What is Just-in-Time Training?(How To Implement It In 2024)

What if learning happened when it was most relevant to an employee’s tasks—could that transform a team’s productivity?

Yes, it could. And there’s a name for this approach – it’s called just-in-time (JIT) training. With its help, your employees can carry out technical troubleshooting, software onboarding, or even handle specific customer queries (in the flow of work).

Once you launch JIT training, you'll see instant benefits like better knowledge retention, higher productivity, and more openness to change from your employees.

But what if your organization doesn’t have a just-in-time(JIT) strategy in place?

Don’t worry—it's not difficult. We’ll discuss just-in-time training and how to implement it in more detail.

Here’s All That We’ll Cover In This Blog

• What is Just-in-Time(JIT) Training?
• Use Cases of Just in Time Training
• How is JIT Training different from traditional training?
• Origins & Evolution of Just-in-Time(JIT) Training
• The Science behind JIT training
• Quick Benefits of JIT Training
• Three Pillars of Modern JIT Training
• How to Implement Just-in-time Training
• Challenges in Implementing Just-in-Time Training
• JIT Training in Action: Case Studies Across Industries
• Maximize JIT Training Impact with Digital Adoption Platform

What is Just-in-Time (JIT) Training?

Just-in-time(JIT) Training is a way of delivering training to employees exactly when they need it, at the point of need. It's based on the idea that employees don't need to be bogged down with extra information upfront but instead should be provided with the knowledge they need to complete their work tasks effectively as they arise.

In simple words, JIT training for employees leads to higher employee engagement and knowledge retention. Meanwhile, L&D and workforce development leaders can save time and resources by using JIT training as an alternative to lengthy, generalized training programs.

Example of JIT Training

Let's take the example of JIT training for David, a customer service representative (CSR) using a new CRM software. He wants to learn the software efficiently to add lead information and create opportunities. One way of implementing JIT training for him can look like integrating an AI-powered virtual assistant into the CRM.

If David gets stuck or performs an action incorrectly, the digital assistant can provide contextual suggestions or guide him through a relevant training module, ensuring immediate support and effective learning.

This is one of the examples of  JIT training delivered directly within the software workflow.

Use Cases of Just in Time Training

Here are some compelling use cases for JIT training in the workplace:

• New software training:

When a company rolls out a new software program, JIT training can provide employees with bite-sized, focused modules that teach them the specific features and functionalities relevant to their tasks.

This ensures they can get up and running quickly without wading through extensive manuals or generic training sessions.

• Procedural updates:

As business processes evolve, JIT training can be used to swiftly update employees on new procedures or protocols. This can be particularly useful for customer-facing roles where changes might impact interactions.

• Troubleshooting common issues:

JIT training can be a goldmine for employees encountering common problems. Microlearning modules or quick reference guides can equip them to troubleshoot and resolve issues independently, saving time and minimizing disruptions.

• Onboarding new hires:

One of the best ways to enhance your onboarding process is to integrate JIT training effectively into it. New hires can access targeted modules on company policies, specific job duties, or essential tools as needed, allowing them to become productive members of the team faster.

• Compliance training:

You can offer quick training modules on how to handle specific compliance incidents (e.g., data breaches) immediately after such an incident occurs or when a new risk is identified.

JIT training can ensure employees stay up-to-date on compliance regulations relevant to their roles. Short, refresher courses can be delivered just before critical deadlines or when procedures change.

How is JIT Training different from Traditional Training?

In a nutshell: Traditional training prepares you for everything, and JIT training prepares you for what you need at that moment.

Origins and Evolution of JIT Training

The concept of Just-in-Time (JIT) training is actually borrowed from the manufacturing world, specifically from the Toyota Production System (TPS) that emerged in the 1950s.

Here's the journey of JIT training:

• Origins in Manufacturing (the 1950s):

During this period, Toyota aimed to streamline production, reduce waste, and improve efficiency. Stockpiling parts wasn't ideal, so they created a system where parts arrived "just in time" for assembly. This became known as Just-in-Time (JIT) manufacturing.

• Shift to Training (1970s):

The success of JIT manufacturing in optimizing resources sparked its application in training. The idea was to deliver training just when employees needed it, similar to how parts arrived in manufacturing.

• Early Implementations (1980s):

The concept reached the United States in the 1970s and 1980s. However, some companies struggled to fully grasp the TPS's cultural and human aspects, leading to mixed results.

• Evolution and Growth (Present):

The rise of online learning platforms, mobile apps, and microlearning modules perfectly complemented JIT training principles. Bite-sized, accessible learning materials delivered "at the moment" became the norm.

As of 2024, JIT training focuses on two aspects:

• Focus on Specificity: Modern JIT training emphasizes targeted content that addresses an immediate need or task.
• Blended Learning Approach: It often combines online resources with on-the-job coaching or mentoring for a well-rounded experience.

The Science Behind JIT Training

By now, you (probably) must be wondering why this just in time technique works.

To answer this, let’s know some key scientific concepts it's based on:

1. Spaced Repetition: Our brains forget information over time. JIT training delivers information in spaced intervals, which aligns with the spacing effect. This effect suggests that reviewing information at increasing intervals (rather than cramming all at once) strengthens memory pathways and improves long-term retention.

2. Relevance and Motivation: Adults learn best when information is relevant to their current tasks and goals. JIT training focuses on specific needs, making the information highly relevant and motivating learners to pay attention and retain it.

3. Application and Reinforcement: Applying new knowledge immediately strengthens memory. JIT training positions learning right before application, allowing for immediate reinforcement and improving knowledge transfer to the job.

4. Cognitive Load Theory: Our working memory has limited capacity. Traditional training can overload learners with information. JIT training, with its bite-sized content, reduces cognitive load, allowing for better processing and retention of key points

5. Microlearning: The human brain is wired to process information in small chunks. JIT training leverages microlearning principles by delivering content in short, focused modules, which aligns better with how we naturally learn and remember.

Quick Benefits of Just-in-Time Training

There are several benefits of Just-in-Time Training, as well as reasons why it is a good idea:

Improved Task Execution

Most mistakes happen when employees forget what they have learned or are confused. If they have just-in-time learning resources at their disposal, there will be fewer errors, which will, in turn, improve employee performance.

Less Time Searching Information

Employees typically spend hours searching for the information they need. With readily available training materials, they can save valuable time and redirect it towards addressing other critical tasks, thus enhancing productivity.

Greater Flexibility

Traditional training often requires set schedules and a minimum number of participants to begin. However, JIT (Just-in-Time) training technique provides quick reference guides or online tutorials. With this kind of learning flexibility, employees are trained without geographical constraints.

Easier to Create & Update

Unlike traditional training materials that can become outdated and require significant resources to update, JIT training modules offer a cost-effective solution. If you want to update existing content, you only need to add a new page or make changes and click "Update."

This means entire training manuals can be refurbished instantly, ensuring content remains relevant and up-to-date without straining the budget.

Next, we'll cover the three pillars of JIT training that provide the foundational principles for understanding its core elements.

Three Pillars of Modern JIT Training

• Learning Needs (How does JIT training address learner’s skill gaps?)

To effectively implement JIT training, it's crucial to understand the specific learning requirements of your audience.

Identify where gaps exist—are they struggling with incomplete knowledge leading to performance issues, or are task errors causing an influx of inquiries? Pinpoint the gap and tailor the training to address these precise learner’s needs.

• Bite-Sized Content (Is your JIT training content short & digestible?)

As we discussed the science behind JIT training, it was also evident to us that there’s a microlearning principle. Here, we must pay utmost attention to how we present content during training. The training content should be digestible, bite-sized and ideally take 5 to 7 minutes to consume.

Whether in videos, infographics, checklists, or walkthroughs, these short resources enable quick consumption and retention, fitting seamlessly into the workflow without overwhelming learners.

• Accessibility(Can learners readily access the JIT training materials?)

Use modern technologies such as Learning Management Systems (LMS), Digital Adoption Platforms (DAPs), or mobile applications to ensure your employees have effortless access to training materials.

By leveraging these platforms, employees can conveniently retrieve relevant content anytime, anywhere, fostering a culture of continuous learning and skill development.

*After your strategy is ready, review these three pillars and make sure each one is addressed in your JIT training.*

How to Implement a Successful JIT Training Program

Step 1 - Conduct Training Needs Analysis(TNA)

Pinpoint exactly what skills your employees need to excel in a JIT environment. Remember the three pillars of JIT training we discussed?  This is where the first one, learning needs, will be addressed.

Conduct a Training Needs Analysis (TNA) to understand knowledge gaps. Here's how to conduct a simple yet effective TNA:

• Target Audience Input: Get straight to the source! Ask your employees what specific areas they need help with to excel in JIT practices.
• Managerial Insight: Involve managers for their perspective on skill gaps and areas for improvement.
• Organizational Goals: Align training with the company's overall objectives. What does the organization hope to achieve with JIT implementation?

To establish organizational goals, remember to set SMART goals (Specific, Measurable, Achievable, Relevant, and Time-bound) to ensure effective training.

For example: Let's say your company is launching a new HR software and wants to incorporate JIT training modules within it. The training modules will focus on the specific skills employees need to learn within the software, such as navigating the interface, managing employee records, and generating reports.

Here, the SMART goal could be: "Within 2 months of the new HR software launch, 80% of employees will be able to complete core tasks with 90% accuracy, as measured by a post-training assessment."

Step 2 - Choose a Suitable Platform:

So, you've got your in-detail analysis of what your learners want to learn. Now comes the crucial second step: selecting the right platform to deliver training.

In terms of JIT training, we recommend two contenders, each with its strengths:

Learning Management Systems (LMS)

Many LMS platforms have evolved to house JIT content perfectly. They offer features like:

• Microlearning modules: Perfect for delivering those bite-sized chunks of knowledge.
• Mobile accessibility: Learners can access training on the go, right at their point of need.
• Content curation: Easily organize and deliver relevant training materials based on specific job roles or tasks.

Digital Adoption Platforms(DAPs)

These are one of the most ground-breaking innovations for JIT training. DAPs go beyond just delivering content; they provide in-context guidance and support within software applications. This is a great way to provide real-time, on-the-job learning.

Other than these two, you may also want to take a look at:

• Microlearning Platforms: These are specialists in the JIT training arena. They excel at creating and delivering focused, to-the-point learning modules that quickly get employees up to speed.
  
• Knowledge Base Software: Consider this a central hub for all your company's "know-how."  Employees can search this treasure trove for answers and resources at the moment, making it ideal for quick JIT reference.

Make sure that the platform you select aligns with your specific needs. Consider factors like:

• Content volume and type: Are you dealing with a vast library of content or a more targeted set of modules?
• User base and accessibility needs: How many learners do you have, and how tech-savvy are they? Mobile access is crucial for JIT.
• Budgetary considerations: LMS platforms might offer a wider range of features but come with a price tag. DAPs or knowledge base software might be more cost-effective for specific needs.

Step 3: Develop Training Content

Alright, now it's time to create training content! This step might take a bit, but it's worth it. Based on what you found in the Training Needs Analysis, you'll need to produce content for the topics you've picked.

Here's how to develop content based on your chosen platform:

Learning Management System (LMS):

• Launch your LMS and start a new project. You'll likely have a blank canvas to work with.
• Many LMS platforms offer pre-built templates to jumpstart the process. You can then add slides, layouts, and text using the provided tools.
• Format text using the toolbar options for clarity.
• Insert images using the "Insert" tab and "Picture" option. Resize and position them for optimal visual impact.
• Create triggers to define what happens when users interact with the course (e.g., showing a layer when a button is clicked).
• Develop simulations, quizzes, or videos to keep learners engaged and provide hands-on experience.

Digital Adoption Platform (DAP):

Focus on creating quick and easy reference materials for employees to access during their workflow:

• Use your chosen DAP to create walkthroughs, job aids and onboarding checklists. Simply select the element you want to explain and add instructions.
• Configure triggers for each step, such as clicking a button or entering text. This provides additional guidance right within the application.
• Regularly preview your content to ensure it functions as expected and make adjustments as needed.

Thinking if there’s a FREE software to easily create step-by-step guides for application processes?

Absolutely! Tools like Gyde can simplify creating step-by-step guides for application processes. This browser extension captures your on-screen activity, generating guides with screenshots and detailed annotations for each step. These guides can be shared via a link or embedded in a knowledge base, making them perfect for JIT training and troubleshooting.

When creating your JIT training content, keep these tips in mind:

• Organize your JIT training content logically and include a search function. This lets employees find the specific information they need quickly.
• Use real-world scenarios and relatable examples to illustrate key concepts. This makes the content more engaging and helps learners connect the information to their daily work.
• Whenever possible, avoid jargon and too much technical terminology or use words your target audience is familiar with.

After completing this step, you can strategically release this created JIT training to employees as and when they need it. Making sure all employees have easy access to JIT training, you can wait and make employees learn before moving to the next step!

Step 4 - Measure JIT Training Impact

To assess Just-in-time (JIT) training effectiveness, you'll want to measure how well it bridges the knowledge gap and translates to improved performance.

Here are some ways to gauge the impact of JIT training:

• Individual Learner Level:

Pre- and Post-Tests: Short tests should be administered before and after the training to evaluate knowledge gain and measure knowledge retention.

Skills Assessments: For practical skills, conduct hands-on assessments to see if trainees can apply the skills they learned after the training.

• Team and Organizational Level:

Performance Metrics: Track relevant performance indicators related to the training topic. For example, if the training targeted faster customer service response times, monitor those times before and after the training.

Error Rates: If the training aimed to reduce errors in a specific process, compare error rates before and after the training implementation.

Customer Satisfaction: Track customer satisfaction scores for roles interacting with customers to see if the training improved interactions.

Project Completion Times: For teams working on projects, monitor completion times to see if JIT training on a specific skill has led to faster completion.

• Additional Considerations:

Feedback Surveys: Gather feedback from both trainees and managers on the training's usefulness and impact on job performance.

Focus Group Discussions: Conduct focus groups with trainees to gain qualitative insights into their learning experience and how the training impacted their work.

Pro Tip: Choose software with built-in analytics to monitor how and to what extent your training modules are being used. For more details, see the "Checking if JIT Training Hits the Mark" section in the challenges part.

Challenges in Implementing Just-in-Time Training

As you implement JIT training, there might be some challenges ahead. Let's break them down so you're ready if they come your way.

Adapting to Change as a Team

There can be resistance from employees when switching to a JIT approach. Getting their support(buy-in) is key. Many times, resistance to change stems from comfort with traditional training methods.

So, the best solution is to focus on understanding and empathizing with their concerns and perspectives. Clear communication about the JIT training's goals and how it works can help ease anxieties.

Producing Comprehensive Training Content

One of the hurdles of JIT training is finding the perfect balance between keeping content concise and ensuring it's informative enough.

While shorter content is easier to digest, it can sometimes sacrifice depth. This can lead to oversimplification or missing crucial details, which defeats the purpose of JIT training – delivering accurate and actionable knowledge exactly when needed.

A way to overcome this challenge is to chunk information, i.e., break down complex topics into smaller, easily digestible modules.

Checking If JIT Training Hits the Mark

One of the biggest headaches for L&D professionals is proving their training programs work. Just-in-time (JIT) training presents the same challenge. But fear not; there's a simpler solution than you might think.

An easy approach is to use modern learning platforms like Learning Management Systems (LMS) or Digital Adoption Platforms (DAPs). When choosing a platform for JIT delivery, prioritize one with in-depth analytics capabilities.

For example, with DAPs such as Gyde offers analytics where you can:

• Track how many employees access the training modules and identify any points where engagement drops off.
• Monitor how many learners are finishing the entire training module.
• Analyze how frequently specific modules are accessed over time.

JIT Training in Action: Case Studies Across Industries

1. Financial Service:

Overview: Bajaj Finance Limited(BFL) is known for its extensive network and wide-ranging lending portfolio. Employing over 50,000 people, BFL serves a diverse customer base of 72.98 million across urban and rural regions in India.

Challenge: Bajaj Finance employees needed training on their Salesforce CRM software due to ongoing challenges with sales operations, particularly with reducing the number of loan files placed on hold because of incorrect or incomplete details.

Solution: Bajaj Finance implemented Gyde to provide just-in-time training for CRM. This targeted approach enabled their "last-mile" employees – those in remote or field locations – to learn effectively with:

• Audio-Visual Walkthroughs: These step-by-step guides provide in-app guidance with clear instructions on performing complex CRM workflows, helping them reduce data errors.
• Contextual Help Articles: These are short, relevant articles appear based on the user's activity within the CRM system. By providing immediate assistance to employees, they can decrease the number of CRM support calls that are needed.
• Multilingual Support: Walkthroughs and articles can be translated into local languages, meeting Bajaj's needs for their diverse workforce across the country. This feature ensured accessibility for all employees.
• Just in Time Videos: These are brief, recorded demonstrations of key processes within CRM that were used for refresher training. These videos could also be simply downloaded for offline learning and revision.

Result: By incorporating JIT training, Bajaj Finance achieved significant improvements:

• Reduced CRM learning curve
• Improved Employees efficiency
• Reduced loan file errors
• Improved overall loan processing

2. Retail:

Overview: Apple, known for its innovative products such as mobiles, laptops etc. and complex supply chain, uses just-in-time training to ensure its retail staff is prepared for new product launches.

Challenge: Rapid product releases and evolving technologies demand a constantly updated knowledge base for employees, from retail staff to engineers. Traditional, lengthy training programs disrupt workflows and hinder agility.

Solution: Apple showcases a distinctive approach to JIT by:

• Early Supplier Involvement: Involving key suppliers early in product development to aid in creating training content with their insights.
• Supplier-led Training Modules: Collaborating with suppliers to develop training modules on intricate components or features delivered by Apple's team or supplier experts.
• On-site Training at Manufacturing Facilities: Arranging visits for retail staff to manufacturing sites for hands-on training and demonstrations from suppliers.

Result: Using JIT, Apple achieved:

• Confident and knowledgeable staff
• Reduced customer wait times
• Increased sales
• Improved employee experience

Maximize JIT Software Training Impact with Digital Adoption Platform

Here’s the bottomline: If you want to achieve great results—maximizing productivity and reducing errors during software training—just-in-time training delivered through a Digital Adoption Platform is your best bet.

The Bajaj Finance case study (which we highly recommend checking out!) highlighted a platform called Gyde. It’s an AI-powered DAP that helps employees navigate and master software applications in real time with its diverse features such as audio-visual walkthroughs, contextual help articles, and multilingual help.

But there are some additional features that might appeal you.

• In-app Assessments: Short tests within the app check if employees understand the training and identify areas where they might need more help.
• Assist Mode: It gives context-sensitive help at the moment of employees getting stuck somewhere in the application and automated prompts to fill the correct data.
• AI-powered Content Creation: Gyde uses AI and automates the creation of training content. This reduces the need for extensive human resources and time investment typically associated with content development.

Experience how Gyde can improve your JIT training initiative!

Book a demo today to see the difference.

FAQs

What are some just-in-time training examples?

• Short microlearning modules on a specific software feature.
• Online tutorials for completing a new work process.
• Interactive simulations for practicing customer service skills.
• Pop-up help messages within an application.

Can AI anticipate training needs and deliver just-in-time prompts or recommendations?

AI can anticipate training needs and deliver just-in-time prompts or recommendations. Here’s how AI enhances the onboarding process:

• Customized Learning Paths: AI algorithms can analyze a new hire’s background and skills to create personalized onboarding plans. This ensures that the training is relevant and engaging for each individual.
• Adaptive Content Delivery: AI knowledge assistants can provide content at a pace suitable for the employee, allowing them to own their onboarding process and learn efficiently.
• Interactive Content Creation: AI can generate interactive and engaging content like videos, simulations, and gamified modules, which not only make the learning process more enjoyable but also improve knowledge retention.

Is JIT suitable for all types of training needs within your organization?

JIT training may not be ideal for all training scenarios. A more traditional, comprehensive training program might be necessary for foundational knowledge, specialized skills, safety protocols, and compliance rules.