Cross-training employees: what it is, tips, and benefits

Employers who support their team members’ career growth have a better chance at retaining top talent. And employees may want to venture beyond the scope of the job responsibilities they were initially hired for to leverage their skills for other tasks. 

Employee cross-training programs can help. What is cross-training? The following text answers this question and shares steps, best practices, and cross-training examples from various industries and working arrangements, such as remote work.

What is employee cross-training?

Cross-training is a workplace practice where employees are trained to perform tasks beyond their roles and initial job responsibilities. It improves organizational performance, employee skill sets, and flexibility 

Cross-training also helps prevent work overload during peak periods or when there are staffing shortages. By equipping multiple employees with the skills to handle various tasks, the organization ensures that no single team member or department becomes overwhelmed during high-demand periods, such as the holiday season. 

Cross-training is about identifying the main tasks and operations within an organization and teaching employees how to perform tasks outside their typical day-to-day and step in when needed. 

Companies of all sizes and industries can benefit from cross-training employees. It can be particularly helpful in retail during the holiday season, accounting firms during tax time, and the healthcare space—always. 

4 benefits of cross-training

Cross-training benefits both employees and employers. Here’s how. 

1. Significant return on investment

When done well, cross-training at work helps foster a culture of collaboration, knowledge-sharing, and teamwork, which is best demonstrated when you are short on staff. Having someone to cover the tasks of an absent employee, as long as it doesn’t overload their work, can save you from outsourcing or hiring expenses.

2. Increased agility and effectiveness 

Companies hire to fill roles with specific requirements, but empowering employees to stretch their boundaries professionally propels personal growth and boosts the organization’s productivity and efficiency.

Additionally, cross-training plays a critical role in organizational agility. When employees are trained to handle tasks beyond their primary role, they enable the company to achieve its business goals more quickly and efficiently. 

3. Easy succession planning

Cross-training can reveal hidden gems within organizations. You may discover the qualities and strengths you didn’t know employees possess because they only work within their roles. Such insights can be valuable when an employee leaves a company and you can fill the position from within. Instead of going through a standard hiring process, you’ll have an internal ideal fit for the role, saving time and money.  

4.  Enhanced motivation and employee engagement

Employees stuck in the same role may feel unmotivated or like they’ve reached the maximum of what a current organization can offer them. In such cases, cross-training can boost employees’ motivation. 

Supporting employees in mastering new skills shows the company’s commitment to employee growth. In turn, employees who feel valued and seen are more engaged in contributing to the company’s success. 

3 disadvantages of cross-training employees 

As with anything, it’s important to acknowledge the potential downsides of cross-training, which include:

1. Added responsibilities

New skills mean new responsibilities. Employees may feel they are expected to do more for the same compensation.

In order to prevent work overload, making employees feel as comfortable as possible with added responsibilities, employers should set clear expectations upfront, adjust compensation to reflect new duties, and hold regular check-ins. Promoting open communication also helps employers to understand how employees feel about their additional tasks and identify ways to prevent burnout and ensure smooth operations.

2. Struggling to balance workload

Another challenge is implementing cross-training in the workplace without disrupting day-to-day operations. If not managed properly, cross-training may feel like an added task on top of employees’ regular duties. Again, companies may need to adjust planning and scheduling to ensure employees can balance their work and training. 

3. Negative perceptions by employees

When inadequately implemented, cross-training initiatives can look like a company’s way of cutting costs by adding responsibilities to existing employees. If a company fails to provide incentives for participation—such as additional time off, flexible work hours, or public recognition—employee perceptions may become a reality, affecting employee turnover.

How to implement cross-training in the workplace

Structuring cross-training differs from one company to another. Learn how to create, implement, and review the program below. 

Step 1. Set clear goals 

Setting clear goals is the prerequisite for successful cross-training. When well-structured, cross-training objectives provide clear directions and are aligned with business needs. Once established, these goals should be communicated to employees; the more informed they are about the program’s purpose, the more engaged they will be throughout the process. 

Companies can initiate cross-training to:

• Adjust to industry and regulatory changes
• Improve team flexibility and effectiveness
• Prepare the team for organizational shifts, such as restructuring

Step 2. Identify tasks that can be cross-trained 

Not all skills are equally crucial for your employees and organizational growth. Once you have set the goals, make a list of skills most employees would benefit from learning and are most suitable for cross-training. 

Step 3. Find good candidates for the cross-training program

Two criteria—employees' interest in the program and their professional experience—can be used to choose the best candidates for cross-training. 

Employees who see cross-training as a learning opportunity and a way to advance professionally are more likely to commit to such programs.

Also, entry-level employees may be good candidates for learning new skills, as they often handle different workloads than more experienced team members.

Step 4. Use the most experienced teachers

Being a good trainer is about expertise and knowledge but also about one’s ability to communicate that knowledge effectively with others. That’s why, when creating a training plan, employers should select experienced employees who can engage learners and make complex information understandable, providing a more impactful training experience. 

Step 5. Create a cross-training schedule

It’s important to remember that employees have their regular tasks, and participating in cross-training must be organized in accordance with their workload. 

Yes, you want to be as time- and cost-effective as possible. However, overloading employees and expecting them to dedicate as much time to cross-training as they do to their regular work is unrealistic and may result in dissatisfaction, exhaustion, and even resignations. 

To prevent such scenarios, develop a realistic cross-training schedule, communicate it to everyone involved, and ensure it’s manageable for all before implementation.

Step 6. Lighten employees’ current workloads

Alternatively, consider restructuring employees’ workload, allowing them to combine cross-training and regular responsibilities. Cross-training is typically a time-limited process, so it will not disrupt your operations that much if you make some scheduling changes.

Step 7. Put a job rotation program in place

Many organizations cross-train ambitious individuals aspiring to advance to managing roles. These employees typically enroll on job rotation programs to familiarize themselves with various departments’ functions and hone problem-solving and decision-making skills, fostering more understanding and empathy across an organization. 

Step 8. Track and reward achievements

Tracking and evaluating employee performance and engagement within cross-training programs is essential for establishing areas of improvement and adjusting where necessary. Assessing the effects of cross-training also allows employers to recognize top performers and reward them accordingly. 

While some employees see access to learning resources and the opportunity for career advancement as sufficient incentives, others will expect tangible rewards like bonuses, raises, and promotions for participating in cross-training. Otherwise, they may feel overloaded with work without a concrete incentive to motivate them to do so. 

3 best practices for cross-training employees

Consider these tried-and-true practices when building an employee cross-training initiative. 

1. Use a learning platform 

Employers can offer on-the-job sessions, online courses, and workshops to cross-train their employees. The key is finding a learning platform that best fits the structure and needs of your team—especially for remote or distributed workforces, where employees may need flexible, accessible, and interactive e-learning options to stay engaged and effectively build new skills.

2. Create a “collective success” culture

As mentioned earlier, when implemented properly, cross-training programs have the potential to foster a collaborative culture that celebrates both individual and collective successes. Cross-training programs can help employers identify unique talents and capabilities, motivating employees to utilize them across the organization and proving everyone's contributions are important for achieving business goals. 

3. Develop a feedback mechanism

The only way to ensure the success and longevity of a cross-training program is to allow open, two-way communication. Include employees in those conversations, allowing them to provide feedback on cross-training, making it clear what is good and where there needs to be adjustments to achieve desired outcomes.

Cross-training for remote employees

Remote cross-training can seem challenging as opposed to on-site sessions. But with the right tools, employers can provide the right resources and learning tactics to their remote workforce, supporting their professional development. 

1. Implement job shadowing

Job shadowing in the context of remote work means allowing remote employees to shadow their colleagues virtually. This practice enables those working outside the office to observe and learn in real-time, using virtual calls and screen sharing to acquire information and ask questions. 

2. Use virtual training tools

Virtual training tools, such as learning platforms and interactive simulations, make cross-training sessions accessible and flexible to meet the working styles and needs of the remote workforce. 

3. Set up regular knowledge-sharing sessions

Regular virtual meetings help employers and remote employees to share insights into the effectiveness of cross-training sessions. These conversations improve the sense of community, encouraging employees, regardless of their work location, to make the most of the available learning resources and practices. 

4. Provide asynchronous learning options

Allow employees to access recorded training materials or resources at their own pace. Asynchronous learning enables employees to review information as needed, accommodating schedules typical to remote and distributed teams. Software like a learning management system (LMS), helps employees choose when they want to fit training in. 

5. Assign clear learning goals and progress check-ins

Tracking remote workers' progress is also critical for evaluating the effectiveness of cross-training initiatives. Setting specific learning objectives and periodic check-ins ensures remote employees are on track with their training and can address any questions or challenges.

Automate employee training with Rippling 

Rippling empowers companies to upskill teams and train employees for their current role and future career. 

Create custom courses with videos, images, and quizzes inside Rippling or upload your coursework. Deliver personalized learning that allows employees to upskill and grow in their careers.

You can also set up enrollment rules once, and Rippling will take care of the rest—from assigning courses to sending reminders and tracking progress.

Cross-training employees FAQs

What roles should be prioritized for cross-training?

When creating cross-training programs, employers should prioritize roles and responsibilities critical to the organization's everyday functioning, like customer service, administrative tasks, inventory management, and basic IT support. This approach ensures everyone can handle the key tasks when necessary if employees primarily in charge of them are unavailable. 

How can you measure the success of a cross-training program?

Strategic HR departments can measure success by tracking key performance indicators, like increased employee versatility. Employee feedback can also provide valuable insights into the effectiveness of the cross-training programs, primarily in the context of employee development and satisfaction.

How can you avoid employee burnout during cross-training?

Creating a reasonable and manageable schedule helps employees balance everyday work responsibilities and cross-training, preventing dissatisfaction and burnout. 

How to encourage employees to participate in cross-training programs?

One way to motivate employees to participate in these programs is to offer tangible incentives and career progression opportunities, while also emphasizing the benefits of individual development through continuous learning.

This blog is based on information available to Rippling as of November 12, 2024.

Disclaimer: Rippling and its affiliates do not provide tax, accounting, or legal advice. This material has been prepared for informational purposes only, and is not intended to provide or be relied on for tax, accounting, or legal advice. You should consult your own tax, accounting, and legal advisors before engaging in any related activities or transactions.