Effective Training Needs Assessment

Welingkar’s Distance Learning Division

Effective HR
CHAPTER-3

Training needs Assessment & Analysis

We Learn – A Continuous Learning Forum

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.

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.

needs analysis
• The key elements of an effective training needs
analysis include professional trainers doing the
analysis,
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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

Diagnostic needs

Training needs can be classified
into:
Analytical needs

Compliance 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.

• 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.

• 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.

• 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
Strategic/organizational
analysis

Training needs
assessment
generally
involves three
components:

Task/job needs analysis

Person analysis

assessment
• Organizational needs analysis
– In conducting organizational analysis, the company
may consider issues like:
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•

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

assessment
• Organizational needs analysis
– It also includes
• a human resource analysis: should translate the
organization’s 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 organization’s performance in
the “softer” domains that constitute the corporate culture.

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.

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

assessment
• Person needs analysis
– A person needs analysis identifies gaps between a
person’s 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.

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

Attitude
Survey

Self-Assessed
Training Needs

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

• 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?

• 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?

• 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:
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•
•

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?

• 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?

• 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?

• 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
1. Identifying the objectives of the organization.
A TNA
involves
five basic 2. Appointing a training coordinator.
steps:
3. Gathering information about the skills and
abilities of the individuals.
4. Analyzing that information.
5. Identifying the gaps & drawing a training
plan.

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.

Effective Training Needs Assessment

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