How to Conduct a Training Needs Analysis

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Home > Training Employees > How to Conduct a Training Needs Analysis

How to Conduct a Training Needs Analysis

by Hasan on June 3, 2007

Training needs analysis process is a series of activities conducted to identify problems or other issues in the
workplace, and to determine whether training is an appropriate response.

The needs analysis is usually the first step taken to cause a change. This is mainly because a needs analysis
specifically defines the gap between the current and the desired individual and organizational performances.

Who Conducts Needs Analysis & Why?

An in-house trainer or a consultant performs a needs analysis to collect and document information concerning
any of the following three issues :

1. Performance problems
2. Anticipated introduction of new system, task or technology
3. A desire by the organization to benefit from a perceived opportunity

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How to Conduct a Training Needs Analysis

In all three situations, the starting point is a desire to effect a change. Given this, you must know how the
people who will experience change perceive it. In the absence of a needs analysis, you may find employees
resistant to change and reluctant to training. They may be unable to transfer their newly acquired skills to
their jobs because of the organizational constraints.

A needs analysis often reveals the need for well-targeted training areas. However, we must keep in mind that
training is not always the best way to try to close a particular gap between an organization’s goals and its
actual performance. Those conducting the needs analysis must get a clear idea of the problem, look at all
possible remedies and report on their findings to management before deciding on the best solution.

When properly done, a needs analysis is a wise investment for the organization. It saves time, money and
effort by working on the right problems. Organizations that fail to support needs analysis make costly
mistakes; they use training when another method would have been more effective; they use too much or too
little training, or they use training but fail to follow up on it. A well-performed analysis provides the
information that can lead to solutions that focus on the areas of greatest need.

Process of conducting a training needs analysis is a systematic one based on specific information-gathering
techniques. Needs analysis proceeds in stages, with the findings of one stage affecting and helping to shape
the next one. There is no easy or short-cut formula for carrying out this process. Each particular situation
requires its own mix of observing, probing, analyzing and deducting.

In many ways, the needs analysis is like detective work; you follow up on every lead, check every piece of
information and examine every alternative before drawing any solid conclusions. Only then you can e sure of
having the evidence on which to base a sound strategy for problem solving.

A needs analysis is not a one-time event. Professional organizations administer needs analysis at regular
intervals, usually every year or two.

Methods of Identifying Training Needs

Training needs will differ with the backgrounds of the employees to be trained, and their present status in the
organization. Basically, a candidate for training may come from any one of three groups :

1. New hires
2. Veteran employees
3. Trainees currently in the training pipeline ( currently in the training program )

Consideration of the varying needs of these groups provides a frame of reference for discussing and
suggesting the methods of identifying training needs :

• New Hires

Addition of new employees creates high and low peaks in placing new persons into the training program. This
problem may be solved by a program where progression is made in different sequences. It will eliminate a jam
that will occur if all phases of the program must be taken in a definite sequence.
The new employees will normally be of somewhat different backgrounds. Being new, they are not familiar
with their new employers. As a result, the earliest phases of the training must concentrate on company
orientation. During these phases, the organi- zation, organization policies and administrative details should be
covered. It is also a suitable time to acquaint the trainees with what will be expected of him, and how he will
be evaluated throughout the phase of training.

• Retaining & Upgrading Veteran Employees

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How to Conduct a Training Needs Analysis

The people in this category offer a real challenge to the training department. There- fore, the number and
amount of training required by this category should be carefully considered. Often the retraining and
upgrading of former employees can be very rewarding for training instructors. At least two schools of thought
exist as to how these employees should be rekindled. There are advantages in keeping this group intact and
tailoring the program to their needs. On the other hand, this category of employees can also make significant
contribution to training if they are co-mingled with the new hires.

• Pipeline Employee Requirements

A good training program will normally have participants in various phases of comp- letion. An awareness of
completion dates and how the potential employee will be employed should be the concern of the training staff
and also the employee’s supervisor. A trainee should have a challenge in all phases of his training. All these
challenges should not be confined to those phases where the pipeline employee is sitting in a classroom.
Therefore, it is recommended that thorough interim test-work be given to pipeline employees in periods
between formal classes. This may take the form of solidifying what he learned in the prior phase and serve as
preparation for the coming phases.

Techniques for Determining Specific Training Needs

There are a number of practical methods you can use to gather data about employees’ performance. Each
works well in given circumstances; therefore, you must determine which be the best for you. None of these
methods can stand alone. Always use at least two, if for no other reason to validate your findings. One of
those you choose should always be observation.

1. Observation

In this approach, an employee’s performance itself is you source of information. You evaluate a worker’s
performance through first-hand observation and analysis. This is best accomplished by watching the worker
and playing the role of non-participating observer. This means that you watch and listen and evaluate what
you see and hear, but do not get involved in his work process in any way.

To make this activity more productive, use a checklist to remind you of what to look for and take notes.

The objective during observations is to identify both the strengths to build on and the deficiencies to
overcome. A key advantage of using direct observation in the needs analysis is that you gain first-hand
knowledge and understanding of the job being performed and the strengths and weaknesses of the relevant
worker.

2. Interviews

The use of interviews in conducting the needs analysis is strongly urged. The prime value of interview guides
is that they ensure the same types of data from all sources. This allows you to determine whether a piece of
information is one person’s opinion, or part of a widespread perception. Since the interview guide forces you
to ask each worker a number of predetermined questions, you must select those questions that are essential to
what you are trying to learn.

Interviews allow you to meet employees face to face to discuss their impressions of performance. Because
you are in conversation with workers, you can explore their responses in depth. You can ask or clarification
of comments and for examples of what they mean. In this way, you obtain a full understanding of their
performance deficiencies.

You also gain these benefits through interviewing :

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How to Conduct a Training Needs Analysis

1. You build credibility with your interviewees by asking intelligent questions and
Listening well to their answers

2. You obtain employees’ personal involvement and commitment to your efforts

3. You establish personal relationships with potential trainees who are important to your success as a needs
analyst and trainer

3. Questionnaires

A questionnaire is a sort of interview on paper. You create your own questionnaire by writing down all the
questions you want employees to answer for you. Then you mail it to them and await their responses.

The key advantage of a questionnaire is that you can include every person from whom
You want input. Employees can complete the questionnaire when and where they choose. You need not travel
and spend time with all respondents. Every employee is asked the identical questions, and consequently data
is very easy to compile and analyze.

Questionnaires can be useful in obtaining a ‘ big picture ’ of what a large number of employees think while
allowing everyone to feel that they have had an opportunity to participate in the needs analysis process.

4. Job Descriptions

Before establishing a job description, a job analysis must be made. This job analysis involves a thorough study
of all responsibilities of the relevant job. It is company wide in scope and should be detailed to such a degree
that those conducting the training can use the job analysis as a yardstick for their course content. After the job
analysis phase has been completed, the writing of job description and needs analysis is a relatively simple
task. When an employee’s job description has been defined, the trainer can easily tailor his training
curriculum to a very close proximity of what will be expected of the employees.

5. The Difficulty Analysis

The Job Analysis will focus attention on enumerating the numerous duties that a worker must perform. On the
other hand, the Difficulty Analysis establishes which of the duties cause the employee the greatest amount of
troubles and how this trouble can be reduced through better training.

A good Difficulty Analysis offers many advantages. For example ….

• It enables a needs analyst to weigh certain aspects of the training in relationship to the expected difficulty
that the worker will face in coping with those duties.

• A well thought out Difficulty Analysis will provide the training program with an abundance of role-playing
material and situations.

6. Problem Solving Conference

Another time-tested technique for gathering needs analysis material from employees is to conduct periodic
problem solving conferences which may take the form of or be part of a plan for a new product, task or
technology, or tied in with a training program It is always helpful to utilize an outside consultant to moderate
such sessions. This outside sponsorship has a tendency of letting the workers express their feelings about his
organization, and the session can then be geared to training needs. The current problems will evolve that
represent potential areas for training.

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How to Conduct a Training Needs Analysis

7. Appraisal Reviews

During the periodic counseling performance interview, an employee should be ques- tioned regarding the
duties and training of a worker. Comments rendered during the appraisal interviews normally are genuine, and
can frequently assist in establishing the needs, variations and penetrations that a training program should
include. Feed- back at appraisal interview time is valuable since it is timely information. Training needs differ
from worker to worker, and appraisal sessions allow the employee and supervisor / manager to uncover the
cause of weaknesses in performance. These deficiencies represent areas for training.

8. Drive Pattern Identity

The extent of an employee’s development depends on his motivations. Identifying the forces that cause an
employee to behave in a certain way may be useful in determining his individual training needs and how to
stimulate his desire to fulfill that need. An analysis of this kind, for example, may determine that the
employee has an urgent need for self-confidence. His individual program should be made to stress the
importance of attitude, skills etc., and any other assets that would give him this self- confidence.

9. Analysis of Organizational Policy

Organization policy will affect the amount of training offered. An explanation of various policies should be
covered in the training program. Of particular concern are those policies that involve change, alteration and
major revamping of training programs. In organizations undergoing merger activity, product diversification
and new penetration, a great deal of sensitivity must be placed on policies today and expected changes in the
future.

Whatever the method used to identify training needs, at least the following three points must be kept in
view :

1. These methods should be used in combination; that is, there should never be reliance on only one method

2. They may be used to identify training needs of each of the various groups
of employees

3. They should be applied to individual employees since training needs will vary with the individual employee.

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http://www.finetextech.com/ raleigh banzyela

5 of 15
How to Conduct a Training Needs Analysis

i appreciate the way you have presented the subject matter especially in providing sufficient
information on the methods to be used in analysing the needs of a particular group of employees. i hope
you could also provide a sample metrices or format /form for the purpose. thank you

http://www.finetextech.com raleigh banzyela

i appreciate the way you have presented the subject matter especially in providing sufficient
information on the methods to be used in analysing the needs of a particular group of employees. i hope
you could also provide a sample metrices or format /form for the purpose. thank you

B.Prabaharan

First of all I appriciate your effort. The content was very nice & Complte.Plese add some of the model
questionnaires / evaluation formats. that will healp to conduct / guide you to conduct TNA survey in
any Industry. If possible send a model copy to my mail.
Thank you.
With warm regards,
B.Prabaharan.

B.Prabaharan

First of all I appriciate your effort. The content was very nice & Complte.Plese add some of the model
questionnaires / evaluation formats. that will healp to conduct / guide you to conduct TNA survey in
any Industry. If possible send a model copy to my mail.
Thank you.
With warm regards,
B.Prabaharan.

Gihan Hussein

i really appreciate the effort done by you and it will be more than helpful if you add some model
questionnaire . if possible send a mdel copy at my email

thanks again for your help and consideration

Gihan Hussein

i really appreciate the effort done by you and it will be more than helpful if you add some model
questionnaire . if possible send a mdel copy at my email

thanks again for your help and consideration

Margo G. Zaldua

Your presentation is indeed very informative and it would be more than helpful if you could add some
model questionnaire for a manufacturing industry. Thank you so much.

Margo G. Zaldua

Your presentation is indeed very informative and it would be more than helpful if you could add some
model questionnaire for a manufacturing industry. Thank you so much.

Allister Bowen

6 of 15
How to Conduct a Training Needs Analysis

You have presented relevant TNA information in a simple manner.

The major factors associated with the conduct of a TNA were well articulated.
I support the requests for “model questionnaires / evaluation formats. that will help to conduct / guide
you to conduct TNA survey in any Industry.”
Keep up the good works

Allister Bowen

You have presented relevant TNA information in a simple manner.

The major factors associated with the conduct of a TNA were well articulated.
I support the requests for “model questionnaires / evaluation formats. that will help to conduct / guide
you to conduct TNA survey in any Industry.”
Keep up the good works

nadeeka jayawardana

I also appreciate this content. Your effort will be more valued, if you have added some example
questionnaires. I will be thankful to you, if you can send me some models of them at my e mail.

nadeeka jayawardana

I also appreciate this content. Your effort will be more valued, if you have added some example
questionnaires. I will be thankful to you, if you can send me some models of them at my e mail.

Grace James

Thank you for a well presented; ”How to conduct Training Needs Analysis” please add some model
questionnaires, evaluation format that will help to conduct TNA for existing staffs within an
organization. i will appreciate to get them through my email address. Thank you in Advance.

Grace James

Thank you for a well presented; ”How to conduct Training Needs Analysis” please add some model
questionnaires, evaluation format that will help to conduct TNA for existing staffs within an
organization. i will appreciate to get them through my email address. Thank you in Advance.

http://www.masoodtextile.com/ Muhammad Sadiq

I feel more difficulties in searching the TNA, so I m very happy to find it according to my desires and
requirements thanks to dirjournal.com

http://www.masoodtextile.com Muhammad Sadiq

I feel more difficulties in searching the TNA, so I m very happy to find it according to my desires and
requirements thanks to dirjournal.com

http://www.printingblue.co.uk/ David

Training need analysis could be a most useful in Human Resource development.

http://www.printingblue.co.uk David

Training need analysis could be a most useful in Human Resource development.

7 of 15
How to Conduct a Training Needs Analysis

I’m still wondering what a needs analysis is composed of.

I’m still wondering what a needs analysis is composed of.

richard

great artical but a sample questionaire would be a great help

richard

great artical but a sample questionaire would be a great help

nicole ward

Your presentation is indeed very informative and it would be more than helpful if you could add some
model questionnaires for a supervisor in the pharmaceutical industry. if possible send a model copy to
my email
Thank you so much. nicole

nicole ward

Your presentation is indeed very informative and it would be more than helpful if you could add some
model questionnaires for a supervisor in the pharmaceutical industry. if possible send a model copy to
my email
Thank you so much. nicole

Moh’d

thank you very informative

Moh’d

thank you very informative

Marvin Lei Kim

Thank you very much! It was a great help to me.

Marvin Lei Kim

Thank you very much! It was a great help to me.

Hasan

We have just posted a sample questionnaire here http://www.dirjournal.com/guides/sample-

questionnaires-for-training-needs-analyses/

Hasan

We have just posted a sample questionnaire here http://www.dirjournal.com/guides/sample-

8 of 15
How to Conduct a Training Needs Analysis

questionnaires-for-training-needs-analyses/

Joann Davis

Can you please email me some models.

Thanks

Joann Davis

Can you please email me some models.

Thanks

http://www.webmail.co.za/ MATHABANG

this training needs analysis was clearly defined and explained.

it would be very helpful if other two methods of needs analysis( process and systems) were included
here because you explain it so well.

http://www.webmail.co.za MATHABANG

this training needs analysis was clearly defined and explained.

it would be very helpful if other two methods of needs analysis( process and systems) were included
here because you explain it so well.

http://www.mousetraining.co.uk/ john Caulfield

Model questionaires at http://www.docstoc.com/docs/5997601/Microsoft-Office-Training-Needs-

Analysis-Forms

http://www.mousetraining.co.uk john Caulfield

Model questionaires at http://www.docstoc.com/docs/5997601/Microsoft-Office-Training-Needs-

Analysis-Forms

renuka

it is good

renuka

it is good

Ayesha

hi,

if i want to cite your article, what reference should i give and what is the complete name of the
author???

plz do tell me as soon as possible..

email me the answer please

9 of 15
How to Conduct a Training Needs Analysis

Ayesha

hi,

if i want to cite your article, what reference should i give and what is the complete name of the
author???

plz do tell me as soon as possible..

email me the answer please

amitesh

can you plz give a analysis of training needs in a washing machine company?

amitesh

can you plz give a analysis of training needs in a washing machine company?

radhika

how to prepare traning need analysis questionaire in hospital industry

http://ymail radhika

how to prepare traning need analysis questionaire in hospital industry

Abhinav

This was a very sincere and systematic effort to explain the topic. Approach is quite practical and self
explanatory. It will be more helpful to me, if you could also include techniques of developing different
tool for Training need assessment and how to determine training objective / goal by compiling TNA
results? I would expect your extended help by mailing me some models/material/reference or e-book on
same.

Abhinav

This was a very sincere and systematic effort to explain the topic. Approach is quite practical and self
explanatory. It will be more helpful to me, if you could also include techniques of developing different
tool for Training need assessment and how to determine training objective / goal by compiling TNA
results? I would expect your extended help by mailing me some models/material/reference or e-book on
same.

http://www.makerain.co.za/ Mel | Executive Search

The content was well explained and very informative once again. Very useful indeed.

http://www.makerain.co.za Mel | Executive Search

The content was well explained and very informative once again. Very useful indeed.

MUDASAR

It is not a bookish type of article but it is very easy to understand and can well defines the complete

10 of 15
How to Conduct a Training Needs Analysis

topic practiclly.

http://no MUDASAR

It is not a bookish type of article but it is very easy to understand and can well defines the complete
topic practiclly.

syahril

if you don,t can you give complit sample of TNA include from start TNA and finishing also with
example

syahril

if you don,t can you give complit sample of TNA include from start TNA and finishing also with
example

Arunesh

it is explained very well and very informative. the information is very useful

Arunesh

it is explained very well and very informative. the information is very useful

Biliquess Alaya

thank you so much, this is just what have been looking for.

Biliquess Alaya

thank you so much, this is just what have been looking for.

narendra

hai can i have deaail training need analysisi in a

bpo sector

narendra

hai can i have deaail training need analysisi in a

bpo sector

Thelma Namusu

I find the information is helpful to start get on the training needs for staff learning and development.

Thelma Namusu

I find the information is helpful to start get on the training needs for staff learning and development.

sangeeta

sir i need a trainng conduct form

11 of 15
How to Conduct a Training Needs Analysis

sangeeta

sir i need a trainng conduct form

PRARTHANA PAL

The content was helpful and inspires a lot of questions. However, some model questions for the IT
Industry would be very helpful.

PRARTHANA PAL

The content was helpful and inspires a lot of questions. However, some model questions for the IT
Industry would be very helpful.

reshma

the information are very helpful. actually am doing a research proposal on TNA and I would like to
know whether i need to add more to the information provided.and if yes, what are they?

reshma

the information are very helpful. actually am doing a research proposal on TNA and I would like to
know whether i need to add more to the information provided.and if yes, what are they?

hsaleem

We have just published a new questionnaire here http://www.dirjournal.com/guides/example-traini...

Aliyu Ahmed Bichi

Kindly and accept my warm greeting and appreciate for this humble effort you made to us concerning
TNA may God reward you with his infinite mercy. I will also be glad if you will send me your
powerpoint format to enhance my knowledge as a traning development officer.

mavessa

Very useful information. Do you have something specific for Internet Service provider industry ?
If yes please share

certificationkey

yeah i agree with you that its really very useful information. but i need some information about 350-001
and 642-901 exam… can any one help me out to find these exam information..?

Acecainer

who is the writer of this journal?

Nihal_juno

very good tips, thank you

Bijal_mba2009

12 of 15
How to Conduct a Training Needs Analysis

if possible than please provide the author name & journal which represnets that articel. so that we could
have tough support to pur answer.

khalid

still stuck!! need an assistance from the expert..

baihaQi

can u forward to me your proposal?

http://www.printingblue.com/ sticker printing

Thats really great effort to explain Training need analysis.That is much practical full of information.

Sowmya k rao

hello.. the information provided is very helpful for me… I am doing the research on the topic of training
need assessment in ITes…

http://www.printinghost.com/custom-stickers-printing.html custom stickers printing

The content of guide really very helpful, I really thankful to you for details description and method of
Analysis… awesome you guys rock!

Dr prasad

very useful document

ebi baby c.

thank you. this is very informative and doable. even a small organization can utilize this without the
need for exuberant budget.

S.Sathieshkumar

I need a sample questionaire on psychosocial

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