Implementing just-in-time training Just-in-time training (also referred to as inservice education or on-the-job training) is basic, swiftly implemented training,

offered to meet an immediate need, and it is always a challenge for staff development specialists. Needs may arise unexpectedly, and there is usually little time for preparation and implementation. Just-in-time training may involve the need to master a new piece of equipment or immediately implement a new policy or procedure. But this type of training still requires that the basics of sound educational design and implementation be followed. The following are some suggestions for implementing just-in-time training: Maintain a list of reliable resources that can be quickly accessed when researching topics such as rare or unusual diseases, medication updates, and healthcare news. Such resources include:

Centers for Disease Control and Prevention (www.cdc.gov) National Institutes of Health (www.nih.gov) FDA (www.fda.gov) PubMed (www.pubmed.gov) Professional texts and journals Professional nursing association Web sites

Develop a system for distributing didactic material such as policy updates, information about disease processes, or medication updates. Information can be sent via e-mail, text messaging, or posts on bulletin boards or the staff development section of the hospitals intranet. Maintain a list of equipment vendors who not only supply your organization with equipment but who also have been helpful in providing just-in-time training in the past. Many vendors are more than willing to assist with inservice education as they know that a good rapport with the nursing staff may ease the way for future sales. Establish a system for enlisting staff nurses as trainers. These nurses should be clinical leaders who have an interest in and talent for teaching. When large numbers of people require training, these staff nurses are an invaluable resource. To ensure that these nurses are as prepared as possible, offer train-the-trainer education programs annually or semi-annually. The purpose of these programs is to offer training in the delivery of in-service education for staff nurses with an aptitude for teaching. These are the nurses who will receive training on new equipment first, demonstrate competency, then assist with training others. This way, you will have a resource pool to help implement just-in-time training whenever the need arises.

Even though the training need may arise unexpectedly, dont neglect the documentation process. Develop a simple template that can be quickly individualized (such as the one in Figure 1) that can be quickly individualized. Note that there is space for identification of the specific competency to be achieved, the type of equipment involved, a place for the instructor to verify via signature that competency was achieved, and space for the learners signature. Figure 2 is a sample template for didactic information such as policy reviews or updates. There is space to identify exactly what policies or regulations are to be reviewed and what learners signatures indicate. There is also a statement that tells learners what to do if they have any questions about the information to be reviewed. There is space for the date, learners signatures, and learners job titles. Note that there is also a statement explaining the need for the review. Just-in-time training can cause upheaval even in the most efficient staff development department. By planning ahead and establishing ongoing processes, in-service can be implemented swiftly and efficiently.

________________________________________________________________________ Source: Adapted from the December 2009 issue of The Staff Educator, an HCPro, Inc. publication. For more information, visit www.hcmarketplace.com/prod-2771/The-StaffEducator.html.

Figure 1: Template for policy/regulation in-service documentation Date: __________________________________________________________________ Department/unit: _________________________________________________________ Distribution of the following new organizational policy(ies)/regulations:_____________________________________________________ _______________________________________________________________________ _ The attached document(s) indicate a change in or a new way of providing products and services to our patients, families, visitors, and/or employees. After you have read these documents, indicate that you understand and accept these changes or additions by dating and signing below. If you have any questions, please contact your departmental manager. It is required that each employee reads the attached documents and signs his or her name by _____________________________________________________________________. Date Signature Title _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ ______
Source: Avillion, AE. (2008). A Practcal Guide to Staff Development: Evidence-Based Tools and Techniques for Effective Education. Marblehead, MA: HCPro, Inc.

Figure 2: In-service documentation form for new equipment Date: ___________________________________________________________________ Time: __________________________________________________________________ Competency: ____________________________________________________________ Type of equipment: _______________________________________________________ Instructor(s): _____________________________________________________________ After observing accurate demonstration of _________________________, the following learners demonstrated competence in the use of _________________________________. _____________________________ Instructors signature, time, and date Date Time Learners signature and title ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________
Source: Avillion, AE. (2008). A Practcal Guide to Staff Development: Evidence-Based Tools and Techniques for Effective Education. Marblehead, MA: HCPro, Inc.