Are your employees struggling to access the right information at the right time? Do you want to improve workplace productivity? The solution is simple: job aids. These handy tools provide employees with concise instructions and helpful information for job-related tasks. In this article, we’ll explore job aid templates and offer tips to help you create effective job aids that will enhance productivity in your workplace.
What is a job aid?
A job aid is any material that contains instructions on how to perform a task. These materials can include reference guides, flashcards, cheat sheets, videos, and more. Job aids are designed to provide employees with the right information on demand, thereby preventing mistakes and boosting productivity. It’s important to note that job aids are not a replacement for job training; rather, they supplement training and provide additional support to employees.
The Elements of a Successful Job Aid
To create a successful job aid, there are five essential elements to consider:
Crystal-clear job aid copy
The content of your job aid should be crisp and concise. Avoid vague and unnecessary information. Consult with subject matter experts to fully understand the process, and then write clear instructions that eliminate any ambiguity. Divide the information into critical tasks and information, as well as important but non-essential tasks and information. By prioritizing the most critical information, you ensure that employees can quickly access the necessary details.
Consistent layout and design elements
Consistency is key when it comes to the layout and design of your job aid. A consistent design helps eliminate distractions and allows employees to easily follow and comprehend the information. Use the same terminology throughout your job aid to describe actions and instructions. Additionally, consider the visual design of your job aid. Use screenshots, illustrations, icons, and other visuals to enhance the content and make it more engaging.
Visual appeal
Visual elements play a crucial role in making your job aid more effective. Humans process and respond to visuals faster than words, so it’s important to include high-quality and relevant visuals in your job aid. Strike a balance between text and visuals to ensure that the content is not overwhelming. Remember, the purpose of visuals is to convey information and reduce text density, not to replace it entirely.
Job aid tools
Using reliable process documentation tools can simplify the creation of job aids. These tools help with organizing and customizing the content, making the process more efficient. For example, Scribe is a tool that can generate engaging and effective job aids within minutes. It allows you to document workflows, add screenshots and instructions, and easily share the job aid with your employees.
Easy accessibility
Consider how your employees will access and use the job aid. If your employees work remotely, publish the job aid in a digital format and share it through direct links or embed it on your company’s website. For tasks that require physical equipment, provide printed copies of the job aid near the equipment. The goal is to ensure that employees can easily access and use the job aid when needed.
Tips for Making Your Job Aids More Effective
Now that you understand the core elements of a successful job aid, here are three additional tips to enhance their effectiveness:
1. Prioritize relevant information
Ensure that the information in your job aid is relevant to your employees and the task at hand. Avoid including unnecessary or theoretical information that may frustrate employees. Analyze your audience and task to understand their existing knowledge, demographics, and education level. Set the context for your employees by providing information that they can understand, retain, and process quickly.
2. Match the format to the content
Choose the right job aid format based on the content and the preferences of your employees. There are various formats to choose from, including step-by-step processes, flowcharts, decision tables, checklists, videos, and reference guides. Consider the nature of the task and how employees would best engage with the content. Select a format that aligns with the information and makes it easy for employees to follow.
3. Follow the CRAP principle of design
To improve the design of your job aid, follow the CRAP principle: Contrast, Repetition, Alignment, and Proximity. Add contrast between headings and text to distinguish different sections. Use repetition to maintain a consistent design throughout the job aid. Ensure alignment between elements to create a visually pleasing layout. Group similar information together to allow employees to easily understand the connection between different pieces of content.
Job Aid Templates to Get You Started
To help you get started, here are two job aid templates that you can customize based on your specific content and employee preferences:
1. Standard job aid template
This comprehensive template includes sections on job overview, procedures, checklists, and references. It can be used for any role or task, providing clear and concise instructions for your employees.
2. Checklist job aid template
This template is specifically designed for HR onboarding and allows you to keep track of tasks for specific time periods. It adheres to the CRAP principles, ensuring clear contrast, repetition, alignment, and proximity in its design.
For more inspiration and examples of job aids, check out Scribe’s extensive gallery, which includes how-tos, reference guides, and step-by-step tutorials.
Are you ready to empower your employees and enhance your training programs? Get started with Scribe and create your own job aid within minutes. Visit Zenith City News to learn more and access our free job aid creation tool.
