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On-the-job training (OJT) checklist
An on-the-job training (OJT) checklist is the record of one person being taught one job at the workstation, from the first session to the day they are qualified and the checks after it. It follows the job breakdown: write the important steps, key points and reasons once per job on the TWI job breakdown sheet, then use this checklist for each trainee. It is built on TWI Job Instruction, the method developed by the Training Within Industry service in the United States in the 1940s: get ready, then prepare the person, present the operation, try out performance and follow up. The checklist records the get-ready checks, the date and both sets of initials for each step, and every try: with help or alone, safe, quality, time, and whether the person could explain the key points and reasons. You set the rule before you start, how many tries in a row alone to standard qualify, and the Excel version tells you the date the tries met it, flags a sign-off that comes before the evidence, and plans follow-up checks that start close together and taper off.
Free to use: print it, copy it and edit it for your team. Enter your name and work email once to download.
Header fields, get-ready tick boxes, the four Job Instruction steps with dates and initials, a table of eight tries with help or alone, safe, quality, time and explained, a qualification box and five follow-up checks.When to use it
When to use an OJT checklist
- When a new operator learns a job, or an experienced one learns a new job, and you need a record of how and when they qualified.
- When different trainers sign people off on different evidence, and you want one rule for everyone.
- When a job breakdown or work instruction changes and people are retrained on the new method.
- Not for writing the job breakdown itself (use the TWI job breakdown sheet) and not for group sessions (use the training sign-off sheet).
How to fill it in
- 1
Get ready
Set the qualify-by date (the TWI time table), name the job breakdown and its revision, have the equipment, materials and supplies ready and arrange the workplace the way the worker will keep it.
- 2
Set the qualifying rule
Before training starts, write the target time for a try and how many tries in a row alone, safe, to quality, in time and explained will qualify. The example uses 2 for a short machine-loading job.
- 3
Prepare and present
Put the person at ease, find out what they already know, then tell, show and illustrate one important step at a time, stressing each key point and its reason. Date and initial each step.
- 4
Record every try
Write each try down, with help or alone, and what you corrected. Tries with help teach; they do not count. The Excel marks each try to standard and keeps the run in a row.
- 5
Qualify on the evidence
Sign off when the run reaches your rule, record the date and set the skills matrix level to 3. The Excel flags a sign-off before the tries meet the rule.
- 6
Follow up and taper off
Name who the person goes to for help, then check on a schedule from the qualified date, close together at first. A coached check is normal; a failed one sends them back to step 3.
Which template?
Job breakdown, OJT checklist or sign-off sheet?
Four templates cover training a job. They follow each other rather than overlap.
| Template | What it records | How many you fill in |
|---|---|---|
| TWI job breakdown sheet | The important steps, key points and reasons for one job, and the training timetable | One per job |
| OJT checklist (this one) | How one person was taught from that breakdown: the four steps, every try, the qualified date, the follow-up | One per trainee per job |
| Training sign-off sheet | Who attended a group session and passed a competence check | One per session |
| Competency assessment | A later check of every task in a person's role, rated 0 to 4 from evidence | One per person per review |
TWI job breakdown sheet
- What it records
- The important steps, key points and reasons for one job, and the training timetable
- How many you fill in
- One per job
OJT checklist (this one)
- What it records
- How one person was taught from that breakdown: the four steps, every try, the qualified date, the follow-up
- How many you fill in
- One per trainee per job
Training sign-off sheet
- What it records
- Who attended a group session and passed a competence check
- How many you fill in
- One per session
Competency assessment
- What it records
- A later check of every task in a person's role, rated 0 to 4 from evidence
- How many you fill in
- One per person per review
A filled-in example
Illustrative, not a benchmarkAn example (illustrative): Sam, a new operator, learns to load, run and unload a CNC lathe from a written job breakdown, with Ravi, the cell lead, as trainer. The rule is 2 tries in a row alone to standard, with a 45-second target. The PDF page 2 and the Excel Example sheet hold the same record.
The example breakdown, and the tries that qualified Sam
- 1Key point
Seat the part against the jaw stop
Reason: a gap changes the length and scraps the part. - 2Key point
Chuck pressure gauge in the green
Reason: low pressure lets the part move under cut. - 3Key point
Close the door until it clicks
Reason: the interlock will not allow the cycle otherwise.
Tries alone, against the 45-second target
- Try 3, alone52 sover target
- Try 4, alone44 sto standard, run of 1
- Try 5, alone43 srun of 2: qualified
Three key points, each with its reason: seat the part against the jaw stop, chuck pressure gauge in the green, close the door until it clicks. Tries 1 and 2 were with help and corrected. Alone: try 3 took 52 seconds against the 45-second target; tries 4 and 5 took 44 and 43 seconds, safe and to quality, so the rule of 2 in a row to standard was met on day 5.
- Key points from the breakdown: seat the part against the jaw stop (a gap changes the length and scraps the part), chuck pressure gauge in the green (low pressure lets the part move under cut), close the door until it clicks (the interlock will not allow the cycle otherwise).
- Try 1, with help: part not seated against the jaw stop, length out. Try 2, with help: door not closed to the click. Both corrected; neither counts.
- Try 3, alone: right and every key point explained, but 52 seconds against the 45-second target, so not to standard.
- Tries 4 and 5, alone: 44 and 43 seconds, safe, to quality and explained. The run reaches 2 on try 5, day 5.
- Follow-up checks at 1, 2, 5, 10 and 14 days after qualifying: the day 5 check found the gauge check skipped once at shift start, so Ravi went through that key point and its reason again.
Qualified on day 5 at level 3 on the skills matrix, 3 days before the qualify-by date: 5 tries, 2 with help, 3 alone, 2 to standard. Four of the five follow-up checks are done, one of them coached, none late, and the last is due in 4 days.
Common mistakes
Training without a breakdown
Without the key points written down, each trainer teaches something different. Write the breakdown on the TWI job breakdown sheet first and name its revision here.
Counting tries with help
A try where you guided or corrected teaches the job; it does not show the person can do it. Only tries alone count toward the rule.
Qualifying on a feeling
Set the rule before training starts and sign off when the tries meet it. TWI's test is to continue until you know they know; the run of tries is how you know.
Leaving them alone after sign-off
Follow-up is the fourth step, not an extra. Name who they go to for help, check often at first and taper off.
Download the template
Free to use: print it, copy it and edit it for your team. Enter your name and work email once to download.
Run this template in LeanSuite
In LeanSuite a designated trainer, coordinator or supervisor checks the new hire against a standard OJT checklist on a tablet; every sign-off is time-stamped, and the person's level updates on the Skill Matrix.
See it in a 45-minute demoIn the lean glossary
Free tools
Guides
- TWI Job Instruction: The Training Method Behind Standard Work
- Standard Work Tools: Combination Sheet, Standardized Work Chart, Job Breakdown
- One Point Lessons: A Quick Guide for Effective Training
- Closing Plant-Wide Skill Gaps in 90 Days: A Practical Framework
- Best LMS for manufacturing: 8 systems compared
FAQ
On-the-job training (OJT) checklist: common questions
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- Focused improvement 90-day model area planThirteen weeks from the loss Pareto to standardized fixes on one model line, a KPI board, the day-90 gate and expansion waves.
- Logistics and customer service pillar 90-day model area planThirteen weeks from the current-state map to pull on one model value stream, a KPI board, the day-90 gate and expansion waves.
- Early equipment management 90-day model area planThirteen weeks from lessons on current machines to a tracked start-up on one model equipment project, a KPI board, the day-90 gate and expansion waves.
- Cost deployment pillar 90-day model area planThirteen weeks from the loss map to costed, ranked projects in one model area, a KPI board, the day-90 gate and expansion waves.
- Moving from Excel to one system checklistA 34-point checklist and a file inventory for moving trackers from spreadsheets to one system: keep, move, connect or retire, clean, pilot, run both, retire.
- Prioritization matrix templateScore up to 20 improvement ideas on weighted criteria, rank them, test the ranking with equal weights and place each one on an effort and benefit grid.
- Cost per unit worksheet (manufacturing cost per good unit)One product's cost per good unit by materials, labor, machine and overhead, the gap to target, and which cost lever is worth most a year.
- Digital manufacturing readiness assessmentScore 24 statements on process, technology and people from 0 to 4, check the balance between them and rank the gaps by what matters in your plant.
- Manufacturing KPI dashboard templateWeekly plant numbers in, 14 KPIs out: OEE and its parts, first pass yield, scrap, on-time delivery, recordable rate, cost and absence, each against a target.
- RCM worksheet (failure mode and task selection)Failure modes classed as hidden, safety, operational or non-operational, then a task chosen for each: condition-based, discard, failure-finding, redesign or run to failure.
- Error-proofing verification log (daily master-sample check)Each poka-yoke device proved every day or week with a known-bad sample, with missed checks counted and the hours and parts at risk worked out when one fails.
- Downtime reason codes template26 starter codes mapped to the six big losses, a log with drop-downs, a Pareto by code and by loss, and a code card for the line.
- Defect catalogue template with boundary samplesEvery defect with a definition, a class and the reason for it, measured accept and reject limits by zone, boundary samples, a defect log with DPU and Pareto, and an inspector agreement check.
- I-MR chart template (individuals and moving range)Up to 100 single readings with moving ranges, limits from a baseline, five run-rule flags, both charts, a second phase and a reaction log.
- Kaizen event preparation checklistEverything that has to be ready before a kaizen event and done after it: 44 items with owners and due dates from 6 weeks before day 1 to 30 days after, five go or no-go gates and a day-by-day agenda.
- Attribute control chart template (p, np, c and u charts)p, np, c and u charts in one workbook: a chart selector, a sample size check, limits for each subgroup, signal flags and four worked examples.
- Critical spare parts list and stocking levelsAssets ranked by consequence, each part classed and given a stocking policy, and min and max worked out from usage and lead time, with the downtime each stock-out would cost.
- Tier 2 meeting agenda and escalation sheetA 15-minute tier 2 agenda in ten timed blocks, fixed roles and rules, escalation triggers with time limits, and a log that ages every escalation and sends the answer back down.
- HACCP plan template: hazard analysis and CCP worksheetThe Codex 12 steps in one workbook: team and product, process steps checked on site, hazard analysis with the CCP decision tree, the CCP table with completeness checks, an allergen matrix and a verification schedule.
- REBA worksheet (Rapid Entire Body Assessment)Score up to six postures with REBA: body-part drop-downs, Tables A, B and C as lookups, final score and action level, and a before and after comparison.
- Mock recall template: traceability exercise worksheetTrace a finished lot back to every input lot and forward to every first customer, reconcile the quantities against a tolerance and time it against your target.
- ISO 9001 internal audit checklist (production area)46 audit questions for the production floor in 11 processes, each with its ISO 9001:2015 clause, what evidence to look for and the sample to take, plus five defined grades, a findings log, a finding report and a summary by clause.
- ISO 45001 internal audit checklist44 audit questions for the plant floor in 16 safety topics, each with its ISO 45001:2018 clause, the evidence to look for and the sample to take, plus 12 worker interview prompts, a findings log and a summary by clause.
- Plan for every part (PFEP) templateOne row per part: supplier, pack, container, usage, lead time and locations, with ABC classes, market and line kanban counts and a lineside space check.
- Food plant GMP inspection checklist (21 CFR 117 subpart B)55 checks in the order of 21 CFR 117 subpart B, each citing its paragraph and saying what to look at, with a grade, finding, owner and due date; results by section and grade, a walk route and a bakery example.
- Master sanitation schedule with pre-op verificationA master list of cleaning tasks by area and equipment with frequency, chemical, lockout, who and next due date, a weekly on-time count, and the pre-operational verification log with a release step.
- Changeover matrix templateA from-to matrix of changeover minutes with the clean each transition needs (allergen, colour, format), and a weekly planner that totals the order and suggests a shorter one.
- Overhead crane inspection checklist: frequent and periodic34 crane checks tied to OSHA 1910.179: an operator's pre-shift card, frequent and periodic inspections with signed records, a deficiency and tag-out log, and a register of next due dates.
- Measurement uncertainty budget templateA GUM uncertainty budget: Type A and B rows, divisors by distribution, sensitivity coefficients, uc, νeff, k from the t-table, U, TUR and a guard band check.
- Maintenance job plan templateOne job planned on one sheet: steps and craft hours, parts checked against stock, tools, lockout and permits, documents, a ready check for the schedule, and technician feedback.
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A shift handover sheet, a red tag log, a changeover checklist for one machine: if your team uses it on the floor, ask.