OFF THE JOB TRAINING

What Is Off-the-Job Training?

On-the-job training (widely known as OJT) is an important topic of human resource

management. It helps develop the career of the individual and the prosperous growth of the
organization. On the job training is a form of training provided at the workplace. During the
training, employees are familiarized with the working environment they will become part of.
Employees also get a hands-on experience using machinery, equipment, tools, materials, etc.
Part of on-the-job training is to face the challenges that occur during the performance of the
job. An experienced employee or a manager is executing the role of the mentor who through
written or verbal instructions and demonstrations are passing on his/her knowledge and
company-specific skills to the new employee. Executing the training on at the job location,
rather than the classroom, creates a stress-free environment for the employees. On-the-job
training is the most popular method of training not only in the United States but in most of
the developed countries, such as the United Kingdom, Canada, Australia, etc. Its
effectiveness is based on the use of existing workplace tools, machines, documents and
equipment, and the knowledge of specialists who are working in this field. On-the-job
training is easy to arrange and manage and it simplifies the process of adapting to the new
workplace. On-the-job training is highly used for practical tasks. It is inexpensive, and it
doesn't require special equipment that is normally used for a specific job. Upon satisfaction of
completion of the training, the employer is expected to retain participants as regular
employees.

Many employers offer training to help their employees improve performance. Both off-the-
job and on-the-job training can help employees develop necessary professional skills.
Understanding what off-the-job training is, what it entails and how it can benefit your career
can give you a better idea of what to expect with this learning style.

Off-the-job training refers to an education method where employees learn more about their
job or the latest advancements in their field at a location away from their workplace. This
type of training essentially helps employees perform their job more efficiently. Unlike on-
the-job training, off-the-job training can take place near the workplace or somewhere further
away, such as at a resort or at a training center. When employers hold training away from the

1
workplace, it helps minimize distractions so employees can fully focus on the material they're
learning.

During this type of training, employees express their views and opinions and explore new
ideas to bring to the workplace. Before the conclusion of the training, employees typically
receive some form of evaluation. For example, they may receive an evaluation that tests their
understanding of the knowledge the instructor taught them during the off-the-job training.
The evaluation measures the performance and participation of each trainee.

8 off-the-job training methods

Off-the-job training takes many forms, often dependent on your industry or job. Knowing
what each method entails can help you better understand what to expect. Here are some off-
the-job training methods:

Classroom lectures

Also known as the lecture method, classroom lectures often train white-collar or
management-level employees. This type of off-the-job training takes place in a classroom-
like environment and involves a trainer providing instruction in a lecture format. Trainees
learn crucial skills needed for their jobs, get to know their job responsibilities and have the
opportunity to get their questions answered by experts. In addition, classroom lectures may
teach trainees the administrative or management aspects of their job, make them aware of
certain procedures or provide them with instruction on a certain subject matter.

Audio-visual

Trainees who receive off-the-job training through an audio-visual method learn the material
through the use of various media such as films, television, video and presentations. Education
institutions often use this method to help students remember the learning material more
easily. In the corporate world, customer care center employers often administer this type of
training to their employees to teach them how to interact and behave with customers.

Simulation

With the simulation method of off-the-job training, trainees get trained through equipment or
a machine that resembles what they'd use in the field or on the job. The simulation method
helps them prepare for handling the equipment and machines in real life. Typically, this

2
training method is reserved for employees who handle expensive machinery or equipment.
For example, an airplane pilot may undergo simulation training to help them get ready for
flying an airplane. Since airplanes are expensive, an employer may not allow trainees to train
using a real airplane in order to avoid costly damage or to avoid putting the trainee's life in
danger. Instead, they'll use a simulator to keep costs low and keep the trainee safe.

Vestibule training

Technical staff, office staff and employees who handle tools and machinery typically undergo
vestibule training. Trainees learn about the equipment they'll use on the job. However, unlike
on-the-job training, vestibule training takes place away from the workplace. This means the
tools and equipment used for vestibule training are available at the training location.
Employers typically administer this type of training to introduce their employees to new or
advanced tools and machinery they want them to use to perform certain duties related to their
job.

Case studies

With this method, trainees receive a situation or problem in the form of a case study that
pertains to their field. In other words, they receive a written description of a real situation that
previously occurred. They're then instructed to analyze the situation and provide their
conclusions in a written format. Training instructors then review the pros and cons of each
option to help trainees improve their decision-making skills.

Role-playing

Often reserved for customer service professions, role playing involves trainees taking on
roles and acting out certain situations to help them better understand the learning concepts.
Trainees act as if they're facing the situation and having to solve it without guidance or prior
rehearsal. Role players have to quickly respond to the ever-changing situation and react as
they would to the situation in real life. This off-the-job training method essentially involves
realistic behavior in a hypothetical circumstance. Examples of situations trainees may face
include hiring, discussing a workplace problem or making a sales pitch to a customer.

3
Programmed instructions

The programmed instructions method involves a series of steps with bits of knowledge and a
mechanism for presenting the series and measuring the trainee's knowledge. Trainees receive
questions in a sequence and receive a sign when they answer each question correctly.
Training instructors may use manuals or books to carry out this off-the-job training. The
programmed instructions method is often used to teach information regarding subjects like
math or physics.

Management games

Management games provide trainees with a fun and competitive way to learn. With this type
of off-the-job training, trainees split up into teams of approximately five or six people. Each
team then competes in a simulated marketplace. For example, they may have to decide how
much inventory to maintain or how much to spend on advertising. It's worth noting that the
teams don't have knowledge of the other teams' decisions. Management games help trainees
get involved, while also developing their problem-solving skills and helping them with the
planning process. Trainees also learn leadership, teamwork and organization skills as they
have to organize their groups themselves and foster a sense of collaboration to get the job
done.

Off-the-job versus on-the-job training

There are two methods used for training new employees: on-the-job training and off-the-job
training (training simulation). Both methods are effective; however, they are very different
and require specific measures. On-the-job training refers to the training provided at the job
location by an experienced supervisor or manager who is passionate about their job and will
relay the information to the newly hired, whereas the off-the-job method involves giving
training to the employees at a place other than the real job location, where simulations,
videos, and tests are replacing the human interaction. Off-the-job training is usually executed
by an outsourced vendor outside of the company.

On-the-job training is when employees observe the processes and procedures that their
employer uses to create an efficient and effective workplace. Whether that is learning how to
operate specialized machinery and equipment or observing methods that facilitate the
employee to perform specific jobs. Usually, this is done by shadowing an experienced
employee who can give hands-on instructions and training, which can help develop the skills

4
and knowledge needed to carry out roles in the company effectively. On-the-job training is a
cheaper option as companies usually do not need to pay for external professional
development classes, instead employees gain knowledge from within their workplace. Unlike
On-the-job training, Off-the-Job training requires employees to train away from their
workplace. Usually, this is in the form of classes, lectures, and sometimes role play. Off-the-
job training takes more time and is most often expensive as the company is required to hire
external trainers or pay for conferences and classes. Most companies prefer on-the-job
training rather than off-the-job training because it is cheaper, and the company can train their
employees based on their requirements. Additionally, companies can train their employees on
specific company policies while teaching them hands-on. Companies prefer hands-on
learning because it helps individuals retain more information, which, as a result, would cause
fewer errors.

On-the-job training plan

On the job is a form of investment in human capital. In order to be executed efficiently, it

needs a good on-the-job training plan in place. The initial cost for the company is the time
spent on training and the resources used, such as trainee time and equipment. When the
training plan is well executed, the return on investment for the company is imminent and the
result is an increase in productivity. On-the-job training is based on the requirements of the
job description and is specific for each company. Every company is unique and requires a
unique approach when it comes to creating a training program. Key elements of the training
plan are measures, such as working hours, due date and evaluation. Another key element is
the choice of a trainer or coach assigned to the project. In order for the plan to be effective, a
knowledgeable coach, a co-worker, a training vendor or a manager with excellent leadership
skills is needed to conduct the training.[8]

Research shows that companies who invest in teaching their managers how to train new
employees are more successful. They can articulate their beliefs to reinforce their ideas with
employees. Having the knowledge and the understanding of companies culture makes them a
perfect example of what is required from the new employee. Using managers to train
employees is an effective on-the-job training strategy because it allows them to connect the
training to the actual operation that employees will conduct in their routine work.[9]

Training employees to train coworkers is another effective strategy since they are familiar
with the company's culture, strengths, and weaknesses. As well as making it easier for the

5
new hire to get to know the team. An experienced employee is the ultimate choice for a
trainer (business)

Some guidelines for developing and implementing an effective on-the-job training program
include and are not limited to: - Understanding the company's needs. - Identifying the skills
and knowledge required in an employee. - Inclusiveness when selecting an employee for
training. - Evaluation. Evaluating each trainee will determine the effectiveness of the training,
resulting in increased performance - Follow-up. Feedback helps determine how much of the
training employees are retaining and using.

While both off-the-job training and on-the-job training provide learning environment for
employees, both come with their fair share of differences. To better understand how these
differ, consider some of their main differences:

Location: Off-the-job training occurs at another place other than the job location. In contrast,
on-the-job training takes place in the work building or job site.

Distractions: Off-the-job training provides a distraction- and stress-free environment for

employees to learn. Since on-the-job training takes place at the workplace, it often allows for
more distractions which can hinder an employee's ability to learn the material or concept.

Cost: Off-the-job training is often more expensive than on-the-job training. This may stem
from the fact that experts are hired to carry out off-the-job training. In addition, companies
have to find a different facility to hold the training outside of the workplace.

Instructors: Experienced employees carry out on-the-job training, while experts handle off-
the-job training.

Benefits of off-the-job training

On-the-job training is beneficial for both employers and employees. For the employers, it is
beneficial because it narrows down and prepares the skilled employees who are right for the
company. By the end of the training process, the company's values, strategy, and goals are
introduced and resulting in an employee's loyalty to the business. Employees trained in the
job are an important asset for the company because they can cover more areas than just the
tasks in their job description. On-the-job training creates a culture which extends past the
bare minimum required by the job and allows continuing education as part of the working
process. As a result, an uninterrupted production process increases the company's gains when

6
opting out from the need of an initial investment for an off-site training. On-the-job training
is cost-effective.[12]

For employees, on-the-job training is beneficial because it allows them to learn a new skill or
qualification within their field of work in a timely matter. During on-the-job training, they are
engaged in the real production process instead of the simulated learning process. The new
teammate is being introduced to the team and the company's values during the first step of the
on-the-job training. On-the-job training leads to more opportunities to grow within the
organization. Off-the-job training comes with many benefits for both employees and
employers. Understanding these benefits as an employee can help you feel more valued and
help you take your training more seriously. Here are some of the benefits that off-the-job
training provides:

Decreased employee turnover

Employee training gives you an opportunity to learn new or advanced skills or knowledge
pertaining to your job. This means employers may not feel the need to replace their less
knowledgeable staff with new candidates since they're teaching them everything they need to
know to keep their job.

Fewer distractions

With training held away from the workplace, employees don't face as many disruptions or
distractions. This means they're able to focus on the learning material and receive the most
benefit from the training.

Feeling valued

When employers invest in employee training, it means they value their employees' success.
Feeling like your employer cares about your performance and you as an employee can help
increase your job satisfaction. It can also make you feel more motivated and loyal to your
organization.

7
Opportunity to learn from others

Staff training allows you to learn from everyone's experiences. For example, a colleague may
discuss their challenges at work and discover new solutions from their colleagues. Therefore,
this type of training can provide you with helpful tips you may need or may not have
previously considered if it weren't for input from other sources.

In addition, off-the-job training gives you the opportunity to learn from experts in your field
that you may never have interacted with otherwise. When you receive expert guidance and
instruction, you're more apt to feel equipped for your job.

Feeling of confidence

When you're more knowledgeable about your role, it helps you feel more confident about
your abilities. This can lead to an increase in motivation and productivity.

Productivity

One of the main purposes of off-the-job training is to optimize employee performance and
provide clarity on their role in an organization. It also gives employees an opportunity to self-
evaluate and study their development in a systematic manner over a period of time. All these
factors ultimately combine to make employees more efficient and productive.

Low Risk

Even if employees mess up during off-the-job training, there are no tangible costs that the
organization has to bear. This makes off-the-job training a suitable training ground where
participants can push their limits and experiment with their working styles.

Economically Efficient

A well-designed off-the-job training program means that organizations can simultaneously

train several employees without having to devote time to individuals. A well-structured off-
the-job training program helps organizations optimize resources to get the best out of their
employees.

Insight and Knowledge

One of the biggest advantages of off-the-job training is that it provides employees with
insights and knowledge by simulating real-time scenarios. Research has proved that what

8
employees learn during off-the-job training, both in terms of theory and practical application,
prepares them well to deal with a variety of scenarios as part of their jobs.

Promotes Team Spirit

Most off-the-job training exercises involve working in a collective environment, with many
techniques requiring active collaboration and teamwork. It’s no secret that a successful
organization is built on successful teams across departments. Through off-the-job training,
employees get hands-on experience of working with associates who they’ll need to work with
as part of their jobs as well. This provides a great opportunity to develop a healthy working
environment and cultivate team spirit.

Disadvantages Of Off-The-Job Training

On-the-job training can be a disadvantage for the company when the new employee doesn't
have the required skills. This will result in more time needed for the training to be completed
and will cost the company more since it takes the trainer and materials out of production for
the duration of the training time. On-the-job training can often cause distraction of the regular
working day which can affect productivity. If employees are not introduced to the safety
features and safety precautions are not taught prior to entering the job field, there could be
injuries since on-the-job training is most often used for practical tasks and working with
machinery. Such an issue can cause a company a lawsuit and loss of assets. Finally,
oftentimes on-the-job training is rushed and that can cause a negative effect on productivity.

Reduced Exposure To Work Environment

What is the main disadvantage of off-the-job learning? Surveys have shown that most
employees believe that off-the-job training doesn’t provide adequate exposure to their work
environment. Regular off-the-job training sessions mean that employees spend a fixed time
every week away from their workstations. This may pose a problem for new recruits who
need time to familiarize themselves with their surroundings. In jobs that require handling
complex equipment, reduced exposure to the work environment can be an even bigger
hindrance to performance.

Requires Considerable Investment

While a well-constructed off-the-job training program is generally profitable in the long run,
organizations have to make a considerable investment initially. This investment, both in
terms of financial resources as well as time and personnel, may not always pay off. There’s
always the possibility that some employees will not take off-the-job training seriously or
cannot juggle its requirements alongside their primary responsibilities.

9
Breeds Complacency

If an employee excels during off-the-job training, they can be under the impression that they
are bound to ace the same challenges on the job. This is a naive approach as the pressures of
real-time scenarios may prove harder than the simulation.

Lack of Feedback

The way in which most off-the-job training programs are designed leaves little room for
feedback or engagement from employees about what works for them and what doesn’t. On
the surface, this may seem easy to fix, but in practice, it can be hard to provide a proper
feedback mechanism for off-the-job training.

10