TRAINING NEEDS

ANALYSIS
Presented By:
Dr. Neha Bhat
Assistant Professor
BCIPS, New Delhi
Content
• Meaning and Purposes of TNA
• TNA at different levels
• Approaches for Training Needs and Analysis
• Output of TNA
• Methods used in TNA
• Assessment of Training Needs
 MEANING
• Training Needs Analysis is the process in which a company identifies training
and development needs of its employees so that they can do their job
effectively.
• It is a systematic process for determining and addressing needs or gaps
between current and desired performance of employees.
• It involves a complete analysis of training needs required at different levels
of organization.
• To be effective, a TNA has to address business needs and close performance
gaps. With the right approach and understanding, you will be able to
conduct an effective TNA that ensures training is targeted at the right
competencies, the right employees and is addressing a business need.
• Hence, TNA is a process of identifying training needs which aims to
improve employee performance.
 Importance
• It is important to carry out TNA to make sure that employees are
equipped with the right skills that they need to be effective and
competent in their areas of work. When there exists a gap between
the expected performance and how the employees are performing,
the main cause could be lack of necessary KSA.

• Employees competencies help achieve business goals.

• Helps identify performance gaps.
• Knowledge, Skills and Abilities (KSA) give a competitive edge.
• Training without proper need analysis-
• Won’t yield the desired results
• Will waste training budgets
Objectives of Training Needs Analysis

• To ensure that resources reach the right priorities.

• To help individuals and groups perform better, making positive
contribution to job satisfaction, morale and motivation.
• An appropriate process of analyzing training needs enhances the progress
of organization towards investors in people.
• Being a natural function of appraisal system it encourages discussions on
what skills need to be improved or incorporated and how.
• To provide a constructive base for enhancing performance and efficiency.
Purpose
• The purpose of Training Needs Analysis is to identify and bridge the
knowledge and skills gaps in the workforce to achieve optimum
performance. TNA also uncovers the reasons for the gaps and helps
determine the different approaches to removing those gaps.
• The purpose of TNA is to help an organization discern the actual needs in
training of its employees so that the available resources are directed to
training programs that will be most beneficial to the development of the
employees and improve the performance of the organization.
• Aligning training with business goals – Alignment ensures that you’re
investing in training that will help your organization achieve its business
goals. Identifying the short and long-term objectives for your
organization and the skills needed to achieve them helps L&D
professionals to focus on the scope of the training.
• Prioritizing training – A TNA will help you determine which training
you need to prioritize with respect to time and budget. “Training
needs analysis is critical if you want to ensure you don’t waste
resources, time, and energy,” notes Emily Chipman, executive coach
and principal consultant at Rushman Consulting Solutions. “When
done correctly, people learn more quickly, there is a greater impact
on job performance, and it reduces the frustration that comes for
employees when taking on new roles and tasks, thereby impacting
employee engagement.”

• Planning targeted training – You can create training plans that

target exactly the skills and knowledge you identified are missing,
so resources are invested properly.
• Uncovering skills and performance gaps early on –
Performance gaps occur, for instance, when a business is
undergoing change or new technologies emerge. As such,
employees need to constantly upskill to acclimate to these
changes. TNA allows organizations to resolve these gaps
before they become a major issue.

• Determining who gets trained – With TNA, you can make

sure that specific people get trained on what they need.
Customizing your training program based on your employees’
needs allows you to maximize the benefits of your training
programs.
Importance
• TNA helps a company to avoid training just for the sake of doing it
since it is targeted to particular needs. Training is therefore cost
effective since the needs are identified and optimum utilization of
resources takes place.
• TNA helps to increase the chances that the time and money spent
on training is spent wisely.
• TNA helps to determine the benchmark for evaluation of training.
• TNA helps to increase the motivation of participants.
• TNA helps to align training activities with the company’s strategic
plan.
TNA at different levels
Organizational Level
Training needs analysis is diagnosed by analyzing organizational outcomes
and looking at future organizational needs. SWOT analysis is to be done.
When doing an organizational analysis, it is important to consider how
both internal and external variables can affect training. Training needs
analysis at this level would start with a review of the organization’s
strategic and operational plans. At this stage, organizations can ask
questions like:

• Who needs training?

• Who will conduct the training?
• What should be the form of training?
• Where is the training most required?
Operational Level
The next of the 3 levels of training needs assessment is at the
operational level. This refers to the programs you need at a task or job
level. Basically, you need to conduct a task analysis to see what type of
skills employees need to perform certain jobs. You should ask yourself the
following questions:

• To meet performance standards, how should workers complete this task?

• How do workers perform this job?
• What are the performance standards?
• What skills do employees need to achieve these performance standards?
Individual Level

On an individual basis, you can see how well your employees are
doing. One way to figure out each employee's ability is by
conducting an individual assessment. Through an assessment, you
can learn the answer to the following questions:

• How do I want my employees to perform?

• Do they have the right skills for this job?
• What is holding my employees back?
• What kind of training programs can help my workers reach the
desired performance standards?
Process of tna
Step 1: Define Your Organizational Goals
Step 2: Identify Specific Issues
Step 3: Define the Required Knowledge & Skills
Step 4: Set Training Timelines and Priorities
Step 1: Define Your Organizational Goals

The first step, before you conduct your employee needs analysis, is defining your
organizational goals. What do you hope to get from the process? You should
obviously focus on measurable outcomes like financial performance, revenue,
profit, and share price. However, you should also consider softer outcomes
like customer satisfaction and organizational culture.
A great place to start is by asking yourself the following questions:
• What is your organization trying to achieve in terms of overall objectives?
• Which of your organizational goals require the biggest change in employee
behavior?
• Are any of your departments lagging considerably behind others in terms of goal
progress?
• What about individual performance goals – are there any areas of concern
stopping you from achieving your organizational goals?
Step 2: Identify Specific Issues

The next step is matching your organizational goals with specific issues in
your company. This involves observation and assessment. The best way to
do this is to get your departmental managers involved. Get them to hold
interviews and conduct employee surveys to help them identify areas
of concern in terms of L&D. A training needs assessment questionnaire
can be a great tool. It can help you find out what areas your employees
feel they need more training, support and resources.
• You should also evaluate as much data as you can to establish if there
are any common issues that training can address. Your HR records are
probably full of valuable information. Look at your exit interviews and
performance evaluations to see if you can spot any patterns or trends.
• Finally, take a look at your company culture. Are there any cultural
cues that might be reinforcing undesirable behaviors that prevent you
from reaching your organizational goals? What else might be having a
negative influence?
Step 3: Define the Required Knowledge &
Skills

• The third step in the process is defining the specific skills you need to get
where you want to be. The more specific you can be here, the more
effective your training programs will be. And with the right training, you’ll
nurture the behavior you want to see and hit your goals in the future.
• Remember that not everyone will need the same training. Your finance
department will obviously need a very different set of skills, knowledge,
and abilities than your sales team. Make sure you identify specific needs
for each individual in your company, or at least at a departmental level.
 Step 4: Set Training Timelines and Priorities

• The final stage is to develop your training program. Aside from training content, you also
need to set training timelines and establish your priorities in line with your budget.
• What are your goals and how quickly do you need to get there? What format will you use
to provide training? And how will you monitor the effectiveness of your L&D programs to
ensure the training you provide is helping you reach your organizational goals?
• There are a number of techniques you can use to keep track of the progress of your
employees. You can use more traditional organizational surveys and interviews, or more
advanced analytical techniques such as data mining.
• If you’re just starting out, then the best tip here is to keep it simple. Use an Excel
spreadsheet such as Factorial’s free skills matrix template to see how your team
members have developed, assess their level of interest in learning particular skillsets,
and compare learned competencies with overall objectives. This is the best way to
monitor how effective your training is and whether your training needs analysis is helping
you reach your goals.
APPROACHES OF TNA
Determining training needs or TNA involves collecting data on both the
current situation within the organization and its actual requirements.
There are several TNA approaches available which can achieve this,
including:
• Interviews of employees and managers/supervisors
• Performance appraisal data
• Observation and work study using consultants
• Outside assessment centers
• Analysis of other data from the workplace
The most common type of TNA (Training Needs Analysis) is really a
combination of reviewing both how well a job is performed in total, and
how well the individual tasks are performed within the job. I.e. a
combination of performance and task analysis.
Other Approaches

1. Surveys and Questionnaires:

One of the most common methods for TNA is the use of surveys and
questionnaires. These tools allow organizations to gather feedback
from employees regarding their perceived training needs. Questions
can be structured to assess knowledge gaps, skill deficiencies, and
other developmental requirements. The data collected through
surveys provides valuable insights into the training needs of specific
employee groups or departments.
2. Interviews and Focus Groups:
Interviews and focus groups involve direct interaction with employees
to uncover their training needs. This approach allows for more in-
depth exploration of individual and group requirements. By
conducting one-on-one interviews or facilitating group discussions,
organizations can gain a deeper understanding of employee
perspectives and identify nuanced training needs.

3. Performance Appraisals and Feedback:

Performance appraisals offer an opportunity to assess employee
performance against established job expectations and competencies.
Managers can provide feedback on areas where employees excel and
where improvement is needed. By analyzing performance appraisal
data, organizations can identify specific skills or knowledge areas that
require development.
4. Observations and Job Analysis:
Observations and job analysis involve studying employees in their
work environments. This approach can reveal practical skills and
competencies required for specific roles. By closely examining job
tasks, organizations can pinpoint training needs related to job-
specific functions, safety protocols, and compliance requirements.

5. Data Analytics and HR Software:

Leveraging data analytics and Human Resources (HR) software can
streamline the TNA process. These tools can analyze employee data,
such as job performance metrics and training history, to identify
trends and patterns. By using data-driven insights, organizations can
make informed decisions about training priorities.
6. Benchmarking and Industry Research:
Comparing your organization's training practices to industry
benchmarks and best practices can help identify training needs. This
approach provides insights into the skills and competencies that are in
demand in the market. By aligning training programs with industry
standards, organizations can stay competitive and adapt to changing
industry trends.

7. Organizational Goals and Strategy Alignment:

Another critical approach to TNA is aligning training needs with
organizational goals and strategy. By identifying the skills and
competencies required to achieve strategic objectives, organizations
can ensure that training efforts are focused on areas that directly
contribute to success.
CONCLUSION

Conducting a Training Needs Analysis is a fundamental step for

any organization seeking to enhance the skills and
competencies of its workforce. Regardless of the approach, a
well-executed TNA is essential for fostering employee growth,
improving performance, and driving organizational success in
an ever-changing business environment.
Output of TNA
• Assessment of Skill Gap
• Three level analysis for the optimization
• Review of the current training system and performance level
• ROI and CBA helps to assess the financial benefits of training
• Assessment of the training options
• Helps to streamline the HRIS, find out feedback effectiveness and
grievance systems
• Highlight the training requirements and non-training needs.
Methods of TNA

• Surveys
• Observations
• Interviews
• Customer Feedback
• The Delphi Technique
• Nominal Groups
• Staff Interviews:
One-on-one interviews with staffers involve targeted questions and total
confidentiality. Let them know that anything they say during the web
conferencing meeting is private so that they feel comfortable sharing and
that all the findings will be anonymous. It’s merely a fact-finding mission to
gather their feedback and foster an inclusive training culture. They need to
know that their opinions count. Keep it brief and center on training
challenges that pertain to their job duties or departments. They won’t know
about warehouse training issues if they’re on the front-end team, for
example.

• Focus Groups:
This is a more social approach to discreet interviews. Restrict group sizes so
that everyone has a chance to speak and tell them the general topic ahead
of time. For example, the session covers soft skills training. This allows
employees to reflect on those certification courses or JIT tools and
formulate their opinions. You should also encourage them to prepare a list of
questions or suggestions they can provide at the end of the focus group, just
in case they want to share information privately.
• Surveys:
Surveys and polls are the most anonymous route, but they’re also
somewhat limited. They typically feature short-form answers or
multiple choice. This means that you can’t delve into the reasoning
behind their response or ask follow-up questions. That said, surveys
are ideal for broad diagnostics. For example, you don’t know where
to begin the TNA, and the findings help you narrow the scope.
Another option is to request that everyone provide their name so
that you can reach out to employees for additional feedback or
leave space at the end for them to provide detailed feedback
regarding their training experiences.
• Management Group Chats:
Invite your leadership team to a live event where they can share
their thoughts and ideas regarding the current training strategy.
They have the opportunity to see how training translates on the
job—how their team applies what they’ve learned in a practical
setting and if they have all the necessary support. Managers can tell
you what works, what doesn’t, and what your program needs to
achieve desired outcomes. You can also host ongoing discussion
groups where they post questions or explore emerging gaps.

• Customer Feedback:
Customer questionnaires and online surveys let you explore L&D
from the receiving end. One of the primary goals is to give your
staffers all the experience and skills they need to boost customer
satisfaction scores. Did the employee communicate effectively and
identify their needs? Were they able to explain all the product
benefits? Was the experience memorable (for the right reasons), and
would they refer a friend?
• Set SMART Business Goals:
Usually, before you start a training needs analysis, you will want to
have your company goals in place for the year, so you know what
you are working towards with your upcoming training schedule.
In order to ensure that you are setting the best goals possible, it’s
important to express your goals using the SMART method.

• S – Specific
• M – Measurable
• A – Achievable
• R – Realistic
• T – Time-based
Training needs assessment

• Training is vital for enhancing skills, knowledge, and performance in any

organization.
• Assessing training needs is crucial to ensure that training initiatives align
with organizational goals and individual requirements.
• The purpose of a training needs assessment is to identify performance
requirements and the knowledge, skills, and abilities needed by an
agency's workforce to achieve the requirements.
• The assessment should address resources needed to fulfill organizational
mission, improve productivity, and provide quality products and services.
• It involves evaluating organizational objectives, job roles, and employee
competencies to determine training requirements.
Importance of Training Needs
Assessment

• Ensures alignment with organizational goals: TNA helps tailor

training programs to address specific organizational objectives.
• Enhances employee performance: Identifying skill gaps allows for
targeted training interventions to improve job performance.
• Maximizes resource utilization: TNA helps allocate training
resources efficiently by focusing on areas of greatest need.
• Boosts employee satisfaction and engagement: Providing relevant
training opportunities demonstrates organizational support and
promotes employee development.
Steps in Conducting Training Needs
Assessment
•Define the
Establish purpose and goals
of the assessment

objectives
to guide the
process
effectively.

•Utilize various

Gather methods such as

surveys, interviews,
observations, and
data performance reviews
to collect relevant
information.

• Evaluate the
Analyze collected data to
identify patterns,

data trends, and areas

requiring
improvement.
 • Compare current performance
Identify levels with desired benchmarks to
gaps pinpoint areas where training is
needed.

• Rank training
Prioritize requirements based on
urgency, importance, and
needs feasibility to allocate
resources effectively.

Outline specific training interventions,

Develop an objectives, timelines, and evaluation
action plan measures to address identified needs.

Implement Deliver training programs as

and per the action plan and assess
their effectiveness through
evaluate feedback and performance
metrics.
Challenges in Training Needs
Assessment

• Lack of data accuracy: Incomplete or inaccurate data may lead to

misidentification of training needs.

• Resistance to change: Employees may resist acknowledging skill

gaps or the need for additional training.

• Resource constraints: Limited budget or time constraints can

hinder the implementation of comprehensive training programs.
Conclusion

• Training Needs Assessment is a critical process for aligning training

initiatives with organizational objectives and individual
development needs.

• By systematically identifying and addressing training gaps,

organizations can enhance performance, productivity, and
employee satisfaction.