Let us get started with the definition. Training Needs Analysis is the process of identifying the training needs in an organization in order to improve the performance of employees.
Let’s see the importance of Training Needs Analysis. Competencies of your employees ensure to achieve the business objectives of your organization.
Knowledge, Skills, and Abilities (KSAs) of your workforce enables your company to stay ahead in this ever competitive world.
Training without proper Needs Analysis won’t improve the competencies of your employees. It’s a waste of huge training budgets. That’s why, first you have to identify the training needs of your employees.
This flow diagram gives you a clear picture of how training needs come to light. If you are getting poor business results, you can easily understand something, somewhere is going wrong. If that is due to employees’ performance, you need to check the difference between actual performance and the expected performance. This gives the performance gap of your workforce. You can further analyze where the problem persists. Knowledge, Skills, Abilities– in which area is the improvement required? By knowing this, you can focus your training to meet the particular competencies.
Here are Six benefits of Training Needs Analysis.
1. A successful Training Needs Analysis will help training managers identify performance gaps and these gaps can be addressed with appropriate training.
2. TNA is conducted so that the training developed will enable the organization achieve its strategic objectives. It determines the Skills, Knowledge, and Abilities (SKA) needed for employees to achieve organizational goals.
3. TNA provides crucial insights on where the training should be directed, who should receive training, and what is the content of that training. These questions play a key role in designing an effective training for your employees.
4. TNA helps identify training objectives well in advance so that they can be the basis for evaluating training effectiveness. These Training Objectives should be Specific, Measurable, Attainable, Reasonable, and achievable within a specific Time frame (SMART). These five criteria simplify training evaluation.
5. TNA minimizes the risk and impact of training failure on your business by preparing your employees for future changes.
6. TNA lets you manage financial resources allocated for training wisely. It helps avoid trainings that bring very little value addition. This allows the organization to allocate budget for training and development in areas where it can have the maximum impact.
In-depth Training Needs Analysis (TNA) examines the training needs on three levels, i.e. organizational, tasks, and individual.
Training Needs Analysis at an organizational level identifies gap between the employees’ actual performance and their maximum potential to attain the organizational objectives. If the strategic planning process not in place, you need to conduct SWOT analysis, i.e. Strengths, Weaknesses, Opportunities and Threats of your organization.
The nature of the tasks to be performed on the job and Knowledge, Skills, and Abilities (KSAs) needed to do those tasks are analyzed.
In Individual analysis, you can identify who needs to be trained and what training is needed. This helps to examine the individual employee’s performance and training needs of them at a personal level.
You can conduct TNA in six simple steps. The first step in Training Needs Analysis is you need to know the training goal and that should be in line with your business needs.
In the second step, you need to identify the desired competencies that are Knowledge, Skills, and Abilities (KSAs) of your employees. Those are should be linked to desired business outcomes.
In the third step, you can make out a list of expected and trainable competencies. You can assess the desired competencies by conducting online tests or performance evaluation surveys for employees.
In fourth step, you can check the performance gaps in individual employees based on the competencies evaluation. Then it’s easy to recognize how many employees need improvement in specific competency.
In fifth step, you need to select the right training method, in order to train and improve the expected competencies
In this sixth and last step of Training Needs Analysis, you can consider the costs for the specific training method and the extent of performance gaps can be addressed.
Now, let’s see some methods to conduct the Training Needs Analysis.
You can do the survey or polls with sufficient sample or including all employees of your organization. Surveys help to find out performance deficiencies in specific areas.
As a training manager, you can watch the work of employees at regular working situations. This observation can provide enough information on performance gaps.
Interviews allow you to collect data on performance gaps while talking with each employee or with a group of employees. It can be in a formal manner or informal.
Customer’s feedback can provide you valuable insights on performance gaps in specific areas.
Performance appraisals help you to find out individual training needs and collate the data at the end. This helps you to check in which area, majority of employees need training.
You can conduct tests at the individual level or organizational level to identify training needs of each employee or across the organization
You can use assessment centers are used for management development. The participants need to finish homework to determine the areas of strengths and weaknesses.
Focus groups are used to collect the data on a specific issue, goal, task or theme.
Document reviews are used to collect data using organizational charts, planning documents, policy manuals, audits, and budget reports. You can also include employee records and also meeting minutes, program reports, and memos too.
Advisory committees help to collect the information from people who are in a position to know the training needs of the organization. They gather data from consultants. This is collected using interviews, questionnaires, discussions, and more.
Want to do Training Needs Analysis in your organization? Try to answer these questions.
These nine questions help you to get clarity on training needs in your organization.
Then you can design and develop training programs according to the learning needs of your employees. As a result, your employees’ efficiencies will be improved and organization can achieve the set business goals.
Hope now you got the picture of Training Needs Analysis. This helps to identify the training needs in your organization In order to improve the performance of employees trough relevant training. Analyze training needs in your organization with the help of given nine questions
The Big Picture of Training Needs Analysis
The Big Picture
of Training Needs
What is TNA?
6 benefits of TNA
TNA at 3 levels
6 steps to conduct TNA
Methods to conduct TNA
Sample questionnaire/format for TNA
Training Needs Analysis (TNA)
o Is the process of identifying training needs
o It aims to improve employee performance
Importance of TNA
o Employee competencies help achieve business goals
o Knowledge, Skills, and Abilities (KSAs) give a competitive edge
o Training without proper Needs Analysis
- Won’t yield the desired results
- Will waste training budgets
Flow of Training Needs Analysis
Six Benefits of TNA
1. Helps identify performance gaps
2. Aligns training with organizational objectives
3. Determines the ‘Where’, ‘What’, and ‘Who’ factors
Six Benefits of TNA
4. Provides a benchmark for training evaluation
5. Reduces the risk of training failure
6. Helps manage training budgets effectively
Specific AttainableMeasurable Reasonable Achievable Timely
Training Needs Analysis at 3 Levels
Organizational Analysis – TNA at the
organizational level. Ex: SWOT Analysis
Task Analysis – Tasks to be performed on the job
are analyzed; Knowledge, Skills, and Abilities
needed to do those tasks are also analyzed
Individual Analysis – Who needs to be trained
and what training is needed
Six Simple Steps to Conduct TNA
1. Set your desired outcomes – It’s
about fixing training goals in line with
2. Prioritize competencies – Shortlist
the important KSAs that are linked to
3. Evaluate desired competencies –
Make a list of the expected and
Six Simple Steps to Conduct TNA
4. Identify performance gaps – In
individual employees based on
5. Select the training methods – To
improve expected competencies
6. Consider the costs – For a specific
training method & the extent of
performance gaps addressed
Methods to Conduct TNA
Surveys – Conduct surveys or polls with sufficient
sample size or include all employees
Observations – Watch the work of employees to
identify performance gaps
Interviews – Collect data on performance gaps from
each employee/groups of employees
Methods to Conduct TNA
Customer Feedback – Provides valuable insights on
Performance Appraisals – Find out individual training needs
Tests – Know training needs at an individual level or across
Assessment Centers – Used for management development
Methods to Conduct TNA
Focus Groups – On a specific issue, goal, task, or theme
Document Reviews – Collect data using organizational charts,
planning documents, policy manuals, audits, etc.
Advisory Committees – Gather data from consultants
1. What is the business issue you want to solve
2. What are the performance issues of your
3. What are the behaviors you want to change?
4. What is your training goal?
5. Who are your target audience (employees,
contractors, distributors, retailers, or others)?
6. Do you have any legacy material or documents
related to the training?
7. How do you want to deliver your training
(ILT, online learning, blended learning,
on-the-job, mobile learning, game-based learning,
microlearning, video-based learning, or any other
8. Is it for a regulatory or compliance requirement?
9. In how many languages do you need courses?
Training Needs Analysis helps identify the training needs in
your organization to improve the performance of
employees through relevant training.
Capture training needs using the TNA questionnaire.