Smarter Week

How to automate it

How to automate “train new starters and keep training records”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today.

60 min
typically, once a week
35%
of the time can be automated
Some setup
to set up

Fix 1 of 2

Software featureBest fix

Put photo and video work instructions at the station behind a QR code

Short visual instructions on a tablet or behind a QR code are faster to find and easier to follow than binders. New starters learn faster and ask fewer questions.

Typically saves about 50% of the time4 h to set up
  1. 1Pick the five jobs people ask about most.
  2. 2Film or photograph a good operator doing each one.
  3. 3Build the steps in a work instruction app (Dozuki, SwipeGuide, Tulip, Poka), or have AI draft them from the video transcript.
  4. 4Stick a QR code at each station that opens the right instruction.

Tools: Dozuki · SwipeGuide · Tulip · Poka · ChatGPT, Claude, Gemini or Microsoft Copilot

Fix 2 of 2

Software feature

Track skills and sign-offs in a digital skills matrix

A digital skills matrix shows who is trained on what, flags expiring sign-offs, and links training to work instructions. No more updating a wall chart and a spreadsheet.

Typically saves about 35% of the time3 h to set up
  1. 1Check whether your LMS, connected-worker app or HR system has a skills matrix feature.
  2. 2Load current skills and sign-off dates.
  3. 3Sign off training on a tablet at the station.
  4. 4Use the matrix when building the rota.

Tools: Poka · Augmentir · Your LMS or HR system

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Production supervisor

HourLeak · the 8-minute work audit

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Other common tasks for Production supervisors