How to Conduct a Training Needs Analysis (5 Steps)

In this post, we'll break down the TNA process into 5 practical and straightforward steps, providing you with a clear roadmap for identifying your organization's training needs and developing a plan to meet them. 

Whether you're new to the concept of a training needs analysis or you're looking to improve your existing approach, this post will give you the information you need to get it done efficiently and effectively.

How to conduct a training needs analysis

Conducting an employee training needs analysis is an important step in ensuring that employee training is effective and addresses the specific needs of your employees.

Here's the 5 step process for developing a training needs analysis:

Step #1: Define the scope of the analysis

The first step in conducting a training needs analysis is to define the scope of the analysis.

This includes identifying the specific employees, job roles, or departments that the analysis will focus on, as well as the time frame for the analysis.

Doing so ensures that the analysis is targeted and relevant, and that it addresses the specific needs of the organization.

Step #2: Identify the specific tasks that employees perform

The second step is to identify the specific tasks that employees perform on a regular basis.

This may include tasks related to their job role, such as using specific software or equipment, or tasks related to compliance with regulations or industry standards.

By identifying the tasks that employees perform, you can determine the skills and knowledge required to perform those tasks effectively.

Step #3: Determine the skills and knowledge required to perform those tasks

The third step is to determine the skills and knowledge required to perform those tasks.

This may include technical skills, such as proficiency with specific software or equipment, or soft skills, such as communication or problem-solving.

By determining the skills and knowledge required, you can identify any skills gaps and assign proper training.

Step #4: Assess the current skills and knowledge of employees

The fourth step is to assess the current skills and knowledge of employees.

This can be done through surveys, interviews, or observations, and can help to identify any gaps between the skills and knowledge that employees currently have and what's required to perform their tasks effectively.

Step #5: Develop a plan to meet the identified needs

The final step in conducting a training needs analysis is to develop an employee development plan to meet the identified needs.

This may include developing a training program or identifying resources that can help employees acquire the necessary skills and knowledge.

It's important to set SMART goals and objectives for the training.

The plan should also include a means of evaluating the effectiveness of the training, in order to measure the success of the training needs analysis.

It's important to note that these steps are not necessarily linear and that they may be repeated as necessary.

Additionally, the process of training needs analysis should be flexible and tailored to the specific organization, as the specific needs of each organization may differ.

Training needs analysis questions for managers

When conducting a training needs analysis, it is essential to ask yourself the following questions:

• What are the specific tasks that employees perform?
• What is required of employees to perform those tasks?
• What are the current skills and knowledge of employees?
• Are there any employee performance gaps?
• How can those skills gaps be filled?

Types of training needs analysis

There are several different types of training needs analysis, each with its own unique characteristics and uses. Some of the most common types include:

• Organizational analysis: This type of analysis is focused on identifying the training needs of an entire organization. It typically involves conducting a comprehensive assessment of the skills and knowledge of employees across all levels and departments of the organization. An organizational analysis is often used to develop a comprehensive training program to meet the needs of the entire organization.‍
• Role-specific analysis: This type of analysis is focused on identifying the knowledge and skills gaps required to perform a specific job role. It typically involves conducting a training needs assessment of the tasks and responsibilities associated with a particular job role and what is required to perform those tasks effectively. Job duty training analysis is often used to develop training programs that are tailored to specific job roles or departments.‍
• Person analysis: This type of analysis is focused on identifying the specific training needs of each team member. Similar to a role-specific analysis, a person analysis is an assessment of an individuals skill set is compared to the rest of their team. This type of analysis is often used to develop individualized training plans for employees.‍
• Compliance analysis: This type of analysis is focused on identifying the training needs related to compliance within an organization's industry. It typically involves identifying the specific regulations or laws that apply to the organization and determining the training needed to ensure compliance.‍
• Performance analysis: This type of analysis is focused on identifying the training needs related to improving employee performance. It typically involves identifying the specific areas in which employees or teams are underperforming and developing the right training designed to improve performance.‍
• Technology analysis: This type of analysis is focused on identifying the training needs related to new technologies or software. It typically involves identifying how employees use the tools and technology at their disposal to build proficiencies in the software they use every day.

It is important to note that these types of training needs analysis are not mutually exclusive and that an organization may need to conduct multiple types of analysis in order to fully identify and address all of its training needs.

Training needs analysis methods

There are several different methods that can be used to conduct a training needs analysis, each with their own strengths and weaknesses. Some of the most common methods include:

1. Surveys and questionnaires: can be used to gather information from employees, managers, and other stakeholders about their training needs and preferences. They can be administered in a variety of ways, such as online, via email, or in person.
2. Interviews: can be conducted one-on-one or in small groups to determine how individuals or groups of employees prefer to learn new skills or information.
3. Focus groups: involves bringing a group together to see how employees feel about their current learning and development plan while identifying training opportunities.
4. Direct observation: involves observing employees performing their job in order to tell if they possess the required knowledge and skills to do their job.

Training needs analysis FAQ

What is a training needs analysis (TNA)?

A training needs analysis (TNA) is a process used by managers to identify the skills and knowledge that employees need to perform their jobs effectively. This analysis helps gives managers a complete bird's eye view and clear picture of what future training is needed to achieve organizational goals.

Why perform a training needs analysis?

Performing a training needs analysis is essential for any organization that wants to ensure that its employees have the skills and knowledge necessary to perform their jobs effectively. By identifying skill gaps and knowledge, managers can develop a training program to meet those needs, which can helps in improving employee job performance, job satisfaction, and overall organizational success.

What is the difference between a training needs analysis and training needs assessment?

The main difference between a training needs analysis and assessment is that the analysis process is used for identifying the skills and knowledge gaps employees need while assessments are used to determine whether or not employees have those skills.

When should you conduct a training needs analysis?

A training needs analysis should be conducted at regular intervals, such as annually or when there are changes in the organization. This will ensure that employees have the skills and knowledge necessary to perform their jobs effectively and that the training plan is up to date.

Using an LMS to analyze employee training needs

In conclusion, conducting a training needs analysis is crucial for any organization that wants to ensure that their employees have the skills and knowledge necessary to perform their jobs effectively.

By following the 5 step process outlined in this post, training managers can identify gaps in employee skills and knowledge and develop a plan to meet those needs.

With this approach, you can improve employee performance, job satisfaction, and overall organizational success.

If you're looking to take your training needs analysis to the next level, book a demo of Continu. Our modern LMS provides organization's with all of their learning and development needs in a single platform, with features such as:

• Training assessments, quizzes, and surveys
• Employee training tracking tools
• Virtual instructor-led training workshops
• Training program creation and instructional design
• Just-in-time training through Slack integration