If it’s your job to drive professional development in your company, then you know that the path to doing so is never clear cut, and always changing. Enter training needs analysis— a way to guide organizations toward optimal learning strategies.
When problems come up, training is often the go-to solution. However, it’s not always the answer. A training needs analysis uncovers when training is necessary, and how it will help.
This comprehensive guide explores the essence of a training needs analysis, its distinctions from a training needs assessment, and why it’s a pivotal piece of the training puzzle.
What is a training needs analysis
Training needs analysis is a tool used to determine if existing training meets the needs of its trainees and the company. Its purpose is to ensure that existing training meets its intended goal. In essence, it unearths training issues and helps solve them to achieve organizational success.
What’s the difference between a training needs analysis and a training needs assessment?
Now, let’s clarify a common point of confusion— how is a training needs analysis different from a training needs assessment? Picture this: if a training needs assessment represents the entire voyage, then a training needs analysis is an important leg of this journey.
Training assessments encompass a more extensive process of identifying needs, formulating strategies, and executing solutions. Within this context, the focus is on evaluating what training is necessary. A training needs assessment primarily comes into play when a company has yet to establish a specific training program and wants to implement one.
Conversely, a training needs analysis scrutinizes whether the current training effectively achieves its intended goal. You should ask:
- What’s the goal?
- Is it being accomplished?
Hint: If you’ve been asked to conduct an analysis, the goal is likely not being met.
When a training needs analysis is needed
An organizational training needs analysis is essential when an organizational problem arises. This tool acts as a detective to determine if training can help fix a problem. So often, training is the first step when challenges come up, but it isn’t always needed.
Some issues, like a technology breakdown, don’t require employee training. Understanding the current and desired situation is essential.
Before diving straight into training, ask: Is training the right solution for this problem? If the answer is yes, you can move on.
The main objective is to bridge the gap between employees’ existing skills and knowledge, with what’s needed to meet organizational goals.
Whether it’s a shortfall in employee performance, declining productivity, or a misalignment with organizational objectives, a training needs analysis is the compass that guides corrective action.
How to conduct a training needs analysis
Now that you’ve determined that training is needed to solve a problem, the next step is to ensure the goal is crystal clear and attainable. If it is, it’s time to move on to the next steps.
Here we explain how to identify problems and needs, as well as some common barriers that companies face, and how to overcome them:
Identify problems and needs
Once you’ve figured out your desired outcome, it’s time to identify the problems that are in the way. This is done by breaking down the entire process to identify where training is needed.
Let’s say you want to increase customer satisfaction. You’ll need to identify where there is a decrease in satisfaction, who is involved, why it’s happening, and what can be done to improve it.
You’ll begin collecting data to identify improvement areas and analyze duties and processes related to the desired outcome. Data collection can be done by:
- Observation: Leadership conducts employee observations to see if there is a breakdown with a process, team, or both.
- Surveys: Go straight to the source. Your staff is in the field, so ask them what training and resources they need to do their job best. Make sure your survey is intentional and requires them to provide specific feedback.
- Data analysis: If the problem you’re trying to solve has metrics behind it, make sure you consult these at the very beginning If customer satisfaction is a problem, look at data points such as response time, satisfaction ratings, and more. It’s beneficial to look at both positive and negative customer feedback.
- Who was a part of the experience?
- Who trains and supports them?
- Is there a learning gap?
- Interviews: Conduct interviews with staff, supervisors, and customers to help identify a problem. Going back to a customer satisfaction issue, asking intentional questions will help find gaps causing the issue. Where in the customer journey is there a breakdown? Can it be solved by adding a step to the existing training process?
With the data collection complete, you can move on to the checks and solutions process. Here, you’ll determine which areas of training are not working.
Apply checks and solutions
Check – Is it the content itself that’s outdated or incorrect?
Solution – Review content and make sure it’s up to industry standards.
You must take a deep dive to assess whether the content is a stumbling block. Analyze the training materials, modules, or resources being used. Ensure they align with the latest industry standards and best practices. Review not just the accuracy of the content, but also its relevance to the current organizational goals and employee skill requirements.
This process involves consistently revisiting and revising existing content. The goal is to guarantee that the content remains valuable in addressing the identified training needs.
Check – Is the delivery method not working?
Solution – Try delivering training through a mobile training platform to increase accessibility.
Sometimes, the issue may not be the training content itself, but how it’s delivered to learners. Consider the methods through which training is being disseminated. Are traditional classroom settings still effective, or is there room for improvement?
To address this, it’s beneficial to experiment with various delivery methods. Explore the options of mobile training platforms, e-learning modules, or blended learning approaches. These alternatives can provide flexibility and accessibility, catering to a wider range of learning preferences. By diversifying the delivery methods, organizations can optimize the training experience.
Check – Is the instructor performing poorly?
Solution – Use surveys for feedback.
If you’re conducting in-person training, the quality of instruction can significantly impact the effectiveness of the effort. When evaluating whether the instructor is a contributing factor, consider gathering feedback directly from the learners. Training surveys can help assess the instructor’s performance.
Analyze the feedback to identify areas where improvements can be made. This could involve refining presentation skills, enhancing communication, or addressing any gaps in knowledge delivery. The goal is to ensure that the instructor is not just disseminating information, but creating an engaging and interactive learning environment that resonates with the audience.
Check – Is the content being forgotten because it’s not being reinforced?
Solution – Use microlearning for reinforcement.
One common challenge in training is the retention of learned information over time. If learners tend to forget crucial knowledge shortly after training, reinforcement strategies can help.
To tackle this, organizations can consider implementing microlearning techniques. These involve regularly delivering bite-sized, focused content, allowing learners to revisit and reinforce critical concepts. Microlearning enhances knowledge retention and accommodates busy schedules, making it easier for employees to engage with training materials consistently.
By addressing these key checks and implementing the corresponding solutions, organizations can fine-tune their training efforts and ensure that they are effectively meeting the needs of their workforce.
Training needs analysis template
This training needs analysis template will give you a place to start, allowing room for you to customize it to your organization’s needs:
Create training resources that your employees can take anywhere
FAQs
What are the 5 steps of training needs analysis?
The five steps of a training needs analysis are as follows:
- Define the problem and desired outcomes
- Determine if training will help solve the problem
- Determine the skills and knowledge employees need to perform tasks
- Identify performance gaps
- Develop a plan to meet the identified training needs
What are the 4 levels of training needs analysis?
- Identify organizational goals and objectives
- Gather information
- Analyze the information
- Identify the training needs
Depending on the individual organization’s needs, there can be fewer, or additional levels. Tailoring your training needs analysis to what works best for you is essential.
What are the 3 components of a training needs analysis?
Organizational analysis determines what the organization’s goals and objectives are.
Task analysis identifies the skills and knowledge employees need to perform their jobs.
Individual analysis evaluates the skills and knowledge of employees and what training they might need.
Targeted analysis can produce long-lasting results
When training is done to simply check a box, you risk wasting valuable time and money. A training needs analysis is a way to focus on outcomes and eliminate unnecessary learning events.
Avoiding unnecessary training and focusing on the need will save time.
With systems already in place, sometimes there is simply a need to optimize them to save money.
Ninety-four percent of employees said they would stay at a company longer if they invested in their learning and development. Knowing what training to provide and when can help improve employee retention.
Take the time to complete this learning and development step to impact your organization positively.
Key takeaways
- Training needs analysis is pivotal in shaping effective learning initiatives that bridge the gap between existing knowledge and required skills.
- It’s essential to differentiate training needs analysis from training needs assessment, as the former focuses on evaluating and optimizing existing training efforts.
- A training needs analysis is often prompted by specific unmet goals, making it a strategic compass for corrective action.
- The process involves a systematic check of training areas that may be failing, followed by tailored solutions for improvement.
- Regular evaluation and adjustments ensure training initiatives evolve and align with organizational needs, driving growth and excellence.
