As organizations work to keep pace with rapid technology change, just-in-time training (JIT training) has emerged as a practical and scalable learning strategy. It delivers support when and where users need it — in the workflow — to help them complete tasks accurately and independently.
Imagine you’re struggling to enter an expense during tax filing. Suddenly, a help icon appears, offering step-by-step guidance with examples. You get the answer instantly and move on. That’s just-in-time learning in action.
This guide explains how just-in-time training improves efficiency, boosts user proficiency and supports technology adoption across your organization.
What is Just-in-Time Training?
Just-in-time (JIT) training, also known as just-in-time learning or just-in-time education, is an on-demand learning approach that delivers the right content at the moment of need. Instead of waiting for scheduled training sessions or lengthy courses, users access support instantly — anytime, anywhere.
Why JIT training works
Just-in-time training is effective because it is:
- Flexible: Learns can access help at their own pace and on their own schedule.
- Timely: Guidance appears exactly when a user encounters a task or problem.
- Targeted: Content is modular and concise, focusing on task-level skills users can apply immediately.
- Retention-boosting: Since learners apply skills right away, JIT training helps combat the Ebbinghaus forgetting curve.
JIT training typically includes resources such as:
- Quick-reference guides
- Online tutorials
- Short videos
- Interactive simulations
- Tip sheets
- Workflow-embedded prompts and tooltips
Where JIT training excels
Industries with frequent updates or high workflow complexity, such as healthcare, benefit significantly.
For example, electronic health record (EHR) systems undergo continual enhancements. Just-in-time learning ensures clinicians stay proficient without requiring repeated, time-consuming training sessions.
This approach also supports a culture of continuous improvement. When employees can access answers independently, they take a more active role in developing their skills, resulting in greater agility and long-term organizational efficiency.
How just-in-Time Training Works: A Step-by-Step Guide
Implementing just-in-time training doesn’t require a full overhaul of your learning strategy. It simply shifts learning closer to the workflow and prioritizes timely, task-relevant content. Here’s how organizations successfully implement JIT training:
1. Identify workflow friction points
Start by pinpointing tasks or processes where users frequently struggle, make errors or submit support tickets. These areas are prime candidates for targeted just-in-time content.
2. Break training into modular, task-level content
Convert large training topics into small, bite-sized pieces. For example, “How to create a contact,” “How to create a referral,” or “How to update inventory.” Short, specific modules are easier for users to consume and easier for teams to maintain.
3. Embed training directly into applications
Place content where users need it most: within the EHR, CRM, ERP, HCM or other critical systems. Contexual help icons, workflows and integrated tooltips ensure support appears in the moment of need.
4. Offer multiple formats to match learning preferences
Provide short videos, step-by-step guides and simulations. Different users prefer different styles, and variety improves both engagement and retention.
5. Keep content updated and accurate
Because workflows evolve, ensure your training library stays current. Modular content makes updates fast. Edit a step, republish and the latest version is instantly available.
6. Measure usage, adoption and performance
Track which workflows users access most, time saved, onboarding improvements and proficiency gains. These metrics validate ROI and help you continuously improve.
Implementing JIT training is most impactful when content is dynamic, embedded and easy for users to access without leaving the workflow.
Just-in-Time Training vs. Traditional Training
While both JIT training and traditional training have value, they serve different purposes. A comparison helps clarify when each approach works best.
| Aspect | Just-in-Time Training | Traditional Training |
|---|---|---|
| Timing | Delivered at the moment of need | Delivered in scheduled sessions |
| Format | Bite-sized, task-specific modules | Classroom or long-form virtual courses |
| Learning pace | Self-directed and user-paced | Instructor-paced |
| Ideal use case | Task execution, workflow support, software updates | Foundational knowledge, broad concepts, compliance |
| Retention | High — skills applied immediately | Often lower due to the forgetting curve |
| Scalability | Easy to scale and update | Pulls users away from daily responsibilities |
| Impact on productivity | Minimal disruptions to work | Pulls users away from daily responsibilities |
When to choose JIT training:
When accuracy, immediacy and workflow continuity matter most.
When to choose traditional training:
When teaching broad concepts, sof skills, or collaborative learning experiences.
A blended approach often works best. JIT training reinforces formal training, strengthening retention and adoption.
Benefits of Just-in-Time Training
Compared to traditional classroom training or scheduled virtual training, just-in-time training offers substantial advantages. Training teams can deliver more value with fewer resources, while users enjoy a smoother, more intuitive learning experience.
Below are key benefits supported by real client results.
1. Reduced training costs and improved scalability
Just-in-time training helps organizations stretch limited training resources further. When users access self-directed support in the workflow, training teams spend less time in classrooms and more time on strategic initiatives.
Example: Emplify Health
Gundersen (now Emplify Health) experienced rapid growth without the ability to expand its trainingt eam. By shifting to a just-in-time training model, the organization saw immediate benefits:
- Trainers spend less time delivering repetitive classroom instruction.
- They were able to cross-train across multiple Epic EHR modules.
- The role expanded to include one-on-one coaching for clinicians needing individualized help.
Scalability improved without increasing headcount.
2. Less time spent in training
JIT training shortens onboarding and reduces the time employees spend in formal instruction.
Example: Faster onboarding at Emplify Health
Before adopting JIT training:
- New nurses sometimes waited up to five days to begin onboarding
- Training took three to four days after that.
With just-in-time learning:
- Onboarding now takes one day.
- Content is targeted, personalized, and self-paced.
Learners focus only on what matters to their role, accelerating readiness. Hear more about Emplify’s story in this Becker’s Healthcare podcast.
3. More satisfied employees
Employees often dislike traditional training because it pulls them away from work and rarely matches their preferred pace or learning style.
Just-in-time training increases satisfaction because learners can:
- Train when it’s convenient
- Move at their own pace
- Choose their preferred content format
Example: UCHealth
Nurses using just-in-time training reported a 75% increase in satisfaction with initial training.
When employees spend less time in training and feel more confident, satisfaction rises naturally.
4. Improved adoption and proficiency
High user adoption and proficiency are essential for maximizing technology investments. JIT training drives better outcomes because it supports users at their time of need directly in their workflow.
Example: M Health Fairview’s eConsent rollout
After launching a new eConsent tool in Epic, adoption was initially low. The team created a short how-to video and embedded it directly in the eConsent workflow.
Results:
- Adoption increased from 7% to 87% within days
- Clinicians learned the process as they completed the task
Read more about how M Health Fairview supports users in the EHR in this KLAS Research case study.
Example: Aspirus Health
Since transitioning to a JIT training strategy:
- 96% of new nurses achieve proficiency in their first post-training assessment
- New nurses spend 50% less time completing tasks in Epic
Instant access to accurate guidance improves both confidence and performance. Learn more about Aspirus Health’s transition to a just-in-time training strategy by watching their 2022 Epic XGM presentation.
Deliver just-in-time training with uPerform
Effective onboarding and ongoing support are essential for long-term productivity and technology adoption. To achieve this, organizations need a centralized platform that streamlines content creation, delivery and management.
uPerform’s just-in-time training solution offers:
1. Relevant, role-based learning
uPerform delivers in-app content tailored to each user’s role. Employees see only what’s relevant, reducing search time and improving efficiency.
2. Leading Software Integrations
Embed training directly into your most critical applications. uPerform integrates with major EHR, HCM, CRM, ERP and other systems to deliver guidance exactly where users work. View our full list of supported applications.
3. Multiple Content Formats
With uPerform’s authoring tool, trainers can instantly produce guides, simulations and videos from a single recording, matching different learning preferences with ease.
4. Simplified Content Creation and Management
Create and update content in half the time. Authors can record workflows once, publish to multiple formats and update steps without recreating materials from scratch.
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Choose uPerform for just-in-time support
Reduce the time and cost burdens of traditional training methods. uPerform’s just-in-time training platform offers scalable ongoing software education by delivering role-specific training and support. Enhance overall productivity and increase satisfaction throughout your organization with a just-in-time approach to digital literacy.
Master your applications while you work with uPerform. Contact us today to learn more.