Training needs assessment

PES’S
INSTITUTE OF MANAGEMENT AND CAREER DEVELOPMENT.
NIGDI
MBA SEMESTER- II
COURSE – HUMAN RESOURCE MANAGEMENT
CHAPTER IV
TRAINING AND DEVELOPMENT
TOPIC- TRAINING NEED ASSESSMENT
BY
 Dr. Mrs. Mandakini R.Bhosale
WELCOME
11-06-2021
Dr.MANDAKINI.R.BHOSALE. mandakinibhosale@gmail.com 1

Training Needs Assessment
What is Training Needs Assessment?
Needs Assessment: The process to identify "gaps" between current performance and
department/organizational objectives.
An assessment process that serves as a diagnostic tool for determining what training needs to
take place.
This assessment gathers data to determine what training needs to be developed to help
individuals and the organization accomplish their goals and objectives.
This is an assessment that looks at employee and organizational knowledges, skills, and
abilities, to identify any gaps or areas of need. Once the training needs are identified, then you
need to determine/develop objectives to be accomplished by the training. These objectives
will form criteria for measures of success and utility.
 KNOWLEDGE
 SKILL
 ABILITY
This analysis can be performed by managers who are able to observe their staff and make
recommendations for training based on performance issues or gaps between performance and
objectives. This analysis can also be performed on an organization-wide level by Training and
Development managers who survey the organization to identify needs.
11-06-2021
Dr.MANDAKINI.R.BHOSALE. mandakinibhosale@gmail.com
2

TRAINING INCREASE THE EFFICIENCY & PRODUCTIVITY
 EFFEICIENCY
 IN
 PERCENTAGE

 BEFORE TRAINING PERIOD
 TRAINING
AFTER TRAINING
2 WEEKS BEFORE
2 WEEKS –TRAINING
2 WEEKS –AFTER TRAINING
 X

 WEEKS
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Factors that may lead to Training Needs
 Re-organization processes
 Business Process Re-engineering
 Process Improvements
 Reductions in Force
 Layoffs/Transfers/New Hires
 Staffing Changes/Promotions
 Re-locations
 New equipment/Technology
 Performance/Safety Issues
 Problems in Production/Safety
 New Systems/Procedures
 Changes in Laws/Regulations
 Succession Planning
 Career Paths/Growth
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Why conduct a Training Needs Assessment/Survey?
 A needs assessment/survey helps an organization achieve its goals. It
reduces gaps between employee skills and the skills required by the job and
department. The training needs assessment survey can also form the basis
(benchmark) for determining effectiveness of the training administered.
You can re-administer the training needs survey after the training was
performed to see if there was an increase in performance/skills as
measured by the survey.
 How do you determine where Training is needed?
You can use different Needs Assessment Questionnaire
 Needs Analysis
 Employee Interviews
 Employee Opinion/Climate Surveys
 Exit Interviews
 Employee Grievances/Complaints
11-06-2021
Dr.MANDAKINI.R.BHOSALE. mandakinibhosale@gmail.com
5

Sources to determine Training Needs:
 Customer Returns/Calls
 Accidents & Scrap
 New Equipment / Software
 Changes in Procedures
 Re-organization
 Job Re-design
 Performance Appraisal Results
 Promotions & Terminations
 Observations
 Assessment Centers
 Employment/Skills Tests
 Focus Groups
11-06-2021

Gathering Employee Opinions for Training Needs
 Schedule a meeting with employees in a particular department or job
classification. During the meeting, gather ideas from the employees about
their needs and areas for professional development. Determine common
themes and topics.
Ask the employees to review the information gathered and determine which
areas/needs are most important to receive training.
Then determine the desired outcomes from the training to address these
needs. These outcomes could serve as measures of success (validation) of the
training.
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The Steps in a Training Needs Assessment
 Needs Assessment (collecting and analyzing data)
 Design (program objectives, plan, measures of success)
 Testing (prototype the instrument and process)
 Implementation (collection measures and update as needed)
 Analysis & Evaluation (review feedback and data collected)
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TRAINING NEED ASSESSMENT
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Assessment Methods: Advantages and Disadvantages
Survey Questionnaires
Web based or printed questionnaires distributed to
employees for completion. Construction of surveys to
include multiple/fixed choice questions and free/open-
ended questions for text responses.
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 Advantages
Survey a large number of employees at the same time.
 Do not require a lot of time.
 Enable honest and open feedback.
 Gathers quantitative and qualitative data easily.
 Disadvantages

May be difficult to design questionnaires to allow for follow-up or more
elaborate responses.
 Might not identify the specific causes behind employee actions/behaviors.
11-06-2021

Personal Interviews
 Conducted by a trained "interviewer" who follows an interview outline (or set of questions) to be
asked during the interview.
 Advantages
More flexible in the ability to ask various questions.
 Able to immediately follow-up on items mentioned in the interview.
 Is not limited in scope or limited to only a certain set of questions.
 Disadvantages
Time consuming. Especially if only one individual is interviewed at a time.
 Requires the interviewer to document conversations in detail. Any details not documented are
lost or need to be gathered through subsequent interviews.
11-06-2021

Personal Observations
 An observation of the employee at work. May be structured (i.e., the employee performs
specific tasks) or unstructured (i.e., the observer tries to document the employees work without
influencing what the employee does).
 Advantages
May reduce the amount of interruption of the employee's work.
 May be more realistic--observations are made of the employee actually at work.
 Disadvantages
Requires a trained observer.
 Requires the observer to document the work in detail. Any details not documented are lost or
need to be gathered through subsequent observations.
11-06-2021

The Sample Document Training Needs Survey
 Below you will find the current Training Needs Analysis Questionnaire. The deadline for completion is the end of the
month.
Please put aside time to complete this survey as accurately and honestly as possible. It is a critical step in creating your
personal development plan and enabling you to achieve success in your current role. This information will help the
Organizational Development Team to deliver the best training to meet your specific needs.
When working on the survey, please note that you do not need to complete the entire survey in one session. It is OK to
complete part of the survey, then submit your responses and complete the rest of the survey at a later date. The link sent
to you through email will give you access to your questionnaire during the data collection period. You can access the
survey as often as needed.
The only purpose of this survey is to help you identify training priorities. The scores have no other purpose. It makes no
difference if you rate yourself as mostly 3 with some 4’s or mostly 4’s with some 5’s - as long as it helps you to identify
which areas you most want training or development.
The results of this Training Needs Analysis are confidential and will only be shared with you, your direct manager and HR.
They will be available in early December.
Please send any questions to the HR Department.
Thank you for taking the time and focus to complete this.
Best regards,
___________
HR Director
11-06-2021

QUETIONNAIRE
 Demographics
 Please complete this section to help us make accurate conclusions for specific work groups.
None of this information will be used to identify individuals.
 Which Division do you work in?
 Do you have Line Management Responsibilities?
 Please indicate how long you have worked at [Company]:
 Your Current Job role/category
 List the type of training and development you have received at Sample Document in the last two
years.
 Please select up to 5 topics that reflect your most important development and training needs.
 Please select up to 5 topics that reflect your most important development and training needs.
11-06-2021

CONT….
Accounting
Business Reporting
Coaching and Mentoring
EEO and HR
Leadership 1O1
Management Fundamentals
Managing Performance
Dealing with Difficult Employees
Building Teams
Financial Reporting
Strategic Planning
Grievance Procedures
Contracts and Negotiations
Project Management
Presentation Skills
Global Innovation
Payroll and Benefits
IT Systems and new Tech
Office Applications (Word, Outlook, Excel)
Other
Please select up to 5 topics that reflect your most important development and training needs.
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 Please rate your degree of knowledge/skill in each of the competencies sections below using a
scale of 1-5 or N/A and the free text space to provide additional comments.
1 = No knowledge/skill
2 = A little knowledge/skill but considerable development required
3 = Some knowledge/skill but development required
4 = Good level of knowledge/skill displayed, with a little development required
5 = Fully knowledgeable/skilled – no/very little development required
N/A = This competency is not applicable to my job
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Communication
N/A
1 2 3 4 5
1.Understanding written
sentences and
paragraphs in work
related documents.
2.Giving full attention to
what other people are
saying.
3.Understanding how to
provide effective
feedback to others.
4.Knowing how to ask
insightful questions.
11-06-2021

Interpersonal Skills
N/A 1 2 3 4 5
5.Addressing critical customer
issues in a timely manner.
6.Demonstrating an
understanding for other points of
view.
7.Recognizing and rewarding
behavior that contributes toward
excellent performance.
8.Knowing how to adapt to meet
the needs of the individual or
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Conflict Resolution
N/A 1 2 3 4 5
9.Knowing how to facilitate
constructive conversations
with stakeholders.
10.Identifying areas of
agreement and common
ground.
11.Knowing how to think of
alternative solutions to
resolve conflicts.
deal with employee
grievances.
11-06-2021

Collaboration &
Partnership
N/A 1 2 3 4 5
13.Knowing how to work
and collaborate with others
to accomplish goals and
objectives.
14.Understanding how
divisions and departments
can work better together.
15.Knowing how to share
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Adaptability
N/A 1 2 3 4 5
16.Working more
effectively in changing
environments.
17.Being able to adjust
priorities to better meet
changing business
goals.
18.Knowing how to be
more flexible and open
to new ideas.
11-06-2021

Achievement &
Action N/A 1 2 3 4 5
19.Knowing the
appropriate course of
action to workplace
address issues.
20.Getting things
done on time and
within budget.
21.Understanding
how to simplify
business processes
and procedures.
11-06-2021

Time Management &
Planning
N/A 1 2 3 4 5
22.Knowing how to make
more effective use of web-
based calendars and To-
Do lists.
23.Knowing how to
prepare for contingencies.
24.Dealing more
effectively with
distractions and
interruptions.
11-06-2021

Accountability
N/A 1 2 3 4 5
25.Accepting responsibility
and accountability for
achieving goals and
objectives.
26.Holding others
accountable for their
actions.
27.Giving advance warning
on potential problems and
issues that may affect
others. 11-06-2021

Analytical & Problem Solving
Skills
N/A 1 2 3 4 5
28.Asking the right
questions to better
understand or evaluate
situations.
29.Knowing the best way to
divide problems into more
manageable components.
30.Knowing how to develop
innovative solutions to
solve the root cause of
problems.
11-06-2021

Business Case Skills
N/A 1 2 3 4 5
31.Understanding
our products and
services.
32.Understanding
the costs, profits,
margins, and values
of different service
lines.
33.Viewing problems
from a business
perspective.
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Financial Fundamentals
N/A 1 2 3 4 5
interpret financial data,
balance sheets and cash
flow.
monitor spending, expenses
and budgets.
develop realistic and
accurate forecasts.
37.Knowing how to manage
cash and cash
disbursements.
11-06-2021

Teamwork
N/A 1 2 3 4 5
38.Encouraging
collaboration with
others.
39.Facilitating
conflict resolution
and mediation.
40.Understanding
how to give
constructive
feedback. 11-06-2021

Innovation
N/A 1 2 3 4 5
41.Understanding
how to develop
solutions or methods
using our products
and services.
42.Knowing how to
challenge standard
practices and current
procedures.
43.Implementing best
practice methods
within the department
11-06-2021

Personal Effectiveness
N/A 1 2 3 4 5
44.Keeping up with changes in
technologies.
45.Knowing what opportunities
are available for professional
development.
46.Analyzing interpersonal
problems instead of reacting to
them.
11-06-2021

 https://hr-survey.com/sdtn1q.htm
11-06-2021

Training needs assessment

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