Job Aids Versus Instruction

Instruction is similar to a job aid, but is more of a planned process to enable learners to acquire a necessary skill to enhance ability. The purpose of instruction is for the material to become part of the learner's long term memory, to be called upon later for instantaneous results. Job aids are designed to direct more immediate performance, as the need to know arises. Also, while job aids provide instantaneous information for a particular task, instruction involves presentation, practice, and feedback pertaining to the information to be mastered.

Under what circumstances should a job aid be used? Some answers are:

When performance is infrequent
When the situation is complex
When the consequences for error are high
When it becomes necessary to access vast or changing bodies of knowledge
Where there is high turnover or task simplicity
When there are not significant resources to support training

Job aids are not perfect for every situation though. Job aids would be inappropriate:

When credibility would be damaged
When speed/automaticity are essential to a task
When unpredictable situations occur
When masterful performance is needed
When employees are unaccustomed to consulting references
When employees are not motivated to try hard

So, why not just send everyone to a bunch of classes and then everyone will know it? Well, if you like profit, instruction is not always the answer. In an organization, resources are lost when you send employees to an all day class. This is not to say that instruction is bad for concepts which must become second nature to the individual, but to describe a process for filling out a form which may be used once every few months, a job aid would be more appropriate. Suppose you were involved in this explosive situation:

You were hired three months ago as a chemistry assistant in a company that makes high powered explosives. When you were hired, you were led through the company tour, and attended an all day training session to learn your job. Unfortunately, this week, the head chemist took a vacation and you have been asked replicate the new Ultra-Boom explosive for a demonstration. What is worse is that since your initial training you have never used the lab equipment, and any mistake would result in a premature demonstration of Ultra-Boom's capabilities.

What should you do now? Additional training would be great... that is if you had the time and your managers were willing to expend the resources. You need an immediate solution and there is no margin for error. Clearly, a job aid that could show you how to carefully prepare for the demonstration would save the day and the building.