Welingkars Distance Learning

Division

Effective HR
CHAPTER-3

Training needs Assessment &

Analysis

We Learn A Continuous Learning For

Objectives
After completing this chapter, you should be

able to:
Understand the meaning and significance of

needs analysis in training

Understand the various types of training needs.
Know the components of a Training Needs
Assessment.
Understand the process involved in Training
Needs Analysis.
Know the various methods for collecting data
for a Training Needs Analysis.

Nature and importance of training

needs analysis
Training needs analysis is the breakdown of an

identified need to determine its bases and

causes as well as the relationship among
identified needs.
Needs assessment means the identification
and prioritization of training requirements.
Identification of training needs starts with the
determination of knowledge, and skills
essential for maximum effectiveness in an
organization.

Nature and importance of training

needs analysis
In the training needs analysis, the causes of

failure or non-performance are examined so

as to see whether inadequate or inappropriate
training was one of the reasons.
Needs analysis is essential because lack of
competency is not the only reason for failure.
Training needs analysis is a diagnosis by the
organization to know what the learning needs
of its employees are.

Nature and importance of training

needs analysis
The key elements of an effective training needs

analysis include professional trainers doing the

analysis,
using credible data,
following a structured methodology,
linking training needs with business objectives,
justifying cost to the likely benefits,
gaining the commitment of the top management,
involving employees and their supervisors and

communicating effectively with all those involved.

Classification of training needs

There are different types of training needs.

Focusing only on performance deficiency in

needs analysis is to restrictive.
Democratic needs

Classification of training needs

Democratic needs
are options for training that are preferred,

selected or voted for by employees or

managers or both.
programs that address these needs are likely to
be accepted and desired by organization
members.
Therefore democratic needs can be used to
build support for training programs.

Classification of training needs

Diagnostic needs
focus on the factors that lead to effective

performance and prevent performance

problems, rather than emphasizing on existing
problems.
Diagnostic needs are identified by studying the
different factors that may affect performance.
The goal is to determine how effective
performance can be obtained.

Classification of training needs

Analytical needs
identify new and better ways to perform a task.
These needs are generally discovered by

intuition, insight or expert consideration.

Compliance needs
are those mandated by law.
This category of needs most often deal with

mandated training programs such as safety

training, prevention of sexual harassment,
training for implementation of reservation
policy, etc.

Classification of training needs

Training needs can also be classified as:
Normative needs
a need compared to a standard.
Felt need
why individuals think they want to learn.

Expressed/demanded need
based on the demand & supply gaps of knowledge
and skill.
Comparative need
compared to others there is a need.

Anticipated future need

based on projected future demand.

Components of training needs

assessment

Training needs assessment generally involve

Components of training needs

assessment
Organizational needs analysis
In conducting organizational analysis, the

company may consider issues like:

Increased competition for old and new business.
Greater emphasis on efficiency and cost reduction.
Increased needs on cooperation among companies.
Business strategies of the rival companies.
Research and innovation.
Merger, acquisition, diversification and expansion.
Automation and modernization.
Manpower plan on hiring, retrenching and

deployment of stall

Components of training needs

assessment
Organizational needs analysis
It also includes
a human resource analysis: should translate the
organizations objectives into an accurate estimate
of the demand for human resources.
analysis of efficiency indexes: including cost of
labor, quantity of output, quality of output, waste
and, equipment use and repairs can provide useful
information.
an assessment of the organizational climate:
Organizational analysis also can address the
organizations performance in the softer domains
that constitute the corporate culture.

Components of training needs

assessment
Task analysis / job needs analysis
The process of collecting information regarding

the job, for use in developing training programs,

is often referred to as task analysis or job needs
analysis.
Task analysis explains what must be done to
perform a job or complete a process successfully.
Task analysis means detailed examination of a
job role to find out what are the
knowledge, skill, attitude, motives, values and self

concept needed in people for superior or effective

performance.

Components of training needs

assessment
There are four steps involved in task analysis:
Develop a list of task statements
Develop list of task clusters
Develop a list of KSAs (Knowledge, skills and

attitude)
Assess the importance of tasks

Components of training needs

assessment
Person needs analysis
A person needs analysis identifies gaps between

a persons current capabilities and those

identified as necessary or desirable.
Person needs analysis can be either broad or
narrow in scope.
The broader approach compares actual performance

with the minimum acceptable standards of

performance.
The narrower approach compares an evaluation of
employee proficiency on each required skill dimension
with the proficiency level required for each skill.

Components of training needs

assessment
Person needs analysis
Whether the focus is on performance of the job

as a whole or on particular aspects of the job,

several approaches can be used to identify the
training needs of individuals:
Output Measures

Six components analysis of

needs
The six component approach is given below:
Context analysis
Participants analysis
Work analysis
Content analysis
Suitability analysis
Cost-benefit analysis

Six components analysis of

needs
Context analysis
This involves an analysis of the business

context or reasons for which the training is

desired. The important questions being
answered by this analysis are:
Why a training program is seen as the

recommended solution to a business problem?

What has been the history of the organization with
regard to employee learning interventions?
What are the contextual factors at learning and at
practice which hinder or enable practice of the
learned competency?

Six components analysis of

needs
Participant training
Participant training needs analysis is a critical

step in training needs analysis. It is the analysis

dealing with potential learners and instructors
involved in the process. The important
questions being answered by this analysis are:
Who will receive the training and their level of

existing knowledge in the subject?

What is their learning style?
Who will conduct the training and their expertise to
do so?

Six components analysis of

needs
Work analysis
It is an analysis of the tasks being performed. It

involves examining activities, tasks, and roles of

the job and the competency requirements for
effective performance. Work analysis helps in
ensuring that a given training method and context
are aligned with the relevant job role. Work analysis
seeks answers for the below questions:
What is the job under review and what are the main

duties?
What are the high-level skills required?
To what standards are people expected to do the job?
Are they currently meeting these standards?

Six components analysis of

needs
Content analysis
This involves analysis of documents, manuals, laws

or procedures used on the job. It answers the

questions about what knowledge or information is
used for the successful performance of the job. A
content training needs analysis seeks answers for
the below questions:
Are there essential building blocks one needs to learn in

order to do this job?

Are these building blocks of knowledge laid out in
manuals or other documentation?
In what order and how are these building blocks
normally taught?

Six components analysis of

needs
Suitability analysis
This is the analysis of whether training is the

desired solution. Training is one of the several

solutions to performance problems. However, it
may not always be the best solution. It is
important therefore to determine if training is
the right solution for a particular organizational
problem. Suitability analysis considers the
following essential question:
Is non-performance due to a lack of knowledge and

skills or are there other reasons?

Six components analysis of

needs
Cost-benefit analysis
It is the analysis of the return on investment (ROI) of

training. Effective training should result in a return

of value to the organization that is greater than the
initial investment to produce or administer the
training. Cost-benefit training needs analysis tries to
find answers to the below questions:
Is it worth the effort to undertake the proposed training?
What will be the return on investment of the proposed

training?
Are there any cost-benefit benchmarks for the proposed
training?

Process of training needs

analysis

A training needs analysis (TNA) is the process of identifying the

areas where both individuals and groups in an organization would

benefit from training in order to become more effective at achieving
their own objectives and the objectives of the organization.

Process of training needs

analysis

Data collection methods for training

needs analysis (TNA)
A Training Needs Analysis (TNA) involves

collecting information relevant to training

from the concerned organization or
department.
The aim is to have clear evidence on which to
base the findings and conclusions.

Data collection methods for training

needs analysis (TNA)
Typical methods include
reviewing existing documents
individual interview,
work diaries,
observation and listening,
self-assessment,
critical incident analysis,
questionnaires and
analyzing job descriptions.