction. 
• Career-building skills. Training on-the-job is one of the fastest and most effective ways to gain practical skills and knowledge, because you’re learning by doing. For example, you may train to use new graphic design software and get access to advanced features. Exploring these features can level up your basic graphic design skills. OJT also gives you a chance to practice transferable skills. These skills are useful in building your career, regardless of your chosen field or role. Transferable skills include effective communication, problem-solving, and adaptability. 
• Career growth opportunities. OJT could lead to opportunities to advance in your career path. Doing well on your training program also allows you to make an impression on people who may be in a position to recommend or hire you. Your OJT experience can also help you build your career network.  

What are the types of on-the-job training?

Coaching and mentoring

An experienced employee can act as your coach or mentor and guide you step-by-step through completing a task or assignment. The mentor passes on relevant information and know-how. This training method can also help you to find different approaches to complete a task. 

A coach or mentor can advise you on what to expect in the future for your career path. They can also help you unlock areas for development and opportunities for future growth.  

Job shadowing

Job-shadowing is a training method where you’ll observe another employee go about their routine so you can understand how to do the job. Job shadowing shows you the duties that you may be responsible for. Job shadowing may expand to a side-by-side approach: an employee shows you how a task is done, and you can do it after. This type of training process usually has a set time, typically around a week. 

Cross-training

Cross-training involves learning to perform tasks that may be outside of the usual job responsibilities. This training method develops professional skills that can be useful for future advancement. 

Apprenticeships 

Apprenticeships involve training on-the-job under another qualified professional. The term “apprenticeship” refers to training in a specialized profession or trade. Apprenticeships are often part of formal classroom learning with a fixed training period.

Simulations and role-playing

Simulations and role-playing involve practicing scenarios you may encounter in the workplace. This type of learning process is interactive and experiential. If you are training to be part of an airline cabin crew, you will train in simulated facilities. Drills will take place to check your actions and understanding of necessary skills and procedures.

What is the onboarding process?

Onboarding is the process of integrating a new employee into a company. The onboarding process sets the goals, expectations, resources, and outcomes of your training. 

Steps in the onboarding process

Typically, the onboarding process consists of three steps:

• Orientation
  ⁠The orientation is your formal introduction to the company. You’ll learn about workplace policies such as attendance and use of company resources. You may also receive work tools, ID cards, and access passes.

• Meeting with your manager or trainer
  ⁠Once administrative matters are complete, you'll meet the person responsible for your training. This is when you can discuss the job in detail and learn about your daily tasks and expected outcomes. If you're working with a team, you’ll get to meet your team members.

• Assignment
  ⁠When you’ve completed orientation and have met your trainer, you’re ready to receive your first task or assignment, and being your employee training.

Be aware of what to expect when onboarding. You may experience a learning curve as you get to know the organization, your peers, and your colleagues. Be open and remember to be kind to everyone, including yourself. 

Common onboarding mistakes to avoid

• Lack of planning and organization. Effective onboarding should have a clear plan and structure. You should expect a calendar of activities and a logical progression of tasks. You should also have meetings with key contacts. If you find gaps in your onboarding, ask your trainer for help in getting the information you need.  
• Information overload. Some companies provide all the information an employee needs during the first few days of onboarding. If you feel overwhelmed, try to set your own learning pace. Companies will often have manuals and training materials available. You can ask for access to these so you can review them later. 
• Unclear goals. Onboarding fails when you don't know what you’re expected to achieve. To avoid this, it’s best to clarify what your goals are. Meet with your trainer and ask questions to help you understand your tasks. You can also ask for feedback on what you’ve accomplished so far.

What are the characteristics of effective on-the-job training?

Clear learning objectives

On-the-job training is effective when your learning objectives and outcomes are both clear.

For example, you take part in a role-playing training activity on how to respond to calls from customers requesting refunds. The activity measures your ability to decide which cases are eligible for a refund according to company policy. If you can make this judgment, you have met the learning objectives.

Active employee participation

If you’re an on-the-job trainee, use your time to observe and ask relevant questions. Volunteer to do some tasks yourself, when possible.

For example, you are learning on-the-job to organize an event. Your assignment is to email the invitations. You may volunteer to begin a shared spreadsheet to log RSVPs. This helps you do your job and helps the whole team, too.

Regular feedback and evaluation

Companies usually have established feedback mechanisms that your trainer will explain to you. It could be a progress report document that you both discuss at the end of a week or a regular check-in time. Let’s say you are learning on-the-job to create a website. Your regular feedback sessions may consist of a weekly check-in with your trainer on the pages you finished.

Your feedback sessions should show your strengths and your areas for improvement. 

Practical and relevant training

Effective OJT allows you to gain hands-on experience relevant to the job or industry you are training for. Some jobs require specific skills, such as those in specialized industries. If you are in OJT for one of these roles, ensure that you have the opportunity to practice those skills. 

You can also pick up soft skills, including time management, communication, and negotiation. As much as possible, do your best to develop these job skills during your OJT.

What are some common challenges encountered during on-the-job training?

Time constraints

It takes time to master all the skills needed for a role and your OJT training program may not be long enough to develop all these skills.

In the Philippines, the typical training period is covered by the academic calendar. This may be a semester or two, depending on the school. The probationary period for employees in the Philippines is six months, so a semester of OJT is shorter in comparison.

Lack of resources 

In some companies, there may not be enough OJT spots available. There may also be a lack of qualified persons to serve as coaches or trainers. 

Difficulty in transferring knowledge

While a hands-on approach is helpful for transferring skills, there is still a learning curve for trainees. Some information takes a while to absorb, such as technical and specialized knowledge. 

Inadequate communication

An OJT might not be effective if there isn't enough information exchanged. If a trainer doesn't give regular feedback, trainees might not understand how to do their tasks.

How do you maximize the benefits of learning on the job?

Develop a growth mindset

A growth mindset, according to an article from the Harvard Business Review, can help you develop  talents “through hard work, good strategies, and input from others.” 

During on-the-job training, you expect to learn new skills. However, you may encounter challenges, so prepare to step out of your comfort zone and try new ways of working.

Be open to feedback. Remember that the more you are challenged, the more you’ll learn. 

Communicate effectively with your trainers

Effective communication is an essential skill, whether at work or in your personal life. To communicate effectively, practice clarity, correctness, completeness, conciseness, and compassion. Be open and honest about your challenges during your training. Be receptive to directions and corrections. 

Ask questions and seek feedback

You can maximize your on-the-job training by having regular check-ins with your trainer. Take advantage of resource persons within reach. Ask them questions about the job and listen to their advice and tips.

Take ownership of your learning

The company and your trainer are transferring valuable skills to you during your OJT. Your access to their time and expertise is priceless. However, it is up to you to maximize this opportunity. 

Observe the working styles and habits of existing employees that you want to emulate. Adapt what you learn from them to your job. Volunteer for tasks that stretch your knowledge or challenge you. 

What is the role of managers and trainers in on-the-job training?

Managers and trainers play a vital role in on-the-job training as they usually have significant input on training programs. Your manager or trainer should ensure you have everything you need to learn, including materials, software, and equipment.

Your managers and trainers will observe you during your on-the-job training. They can assess your strengths and weaknesses and provide constructive feedback.

Managers and trainers spot your potential and areas of interest. If you’re performing well in your OJT, they can encourage you and make recommendations. They can or create opportunities so you can develop your skills and competence. 

What is the future of on-the-job training?

In recent years, the future of work has become more common in the Philippines. The trend is towards becoming more digital, and with this so will the future of on-the-job training.  

Immersive technologies like augmented and virtual reality (VR) can make OJT practical and measurable while in a safe environment. VR can also provide shared workspaces for people without them being in the same physical space. This allows teamwork and learning to develop across different geographical locations.

While the future of work changes, on-the-job training remains an essential part of career-building, even if the delivery mode evolves. 

Conclusion

On-the-job training paves the way for you to succeed in your chosen field. It can also provide you with opportunities to advance your career. To make the most of your on-the-job experience, maintain a growth mindset and take charge of your own learning. Learn how to communicate effectively with your trainers, remember to ask questions, and seek feedback. 

In the future, on-the-job training may be increasingly delivered online, through augmented or immersive reality. Keep in mind that while the way you experience your OJT may change, the basic principles remain the same.

FAQs

1. What is on-the-job training?
   ⁠On-the-job training (OJT) is a hands-on, practical way of learning the skills required to do a job.  
   ⁠
2. What are the benefits of on-the-job training for employees?
   ⁠OJT may increase job satisfaction, help you gain new skills, and provide career advancement opportunities.
   ⁠
3. What are the different types of on-the-job training?
   ⁠The different types of on-the-job training are coaching and mentoring, job shadowing, cross-training, apprenticeships, and simulations and role-playing.
   ⁠
4. What is the onboarding process?
   ⁠The onboarding process consists of steps that integrate employees into the workplace. 
   ⁠
5. What are the characteristics of effective on-the-job training?
   ⁠Effective on-the-job training has clear learning objectives, active employee participation, regular feedback and communication, and practical and relevant training.
   ⁠
6. What are some common challenges with on-the-job training?
   ⁠Lack of time and resources are common challenges with on-the-job training, as well as difficulties in transferring knowledge and inadequate communication. 
   ⁠
7. How can employees maximize the benefits of on-the-job training?
   ⁠Employees can make the most of their on-the-job training by developing a growth mindset, communicating with trainers, asking questions and seeking feedback, and taking ownership of learning.
   ⁠
8. What is the role of managers and trainers in on-the-job training?
   ⁠Managers and trainers create a positive learning environment, provide constructive feedback, and encourage continued learning and development. 
   ⁠
9. How is on-the-job training evolving in the future?
   ⁠On-the-job training will increasingly be delivered digitally and remotely in the future, incorporating the use of augmented and virtual reality. 
   ⁠
10. What is the difference between on-the-job training, internship, and work immersion?
    ⁠In the Philippines, on-the-job training and internship are synonymous. While both refer to practical training in workplaces, OJT is in preparation for assuming the job. 
    ⁠
    ⁠Internships are a partnership between an educational institution and a company and are part of a requirement to complete their field of study. 
    ⁠
    ⁠Work immersion is provided by educational institutions to introduce their students to the workplace in an industry within their line of study. 
    ⁠
11. How long does on-the-job training usually last?
    ⁠OJTs are usually as long as an academic semester. It can also be equivalent to the probationary period within a company, or six months. OJTs can also be determined by the company and can last between three to six months. 

Ready to start your on-the-job training? #SEEKBetter and look for OJT opportunities on JobStreet. Get ready and learn more through our Career Advice page.