Learning in the Flow of Work: Microlearning, Macro Results

Ever wondered how top-performing companies train their people without pulling them away from their work—or killing productivity in the process? The truth is, today’s workplaces are stretched thin. Leaders are trying to upskill employees while protecting output, deadlines, and customer commitments. It feels like trying to change a tire while the car is still moving. So how do smart managers turn learning into something that feels natural, seamless, and baked into daily work—not piled on top of it?

Let’s break it down and get practical.

Why “Learning in the Flow of Work” Is Taking Center Stage?

Training is no longer a far-off event that happens in a classroom or during a quarterly off-site. It’s now woven directly into the task list employees are already tackling. This shift isn’t a trend—it’s a response to a new reality: people need to learn continuously, quickly, and without stepping away from their responsibilities.

Below, we delve into what this concept truly means, its significance, and its origins.

What This Approach Really Is? Knowledge in the Exact Moment of Need

Learning in the Flow of Work delivers the right information at the right time—at the exact moment someone needs it to complete a task. Instead of pausing productivity for full-day classes or dense training programs, learning becomes an on-demand resource. Think:

• Short videos
• Interactive walkthroughs
• Microlearning tools are integrated directly into the software and applications used daily.

The essence of the idea: learning and doing should be one movement. As Josh Bersin wrote in Harvard Business Review: “For learning to really happen, it must fit into the day-to-day flow of work and life.”

Who Coined the Term?

The phrase “Learning in the Flow of Work” was introduced in 2018 by Josh Bersin, one of the most influential thinkers in HR and corporate learning. Bersin argued that true development happens not in a classroom, but in the middle of real tasks, real pressure, and real decisions. He spotlighted informal learning as a strategic advantage—not a happy accident.

Why This Approach Is No Longer Optional?

We’re operating in a marketplace defined by digital acceleration, shrinking attention spans, and fierce competition. Traditional training models simply can’t keep up. Here’s why integrating learning into workflow is becoming mission-critical:

1. Skills Are Evolving Faster Than Training Programs

Technology changes hourly. Job roles morph constantly. Employees need fresh skills today—not next quarter. Short, targeted learning interventions can fill skill gaps in real time, without slowing momentum or overwhelming teams.

2. Time Is Tight—Painfully Tight

McKinsey estimates that employees lose 9.3 hours a week just searching for the information they need. That’s over a full workday—gone. Instant access to knowledge eliminates that drag and helps teams move faster with confidence.

3. Real-Time Support = Real-Time Results

When someone hits a snag—such as an unclear process, a new tool, or an unfamiliar challenge—waiting for a future training session is a productivity killer. Informal learning moments solve problems immediately and reduce errors before they spread.

Here’s the kicker: PedidosYa reported a 501% ROI after embedding learning into the daily workflow for delivery partners—a reminder that doing learning right isn’t just helpful; it’s profitable.

And Deloitte research shows that companies integrating Learning in the Flow of Work into a broader talent strategy see higher innovation and long-term productivity than those sticking to traditional training models. The competitive upside is real.

"Learning in the Flow of Work is a training strategy that provides employees with the knowledge and skills they need, right when they need them—without interrupting their work. Popularized by Josh Bersin, this approach resolves time limitations and boosts learning impact by enabling immediate, real-world application."

Formal vs. Informal Learning: Not Opposites—Partners

To design a smart learning strategy, leaders need to understand how structured learning and workflow-based learning function differently—and why they work best together. This is not a tug-of-war. It’s a partnership.

Below is a clear breakdown.

Formal Learning: Structured, Planned, and Theory-Driven

Formal learning follows a structured roadmap. It’s designed to build foundational knowledge—skills employees will rely on for years. But it usually takes place outside the work environment, which means employees pause their tasks to participate.

Key traits include:

• Purpose: Build deep, conceptual understanding
• Timing: Pre-scheduled, not tied to the moment of need
• Example: A finance course or PMP certification program

Learning in the Flow of Work: Spontaneous, Need-Driven, Immediate Problem-Solving

Informal learning embedded in the workflow provides employees with quick insights that enable them to solve real problems in real time. It’s fast, unstructured, and laser-focused on task completion.

Key traits include:

• Purpose: Remove barriers and boost performance
• Timing: Happens on demand, exactly when needed
• Example: A micro-tutorial that shows how to apply a new Excel formula

Two Lenses, One Strategy

When organizations combine structured learning with just-in-time microlearning, the payoff is powerful:

• Formal learning builds understanding and long-term capability.
• Learning in the Flow of Work activates that capability in daily tasks.

Here’s how the two approaches compare:

"Formal learning is structured training: courses, workshops, certifications. Learning in the Flow of Work is an informal, need-based approach to learning that occurs during daily tasks. One builds knowledge; the other activates it—together, they create a complete learning strategy."

Designing Training That Fits the Workday—Without Breaking the Workflow

Building Learning in the Flow of Work isn’t just about trimming long courses into shorter ones. It requires a mindset shift: design training that acts like oxygen—supporting performance, not suffocating it. To get there, organizations need three core pillars.

1. Think Micro: Bite-Sized Learning for Busy People

Microlearning takes knowledge and breaks it down into small, digestible units—pieces so quick and helpful that employees can apply them in minutes, not hours. Instead of lengthy manuals or half-day sessions, imagine one-minute videos that show specific steps, slimmed-down checklists, or visual job aids, condensing complicated processes into something instantly usable.

And the impact isn’t theoretical. When a retail team converted a 50-page POS manual into 15 micro-videos, employee errors dropped by 40%. That’s the power of microlearning: fast knowledge, fewer mistakes, better performance.

2. Build a Central Brain: A Knowledge Base People Can Actually Use

For learning to feel frictionless, employees need information that’s easy to find, right when they need it—and in one place. That’s why a searchable, well-organized knowledge base isn’t optional. It’s the backbone of Learning in the Flow of Work.

To make it effective, focus on:

• Clear keywords and searchable terms
• A clean structure that moves from broad to specific
• Direct integration into daily systems like Salesforce or SAP

When knowledge lives where the work lives, learning stops feeling like a detour and becomes something employees do naturally, without thinking.

3. Design for Real Problems, Not Abstract Theory

Workflow-based learning content must be practical and solution-oriented. This means shifting focus from theory (“What is the concept?”) to direct application (“How do I complete this task?”).

Every learning unit should provide a direct answer to a real problem or need the employee is facing, ensuring the learning is strongly tied to productivity. To do this, focus on:

• Using action-driven language such as perform, update, process
• Customizing content for each role
• Using on-the-job training, such as simulations or step-by-step in-system guidance

"To design training that fits the workflow, shrink big content into micro-units like short videos or task lists. Focus on real, daily challenges and make information accessible through a central knowledge base."

Top Tools That Bring Workflow Learning to Life

Now that we’ve covered the “why” and the “how,” let’s look at the technology that makes it possible. Success depends on selecting tools that place learning directly inside the working environment—removing the old wall between “learning” and “doing.”

1. Learning Experience Platforms (LXPs): Degreed, EdCast, and Others

LXPs act like the Netflix of learning—curating content from across the organization and the open web, then delivering personalized recommendations. Unlike traditional LMS platforms, LXPs are built for the user, not the administrator.

They curate articles, internal resources, videos, podcasts, and even YouTube tutorials, making them available on demand. That flexibility turns informal learning into something trackable and strategic.

2. Digital Adoption Platforms (DAPs): WalkMe and Its Peers

DAPs are where the magic of “learning inside the application” really happens. They overlay on top of systems employees already use and provide:

• Step-by-step guided walkthroughs
• Contextual hints that reduce errors and simplify tasks

These tools dramatically reduce the time spent searching for answers—and improve accuracy in the moment.

3. Everyday Tools That Already Exist: Slack and Teams

Workflow learning doesn’t always require a tech overhaul or six-figure investment. Sometimes, the simplest channels deliver the biggest lift. Tools like Slack and Microsoft Teams can be shared:

• Short “tip of the day” messages
• Brief videos explaining procedures or updates

This keeps learning lightweight, human, and aligned with the rhythm of the day.

4. Market Landscape Check

According to the Fosway 9-Grid™, LXPs and DAPs are emerging as category leaders, making them strategic choices for organizations serious about enhancing employee performance and long-term development.

"Top workflow learning tools include LXPs that personalize content and DAPs that guide users with in-app support. Even everyday platforms like Slack or Teams can deliver fast, practical knowledge right where work happens."

Frequently Asked Questions (FAQs)

1. Does Learning in the Flow of Work replace traditional training?

Not at all. It complements it. Traditional programs build deeper knowledge and complex skills, while workflow learning reinforces those skills on a day-to-day basis. Together, they create momentum.

2. How do you measure the impact of workflow learning?

Look at real performance, not just course completion:

• Fewer support tickets
• Faster task completion
• Higher customer satisfaction
• Lower error rates

These metrics tell the story where it matters most—in productivity and results.

3. Does this model apply to various job types?

Yes, absolutely—but the design varies. A factory worker may use a quick mobile safety clip, while a software engineer might rely on automated coding suggestions. The point isn’t the format—it’s the fit.

Training That Works at the Speed of Real Life

Once organizations start embedding microlearning into the daily workflow—through simple apps or advanced platforms—they begin reclaiming hours lost searching for information. Teams work faster. Skills grow deeper. Confidence rises. Expertise accelerates.

To stay ahead, companies must shift now—from training that interrupts work to learning that lives inside it.

So here’s the question worth wrestling with: What’s the biggest barrier your team faces in adopting workflow-based learning—and what’s your plan to break through it?

Drop your thoughts in the comments. And if this sparked ideas, share it with someone who would benefit. That’s how cultures of continuous learning begin—one conversation at a time.

This article was prepared by coach Hussein Habib Al-Sayed, an ITOT certified coach.