How to Make a Training Needs Analysis Template
Find or Create Tools for Analyzing Employee Training Needs
Oct 16, 2009
There are different forms of training need analysis. Because of this there is no single template that will work for all situations. However, every training needs analysis will have elements in common, making it possible to start from a standard template which is can then be adjusted to suit the specific situation.
A training needs analysis template can be a simple document in Word or Excel. Its purpose is to capture information supplied by individuals, whether by interview, questionnaire or observation. Examples can be found online, but because they will need to be changed to meet the needs of a particular organization, it is often easier to create a new one from scratch.
Identify Skill or Competencies Required for Training Needs Analysis
Before analyzing someone's training needs a list of the required skills or competencies must be put together. This list can range from generic competencies, such as time management, to specific skills, such as understanding how to input certain types of data into a computer system.
The list should be kept to a maximum of about twenty items. Care should be taken not to duplicate items or have too many overlaps, although some are inevitable. Time management, for example, will overlap with staff supervision. However, they are two distinct competencies in their own right.
Analyze Skills or Competencies Required for Training Needs Analysis
Each skill or competency being assessed needs to be scored. This can is best done on a numeric scale of 1 to 10, representing the current level of ability.
Using a numeric approach allows relatively easy comparison of individuals and teams. It makes it simple to compare the total scores of team members and to calculate averages.
Care must be taken when capturing the actual scores. Self-assessment is a good place to start, but scoring competency is quite subjective and people will naturally underrate or overrate themselves in certain areas. Self-assessment should be validated by some sort of anonymous peer assessment, and also by having managers review the assessment.
Document Perceived Employee Training Needs
In addition to the scoring section, the training needs analysis template should also have an area for recording the specific training needs of an employee.
This might be a pick-list of internal courses or of competencies, or it might simply be a blank area to be completed. Here the employee can note the training that they think they need in order to perform their role more effectively. Again, this could be validated by peer and/or management review.
There should also be an opportunity for the employee to identify other issues that might affect their ability to do their job. It might be that their performance is adversely affected by other factors, such as having an old and slow computer, or by the position of their desk in the office. It should not always be assumed that performance is determined entirely by knowledge or skill.
The exact form of a training need analysis template will vary depending on the situation. Some needs analysis is performed annually as part of a review process and some is project focused, such as when a new computer system is being installed. Whatever the reason, the basic principles for conducting a training needs analysis will apply.
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