Use four training moments
Train at onboarding, when a new tool or major feature is approved, when policy changes and after an incident or recurring quality problem.
Add a regular refresher
Many employers benefit from a short annual baseline review plus targeted updates when the workplace changes.
Watch for triggers
Schedule earlier training when staff use unapproved tools, sensitive information is mishandled, output errors recur or a department adopts a new workflow.
Keep a change log
Record the date, audience, trigger, tools covered, policy version and unresolved questions for each session. The log helps an employer see whether a new feature, incident or role change requires targeted instruction rather than automatically repeating the same course.