Introduction to Training Needs Analysis
Ways to Identify the Learning Needs of Employees
Sep 18, 2009
Most people can, if they put their mind to it, perform a training needs analysis on staff within their organization in order to identify learning needs. All it requires is a clear understanding of what is to be achieved, some knowledge of the organization itself, and a consistent, methodical approach.
There are two general forms of analysis of training needs. One is a general, high level approach that usually takes place during annual reviews or appraisals. The second is a more detailed analysis that tends to be linked to specific projects, such as the implementation of a new computer system.
Analysing training need often forms part of an ongoing cycle of needs assessment, training delivery and evaluation of the training, which leads back to needs assessment.
The internet is a valuable resource is for material about training needs analysis. There is plenty of material available online, including training needs analysis templates. These resources are extremely useful, but examples and templates found online are unlikely to be an ideal fit for any organization. They will need to be tailored to meet specific local requirements.
Understanding the Objectives of Training Needs Analysis
Before any form of training need analysis takes place it is essential to establish its objectives.
Is it being conducted as part of an annual review or appraisal process, to help a manager determine which courses to send his or her staff on? This tends to be a very general, or high-level approach to identifying learning needs, and is largely subjective. The outcome is a training programme which often involves taking off-the-shelf training, delivered internally or externally, and perhaps some mentoring or one-to-one training.
Alternatively, the training analysis forms part of a specific project, such as the implementation of a new computer system. The analysis is more detailed, involves multiple steps, and is more objective. The outcome is information about the skills gaps of a particular group of people, which is then used to develop a customized training program that fills those gaps.
Data Collection Methods for Training Needs Analysis
There are several different ways in which to collect the information required. A detailed approach will utilize multiple methods in order to form the clearest picture of learning needs. This will take longer, but if conducted properly will deliver more meaningful results and should lead to the development of a highly relevant and targeted training program.
The analysis methods include:
- Interviewing managers to learn what they want their staff to know.
- Interviewing staff to discover where they think their skills gaps lie.
- Interviewing other relevant parties, such as implementation consultants if the training is linked to a new system implementation.
- Questionnaires for learners to self-assess their knowledge.
- Studying documentation that defines the objectives of project or the function of a team.
- Observing staff at work to see how they actually operate.
- Having learners perform tests in order to benchmark knowledge prior to training.
Processing the Results of Analysis
Once the data has been collected it is important that it is correctly assessed. This involves reviewing the data to identify trends and themes.
The level of detail will depend on the number of learners being assessed. The outcome of the assessment should be a list of subjects in which training is required, and a list of the groups, or individuals, who need that training. This information can then be used to develop a training plan.
Unexpected Outcomes of Analysis
It is possible that the process of analysing learning needs leads to the identification of other issues. It could reveal that there is poor communication within or between departments or teams, or even that there is a break down of relationships. Analysis can pin-point problems with staff morale or systemic weaknesses within the organization. It may lead to the conclusion that training alone will not resolve a particular problem.
For these reasons it is important that the person conducting the analysis knows to whom these findings should be reported, without running the risk of making problems worse.
Organizations that invest in analysis of training needs and development of training programs to address those needs will, in time, feel the benefit of filling their skills gaps and will also build and maintain staff morale.
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