Project Shadowing for Career Growth

Project shadowing empowers employees to gain practical experience by observing colleagues’ tasks and responsibilities. This approach fosters internal mobility, skill development, and cross-functional collaboration within organizations.

By Douglas Wade, Attorney

Email | Call (800) 484-4610

Have a quick question? We answered nearly 2000 FAQs.

Table of Contents

1. What does project shadowing mean?

2. How does project shadowing work?

3. The advantages of starting a program for job shadowing

4. Drawbacks of job shadowing

5. What is the process of job shadowing?

6. Starting a job shadowing program: the essentials

7. One last thing

What does project shadowing mean?

When you keep learning, you keep growing and getting better. When it comes to learning on the job, work shadowing is among the best options. A work shadowing program can help businesses innovate, enhance processes, and train employees to be more proficient in their roles. So, how can your company create a successful work shadowing program for its employees, and what is job shadowing anyway?

How does project shadowing work?

One way that interested workers might gain practical experience is through job shadowing, a type of on-the-job learning in which they assist another worker in carrying out their duties. Interns just starting out in their fields or students in high school or college trying to figure out what they want to do with their lives often use job shadowing as a tool. On the other hand, it’s a great way for workers to learn something new or even switch careers entirely.

The majority of the time, job shadowing takes place within a specific department. If you’re a social media specialist in the marketing department who wants to learn how to edit videos, for instance, you may observe a professional in the field and take notes. On the other hand, cross-functional job shadowing is becoming increasingly common. A member of the sales team may shadow an IT specialist, and vice versa.

The idea behind this is to help the IT staff better grasp the company’s operations. The salesperson would also have the opportunity to learn about the inner workings of the company’s IT system.

Additionally, it’s a great way for workers to advance in their current roles inside the company. Consequently, job shadowing might be a great approach for someone working in recruitment (who may also have a degree in finance) to achieve their lifelong goal of becoming a finance manager.

Job shadowing should ideally include:

Coordinate with the overall plan of the company — It costs money to have an employee miss work. Consequently, there should be a well-thought-out plan behind any work shadowing program.
Match the requirements of the organization — A job shadowing program can help fill a skill need without breaking the bank on external recruitment.
Staff members should gain from the job shadowing program for it to be considered a success. They need to advance in their careers by acquiring new knowledge, abilities, and experiences.
By outlining specific steps to take, the HR or L&D division aids in the smooth operation of the work shadowing program. In addition to monitoring the program’s impact, they push for participation from managers and staff.

The advantages of starting a program for job shadowing

Employers and employees alike can reap the rewards of a well-designed job shadowing program. Among them are:

Learning about roles and duties on the team—Your employees will gain first-hand knowledge of the inner workings of the team and the company.
Cross-training: This helps both the company and the employees learn new skills.
Information exchange: Those being shadowed get a chance to reflect on their work and put their mentoring abilities to use.
Facilitating internal mobility — Lets workers investigate other avenues for advancement within the organization.
Educating the next generation of leaders—When people know what to expect from a promotion, they are better prepared to take the reins. Even better, they make connections with other professionals in the company.
Raising output: A new hire can pick up a lot of “hacks” and speed up their learning curve by observing a more seasoned worker.
Contributing to DEIB efforts—By lowering the program’s barriers to entry, you may attract and keep participants from all walks of life, fostering their growth and development.
An inexpensive strategy for staff development—Once implemented, the program doesn’t require a large budget because everything is handled internally.

Drawbacks of job shadowing

There are a number of limitations to think about while establishing a work shadowing program for employees.

There will be a short-term decrease in productivity because both the shadowing and the shadowed employees will have to divert their attention from their main tasks. But it’s worth it in the end when workers are able to apply what they’ve learned to improve their performance on the job.

The logistics aren’t always easy to manage, and it could be challenging to plan everyone’s schedules to coincide.

What is the process of job shadowing?

It is imperative that your company’s job shadowing program be well-planned, with clear goals, expectations, and guidelines. There are three main points to keep in mind when using job shadowing in the workplace:

Major players
How it works
The work-study program

Important Parties

The shadow

This worker is the one who is watching the other worker. The worker might be the one to start the job-shadowing arrangement or be part of a program that mandates it.

The shadowed

Each party involved in a job shadowing arrangement has given their consent to the observation. They need to show the employee the ropes in terms of important tasks, responsibilities, and training opportunities.

Those in charge of specific departments

The line managers must agree on letting the shadow and host to take advantage of the opportunity. Learning can only take place if the receiving line manager is encouraging and willing to shoulder responsibilities. Preparation is key, so the two line managers should talk about what’s working and what isn’t and establish concrete objectives.

How it works

The reliability and effectiveness of the job shadowing program depend on your having a well-defined procedure in place.

Conversation between supervisor and shadow: This is where the boss and employee talk about the possibility of job shadowing and why it would be a good idea.

To request job shadowing, the employee and boss communicate: The request should have some general information in it, like the reason, the amount of time, and the goals. Since HR may have suggestions and be engaged in any kind of contract, it’s wise to cc them on this.

All parties concerned examine the request and either approve, revise, or reject it afterward.

The next step is for everyone involved in the job shadowing opportunity to come to a consensus on a schedule. The duration could range from two weeks to three months or possibly six months. In addition, they reach a consensus over the frequency. This can imply doing it once a week, all the time, or even just an hour a day. Everything is dependent on the demands and intricacy of the work.

Come up with a strategy — Everyone takes part in developing a strategy. Included in this are the specific duties and activities that will make up the job shadowing program.

The larger team participates – The shadower notifies the other teams about the shadow participating. They are also responsible for coordinating team orientation and related meetings.

Job shadowing starts– As previously discussed, job shadowing starts. Having a short onboarding program in place is a smart idea because the shadow may be entirely new to the team and will likely require access to specific files. Make an agreement to meet with everyone involved once a week to discuss progress.

Criticism—Reflecting on the process’s success or failure in light of the initial goals is essential. In this case, 360-degree feedback works well.

Job shadowing’s many forms

Choosing the method of job shadowing is an important step in the process. In general, there are three kinds:

Observation

The shadow, as its name suggests, is completely focused on the action taking place. It’s a great way to show a “day in the life of…” someone. If you’re interested in learning more about what a job entails, this is a good way to go about it. To get a good grasp on what’s going on, the shadow should ask questions as much as possible.

Continual updates

The job shadowing program consists of regularly scheduled demonstrations of duties. A shadow might write down the different things they need to do to do their job, the specific tasks they do, and the skills they want to learn. To make sure everything runs smoothly, all sides need to settle on a timetable. During a four-week period, job shadowing may take place on certain tasks once or twice a week for two hours.

Practical application

This sort of job shadowing has the shadow actually carrying out the duties of the job. The host of the job shadow may provide specific assignments in order to facilitate learning on the job, evaluate the shadow’s progress, and provide comments. Planning and preparation are essential for this sort of work shadowing, which is the most intensive.

Starting a job shadowing program: the essentials

Both the host and the shadow need to know how to properly set up a job shadowing experience for it to be successful. But how can one go about creating a job shadowing program in the company and making the process official? Some advice for you:

Before you begin job shadowing, decide what you want to gain from the experience. For instance, you may aim to promote internal mobility, cross-train personnel for certain positions, or speed up the ramp-up time for new hires. You should also consider how you will evaluate this. As an example, you might ask managers to rate the new recruit ramp up time both before and after the job shadowing program was implemented.

Establish criteria for who can participate as both a shadow and a host in order to create a structure for job shadowing. Specify the steps involved, the timeframe (e.g., with the manager’s approval), and the methods used to deal with any issues that may arise. Look at the steps we’ve given you up there. Look into virtual job shadowing options if you have a remote or hybrid job.

It is important for employees, prospective hosts, and line managers to know what opportunities and benefits the job shadowing program offers so that everyone involved may make an informed decision. For example, you may compile a short document outlining the program’s advantages, providing the essential details on how to participate, and answering some frequently asked questions (FAQs) to help spread the word. To further illustrate the value it can provide to both managers and their staff, you can arrange a meeting with them.

To help new hires get up to speed quickly, make connections, and interact with the company culture, job shadowing should be a part of their training program. Sending an email to the participants before their job shadowing experience can help them prepare for the experience. In the email, you can give them pointers on how to approach a senior colleague, what questions to ask, how to take notes, and how to properly thank the host for their time. As a result, the participants will feel less pressure and be better equipped to benefit from the program.

Take a poll or conduct a brief interview with shadows and hosts to get their thoughts on the program and how to make it better. You will find out where you can improve, gather fresh ideas for job shadowing, and find out how to make your program even more effective.

Think about what happens when a work shadowing program ends. What kind of possibilities will participants have for professional growth after the program ends? Are they able to take on the role of host themselves? You can keep your company’s learning and development programs going strong by giving your employees choices.

One last thing

If implemented properly, a job shadowing program can have a positive impact on both your company and its employees. Always keep your staff informed of these benefits and the opportunities that are accessible to them. This encourages them to take control of their education.

Have a quick question? We answered nearly 2000 FAQs.

See all blogs: Business | Corporate | Employment

Most recent blogs:

What Is a Pay Stub and Why It Matters for Employees and Employers

Pay stubs detail wages, deductions, and taxes, helping employees track earnings and employers comply with state payroll regulations. They support loan applications, reduce payroll disputes, and are required or regulated in many states across the U.S.

What Are the Proper Steps to Fire Someone in California?

Terminating an employee in California requires following legal guidelines, maintaining professionalism, and ensuring proper documentation. This guide outlines lawful termination reasons, key procedural steps, and best practices to reduce legal and financial risks.

How Long Does a Misdemeanor Stay on Your Record in California?

A misdemeanor conviction in California stays on public record indefinitely but may be eligible for expungement under specific conditions. Background checks typically show misdemeanor convictions for seven years, but expungement can remove them from most employment screenings.

How Do I Prepare a Script for Firing Someone?

Learn the professional steps for firing an employee, from preparing a script to handling emotional reactions. Understand the proper procedures, reasons, and communication techniques to ensure a smooth and respectful termination.

What Is Involved in a PAGA Lawsuit?

PAGA lawsuits allow employees to file claims for labor code violations on behalf of themselves and others in California. Employers can face significant penalties, prompting many to settle to avoid costly judgments.

What Are the Rules for 10-Minute Breaks?

California law mandates two paid 10-minute breaks and a 30-minute unpaid meal break for an eight-hour shift. Employers who fail to provide required breaks may face penalties, and employees can seek legal action for compensation.

Can I Work Six Hours Without a Lunch Break?

California law requires a 30-minute meal break for shifts over five hours, but employees can waive it if working exactly six hours. Employers must comply with strict labor laws, ensuring uninterrupted meal breaks and legal protections for workers.

What Can I Do If My Employer Didn’t Pay Me on Payday?

Employers in California must pay workers on time, or they may face penalties of up to 30 days' wages for delays. Employees can file wage claims, seek legal assistance, or report violations to the California Labor Commissioner's Office for unpaid wages.

What Qualifies as a Hostile Work Environment in California?

Employees in California facing severe or persistent harassment based on protected traits may have legal options under state and federal laws. Filing a complaint with the California Civil Rights Department or consulting an employment attorney can help protect workplace rights and seek compensation.

When Is a Doctor’s Note for Work Required in California?

California employers generally cannot demand a doctor's note for sick leave, but exceptions exist under specific laws and circumstances. Legal conflicts persist, and employers may require medical documentation for disability accommodations, FMLA leave, or other valid reasons.

What Does California Law Say About Final Paycheck Rules?

California law mandates that final paychecks be provided promptly, with termination pay due immediately and resignation pay within 72 hours. Employers must include all owed wages, expenses, and accrued benefits, with penalties for late or incomplete payments.

Can an Employer Deny a Doctor’s Note?

An employer may deny a doctor's note if the absence does not qualify for legal protections under disability or family leave laws. Employers must evaluate medical documentation, employee statements, and applicable laws before considering disciplinary action.

How Much Can You Sue an Employer for Misclassification?

An employer's misclassification tactics can deny you fair wages, benefits, and legal protections. You may be entitled to compensation, including back pay, retirement contributions, and potential punitive damages, by pursuing legal action.

How Serious Is an EEOC Complaint?

An EEOC complaint can lead to costly legal battles, reputational damage, and mandatory policy changes for businesses. Employers may face financial penalties, investigations, and compliance requirements, impacting operations and workforce morale.

Do You Have Sample Letters for Termination of a Contract?

A contract termination letter formally ends a business agreement while protecting interests. This guide outlines key steps, considerations, and sample letters.

What Is a WARN Notice in California?

The California WARN Act requires businesses with 75 or more employees to provide 60 days' notice before mass layoffs, plant closures, or relocations. Noncompliance can lead to fines, back pay, and healthcare costs, making adherence essential for legal and financial stability.

What Is FICA and How Does It Impact Payroll Taxes?

FICA is a payroll tax that funds Social Security and Medicare, requiring contributions from both employers and employees. Employers must withhold, match, and submit FICA taxes while following IRS guidelines on deposit schedules, wage bases, and additional Medicare tax requirements.

What Is At-Will Employment and How Does It Impact Employee Rights?

At-will employment allows employers and employees to end their working relationship at any time without cause, impacting job security and flexibility. While it provides businesses with staffing flexibility, employees face fewer legal protections and potential job instability.

Employers Should Exercise Caution When Terminating Employees After Disability Leave

Employers should exercise great caution when considering whether to terminate an employee who is on leave. Employers are cautioned not to automatically terminate employment solely because an employee has used or exhausted their disability leave entitlement.

What Is FUTA? 2025 Rates and How to Calculate FUTA Tax

The Federal Unemployment Tax Act (FUTA) imposes a payroll tax on businesses that have employees, collecting revenue that funds unemployment benefits.

What Is the Difference Between a 1099 Contractor and an Employee?

A 1099 contractor operates independently, covering their own taxes and expenses, while a W-2 employee receives benefits and employer tax contributions. Misclassifying workers can result in fines, making it essential to assess control, financial arrangement, and job nature before classification.

How Do Contractors Typically Get Paid? Payment Methods and Legal Guidelines

Contractors receive payments through direct deposits, checks, payroll services, or online transfers, following legal and tax regulations. Proper classification, documented agreements, and compliance with IRS reporting ensure smooth transactions and avoid penalties.

What Is the Definition of a Non-Exempt Employee?

Non-exempt employees are entitled to overtime pay and must earn at least the federal minimum wage under FLSA regulations. Unlike exempt workers, they are typically paid hourly and receive 1.5 times their wage for extra hours.

Can Union Representatives Be Present at Disciplinary Meetings?

Employees have the right to request a union representative during investigative interviews that may lead to disciplinary action. Employers must comply or face potential labor law violations under the National Labor Relations Act.

What Is an FTE (Full-Time Equivalent)?

A full-time equivalent (FTE) measures employee work hours, combining part-time and full-time schedules into a standardized metric. Businesses use FTE calculations for staffing, budgeting, and compliance with regulations like the Affordable Care Act.

What Are the Signs of Unfair Treatment at Work?

Unfair treatment at work includes discrimination, pay gaps, and biased promotions, impacting employees' well-being and career growth. Recognizing signs like harassment, favoritism, and wrongful termination helps employees take action against workplace discrimination.

What Is a Statutory Employee on a W-2 Form?

A statutory employee is a self-employed worker classified as an employee for tax withholding purposes, receiving a W-2 instead of a 1099-MISC. These workers can deduct business expenses on Schedule C but typically do not receive traditional employee benefits like health insurance or retirement plans.

What Laws Protect Employees From Workplace Bullying

250