Job Shadowing

What Is Job Shadowing?

A simple job shadowing definition is an employee, intern, or student closely observing a professional as they perform their regular job duties. Depending on the situation, job shadowing can last anywhere from a few hours to weeks, allowing the observer to better understand the role.

Industries That Commonly Use Job Shadowing

Here are some industries and examples of professions that typically offer job shadowing opportunities:

• Healthcare: Nurse practitioners, physicians, patient services coordinators
• Finance: Accountants, internal auditors, underwriters, accounts payable specialists
• Education: School counselors, special education teachers, admissions assistants
• Construction: Contractors, welders, land surveyors, heavy machine operators
• Marketing: Graphic designers, social media specialists, brand managers

The Benefits of Job Shadowing

Job shadowing is beneficial for the observer and the organization overall. Offering job shadowing opportunities can:

• Help the observer have a deeper understanding of the role and business
• Allow the observer to progress in their professional development
• Encourage networking between different departments
• Build camaraderie between staff members
• Help management identify employees who qualify for promotions

When Should Job Shadowing Be Done?

Job shadowing can be useful during many situations, such as:

• Recruiting: Allowing top candidates to observe for even 15 minutes during the interview process (either as an in-person or virtual job shadow) is a great way to set expectations. This can help hiring managers gauge if the candidate is right for the role, just as it can help the candidate decide if the job is right for them.
• Onboarding: After new hires complete the onboarding process, which typically includes reviewing company processes and training modules, job shadowing their more experienced colleagues can help the influx of new information stick.
• Cross-training: Job shadowing allows employees to expand their skill sets and become more flexible. This can help your company maintain productivity even when absences occur.
• Professional Development: Offering job shadowing encourages employees to grow within the organization, as it helps them identify what positions and departments they might want to transfer to. Encouraging their professional development can help improve job satisfaction and overall retention.

Best Practices for Job Shadowing

Planning a job shadowing process beforehand helps ensure both the observer and the coaching employee have a productive experience. Consider the following best practices:

Identify Shadow Coaches

An observing employee will need to be matched with an experienced employee who has a deep understanding of the role. However, not every employee is comfortable being shadowed. Ask top performers if they’d be interested in being a coach and consider offering incentives.

Discuss Objectives

Host a preparation call beforehand with the observer and the coach. Invite the observer to share what they hope to learn from the job shadowing experience. This information can help the coach determine the duration of the training and what key topics to cover. Also, ask the coach what preparation the observer should do beforehand, if any.

Make a Schedule

The observer doesn’t need to necessarily shadow their coach for the entirety of each day. For example, their coach might have confidential meetings with colleagues or clients. Help the observer and coach make a schedule that balances the observer’s learning and the demands of the coach’s job.

Encourage Note-Taking and Questions

Taking notes will help the observer retain all the new information and processes they’re learning. The coach should also welcome questions to make the experience more engaging and ensure the observer has a clear understanding of the position.

Debrief and Collect Feedback

After the job shadow is complete, have separate meetings with the observer and coach. Ask the observer to share what they learned from the experience (either verbally or through a written summary), any concerns they might have, and any suggestions to improve the process for future employees.

Also, debrief with the coach to learn how the observer handled the training and gather their feedback on how the program can be improved.