How to Use Training Observations

In this guide, we’ll walk through what Observations are, how they can be implemented in your business, and the benefits of incorporating them into your training operations.

• How to create an Observation
• How to complete and Observation

What Are Observations?

Observations are dynamic, real-time assessments conducted during employee shifts. They’re designed to capture genuine, on-the-job performance and behaviours.

They are typically used in conjunction with courses that include reading materials, videos, and quizzes. For an overview of how courses work, see our guide: How to Use the Learning Management System.

How to Create an Observation

To create an Observation:

1. Navigate to Training Manager.

   On the left-hand side, click Observations, where you’ll see two options:

   • All Observation Types – where you create and manage observation templates.
   • Open Observations – where you view outstanding observations that need to be completed.

Creating an Observation follows a similar process to building a training module.

1. Go to All Observation Types.
2. Click Create Observation. Add in a title and description if necessary.
3. Use the + Add a Step button to begin building your observation.

Each step allows you to add different types of content or question type blocks:

Step Types:

• Content Blocks:

  Add relevant content or resources that support the task. Such as providing an introduction to the observation.

  You can use the formatting tool (by typing /) to insert text, tables, images, documents, callouts and more.

• Text Entry: Allows the observer to write free-text notes. (E.g. “Describe how the employee handled the guest complaint.”)
• Checklist: Add items for the observer to tick off during the observation.
• Single Choice: Include a question where the observer selects one correct option (e.g. "Did the employee follow the safety protocol?").

Optional Conditions:

You can mark steps as Required, ensuring observers complete the steps before submitting the observation.

Observation Options:

These options are available once an observation is created and are visible only to the trainer (not the trainee):

• Trainer Notes: Space for trainers to add private notes about the observation.
• Trainer Rating: Allows trainers to assign an overall rating for reporting purposes. This is also hidden from the trainee.

Assigning Observations

Observations can be assigned in two ways:

1. Direct Assignment:

   Assign the observation to a user directly. It will then appear as a task to complete.

2. As Part of a Training Course:

Include the observation in a training course. This is ideal when the employee has completed one or more modules and is ready to demonstrate their knowledge on the job. When assigning a training course, this will also include the observation.

How to Complete an Observation

You can access observations to complete in two places:

1. Training Manager > Open Observations

   This section lists all outstanding observations for your team depending on your permissions and locations you are assigned to.

2. Your Training View

You'll see two tabs:

• Awaiting Observations – observations assigned to you to complete.
• Completed Observations – a history of those you've already completed.

Completing an Observation

Click on the observation you'd like to complete and "Start observation"

• Follow the steps provided in the observation, which may include:

• Reviewing content blocks or attached resources.
• Completing checklists, entering text feedback, or selecting single-choice options.

If Observation Options are enabled, you will be required to:

• Leave Trainer Notes
• Provide a Trainer Rating

What Happens After Completion?

• Once submitted, the employee will be notified that their observation is complete.
• The observation results are not visible to the employee within their profile.
• The observation data is stored on the employee’s profile under the People view and can be accessed by managers or admins for reporting and review purposes.

If you have any questions, feedback or need any further support. Please contact support@operandio.com.