How to Conduct a Training Needs Analysis

Summary

Sean McKesson discusses the importance of conducting a training needs analysis to identify performance and skill gaps, prioritize areas of need, and develop data for performance evaluation. He outlines a four-step process: identifying business goals, gathering data through surveys, interviews, and focus groups, assessing training solutions, and building a training plan. The goal is to ensure effective use of resources, improve employee morale, and meet learning objectives.

Takeaways

• 📈 Conducting a training needs analysis is essential for defining and prioritizing areas of need within an organization.
• 🔍 It helps identify performance and skill gaps that may not be immediately apparent.
• 📊 A needs analysis is crucial for evaluating the effectiveness of training and measuring return on investment.
• 💼 It aids in obtaining management support and increases the likelihood of reaching learning goals.
• 😃 It improves employee morale by ensuring that training is relevant and beneficial.
• 🎯 The process involves four main steps: identifying business goals, gathering data, assessing training solutions, and building a training plan.
• 🏢 Start by taking stock of organizational goals and deficiencies to understand where training can have the most impact.
• 📝 Use surveys, leadership interviews, and focus groups to gather a comprehensive view of training needs.
• 📑 Consider various data sources like document reviews, observations, performance appraisals, and tests to assess training effectiveness.
• 📉 Compare business objectives with gathered data to determine if training can fill knowledge, skills, or attitude gaps.
• 📝 Make recommendations for training delivery methods, personnel, technology, and address any regulatory requirements identified.

Q & A

What is a training needs analysis?

A training needs analysis is a process of gathering data in a structured manner to effectively build a training plan from that data.

Why is conducting a training needs analysis important?

It is important because it defines and prioritizes areas of need, identifies performance and skill gaps, helps evaluate performance measures, determines the cost and benefits of training, and improves employee morale.

What are the four categories of the training needs analysis process?

The four categories are: identifying business goals, gathering data, assessing training solutions, and building a training plan.

How does identifying business goals help in a training needs analysis?

Identifying business goals helps in understanding organizational targets, deficiencies, and challenges that may be solved with training.

What is the KSA model mentioned in the script?

The KSA model stands for Knowledge, Skills, and Attitudes. It's a way to determine if training is the correct solution by identifying gaps in these areas.

What are the three best methods for gathering data during a training needs analysis?

The three best methods are surveys and questionnaires, leadership and management interviews, and focus groups.

Why is it important to diversify data sets when gathering information for a training needs analysis?

Diversifying data sets ensures a holistic view of training needs by combining both tangible data and more holistic information.

What are some ground rules to consider when conducting a training needs analysis?

Some ground rules include starting with the end in mind, setting a timeline, and ensuring a diverse set of data.

How can you assess the training options after gathering data?

Assess training options by comparing business objectives to the data collected and connecting those to the hard and soft costs associated with training.

What are some questions to consider when building a training plan?

Questions to consider include the goals of the business or department, teaching styles that work best for the audience, and available training resources.

What book is recommended for further reading on the topic of training needs analysis?

The book recommended is 'Return on Investment and Training in Performance Improvement Programs' by Jack Phillips.

Outlines

00:00

📚 Introduction to Training Needs Analysis

Sean McKesson introduces the concept of training needs analysis, explaining it as a structured way to gather data for building an effective training plan. He discusses its importance in defining and prioritizing needs, identifying performance and skill gaps, evaluating performance measures, determining cost-benefit, gaining management support, reaching learning goals, and improving employee morale. The process is broken down into four categories: identifying business goals, gathering data, assessing training solutions, and building a training plan. Sean emphasizes starting with organizational goals and deficiencies, considering external influences like compliance standards, and using the KSA model to determine if training can solve knowledge, skills, or attitude gaps.

05:01

🔍 Gathering Data for Training Needs Analysis

The second paragraph delves into the methods of gathering data for the training needs analysis. Sean suggests using surveys and questionnaires, leadership interviews, and focus groups to obtain a comprehensive view of training needs. He also recommends considering document and process reviews, observations, performance appraisals, and tests and assessments. Sean stresses the importance of setting ground rules, such as starting with clear goals, setting a timeline, and diversifying data sets with a mix of open-ended and close-ended questions. He provides examples of questions to ask regarding business goals, teaching styles, and available training resources. The paragraph concludes with a step towards assessing training options, connecting business objectives with the gathered data, and considering hard and soft costs.

Keywords

💡Training Needs Analysis

Training Needs Analysis is a systematic approach to gather data to build an effective training plan. It is crucial for identifying performance and skill gaps within an organization. In the script, Sean McKesson emphasizes its importance in defining and prioritizing areas of need, which is central to the video's theme of effective training planning.

💡Performance Gaps

Performance Gaps refer to the difference between the current performance level and the desired performance level. The script mentions that a Training Needs Analysis helps identify these gaps, which is essential for developing targeted training programs to improve employee performance.

💡Data-Driven

Data-Driven decisions are based on the analysis and interpretation of gathered data. The video script stresses the importance of being data-driven in the training needs analysis process to ensure that training initiatives are based on actual needs rather than assumptions.

💡Business Goals

Business Goals are the objectives that an organization aims to achieve. In the context of the video, identifying business goals is the first step in the training needs analysis process. These goals guide the training plan to ensure it aligns with and supports the organization's overall strategy.

💡KSA Model

The KSA Model stands for Knowledge, Skills, and Attitudes. It is a framework used to identify the areas where training can be most effective. The script explains that if a challenge can be addressed through improving knowledge, skills, or attitudes, then training is a suitable solution.

💡Surveys and Questionnaires

Surveys and Questionnaires are tools used to collect data from a large number of respondents. The script suggests using these tools as a primary method for gathering data during the Training Needs Analysis to understand the training needs from the employees' perspective.

💡Leadership Interviews

Leadership Interviews involve discussing with leaders and managers to gather their insights. The video script mentions these interviews as a way to understand the organizational perspective on training needs from a leadership standpoint.

💡Focus Groups

Focus Groups are discussions with a select group of individuals to gather their opinions and feedback. The script highlights the importance of focus groups to get insights from the employees who are directly involved in the day-to-day operations of the organization.

💡Advisory Committees

Advisory Committees consist of employees who provide feedback on various organizational matters. The video script suggests forming such committees to get direct feedback on training needs, which can help in making informed decisions about training programs.

💡Return on Investment (ROI)

Return on Investment (ROI) is a financial metric used to evaluate the benefits of an investment relative to its costs. In the context of the video, ROI is mentioned as a way to measure the effectiveness of training programs and to justify the investment in training.

💡Training Plan

A Training Plan is a detailed strategy that outlines how training will be delivered to meet identified needs. The script describes building a training plan as the final step in the analysis process, which is based on the data gathered and the organization's goals.

Highlights

Training needs analysis is a structured way to gather data for building a training plan.

It helps define and prioritize areas of needs, identify performance and skill gaps, and evaluate performance measures.

Conducting a needs analysis is crucial for determining the cost and benefits of training, and measuring return on investment.

It aids in obtaining management support and increases the chances of reaching learning goals.

An effective needs analysis improves employee morale and ensures resources are spent wisely.

The process of needs analysis falls into four categories: identifying business goals, gathering data, assessing training solutions, and building a training plan.

Start by identifying organizational goals and deficiencies to understand what training might address.

Consider external influences like compliance standards and legal requirements when identifying business goals.

The KSA model helps determine if training is the correct solution by identifying knowledge, skills, or attitude gaps.

Gather data through surveys, leadership interviews, and focus groups to get a holistic view of training needs.

Consider other data sources like document reviews, observations, performance appraisals, and tests.

Set ground rules for data collection, such as starting with clear goals, setting a timeline, and diversifying data sets.

Ask open-ended and close-ended questions to gather tangible and holistic information for decision-making.

Assess training options by comparing business objectives to the gathered data and identifying hard and soft costs.

Recommend solutions based on the data, focusing on knowledge, skills, or attitudes that can be improved through training.

Get buy-in from the organization by showing raw data, visualizing information, and connecting costs to goals.

Recommendations for training delivery should consider discovered needs, technology trends, and regulatory requirements.

For further reading on training needs analysis, consider Jack Phillips' book on return on investment in training.

Transcripts

hello everyone my name is sean mckesson

and today i'm going to be talking about

how to conduct an effective training

needs analysis

what is a training needs analysis this

is a question we get quite a bit um and

very simply stated it's a way of

gathering data in a structured manner to

effectively build a training plan from

that data

there's a lot of ways to go about this

and there's some best practices that

we've learned as an organization that

we'd like to share on this this quick

video

um why would anyone want to do a

training needs analysis that's a great

question

the root of everything

first

it defines and prioritizes the greatest

areas of needs great to know that it

allows you to identify performance and

skill gaps that you may or may not have

known about

allows you to develop data where you can

actually evaluate performance measures

it's uh

integral to

determining the cost and the benefits of

training so you can measure a return on

investment

obtaining management support

it increases the chances of

reaching learning goals and it improves

employee morale

all of these are really good reasons why

instead of just jumping into building a

training plan you want to do an

effective needs analysis so that you're

either spending your money well or

you're spending your time well

the process as we have found uh to be

effective

falls into four categories first we're

going to identify the business goals

that's step one step two we're then

actually going to gather the data step

three we're going to assess the training

solutions that are available

and then we're going to build a training

plan based off the the results that

we've seen and comparing that to our

business goals so without further ado

we'll go straight into step one

identifying those business goals so

we're starting with the end in mind uh

you'll want to start by taking stock of

the organizational goals and

deficiencies that are are known

throughout the organization and there's

a couple of places that will help you

start by categorizing what you're

looking for what are your organizational

targets sales goals operational output

what are your department specific goals

if you have a manufacturing department

or you have a a

an operations staff that has a certain

service level agreement

or outside influences whether it be

compliance standards legal

legal things that are going to be coming

down the pipe so these things are really

good ways to identify what are those

goals that you were trying to achieve

and then is there a challenge or

opportunity that may be solved with

training in any of these areas

this will help us uh identify

what opportunities we really will have

for training

there's a great model out there the ksa

model

and what this means is if if one of

those challenges comes down to knowledge

skills or attitude gaps

then training is the correct solution if

it's not one of these three things

training may not be the the single

solution here it may be a process issue

it might be

a product issue but if it's knowledge

skills or attitudes

then we can change that with training

so with that in mind now we want to

gather the data we're going to step two

we're going to understand those goals of

the

the organization or the departments and

then we're going to find out

what we actually need to deliver and we

want to do this with an open mind a

couple of ways that the big three if you

will best three ways to get this

information that we've seen after doing

this for years is

surveys and questionnaires is one right

surveymonkey's a great tool there's a

lot of survey tools that will help you

build this internally or using a partner

like new horizons

second is leadership and management

interviews going to that middle level of

the organization or top of the

organization and seeing what the

perspective is from those leadership

roles and then finally there's the focus

groups where you can get a group of the

knowledge workers the people are

actually doing this day to day and get

their perspective on on what training

needs are there between the three of

these you get a really holistic view of

what training needs are out there

other things that you may want to

consider

document and process reviews

observations actually sitting down and

watching somebody do the work

performance appraisals whether you have

monthly or quarterly reviews how are

people graded how can they improve

using tests and assessments is also

really key you don't want to just ask

how training was you want to assess how

effective it was and you can do that by

testing the actual skills that they've

learned and then one thing that i don't

see a lot of but i'd love to see more

are advisory committees getting groups

of employees to actually give their

feedback

a couple of

ground rules that i like to set

begin with the end in mind think about

those goals and build your questions

build your interviews around that set

timeline set a deadline make sure that

everybody stays on task so that you can

get the most data and then diversify

data sets when you're asking questions

make sure you have open-ended questions

as well as close-ended questions so you

can get some more tangible data as well

as

some of the more holistic information

that will help you make some smart

decisions about training

some questions you can ask what are the

goals of the business the department the

individuals what kind of teaching style

does the target audience best respond to

what kinds of training resources do you

already have available that you might

utilize

just a few examples of questions you

might want to start figuring out the

answer to and incorporating into how you

are building surveys or building out

interviews

and if you don't know the answer to any

of these questions ask anyway or if you

if you you don't know for sure but you

think you might don't

assume step three we're assessing the

training options now we've gotten the

data we've compiled how many students or

how many potential employees want what

training and what we can do is start

looking at what the actual options are

for training

so first thing you want to do is take

those business objectives that you you

found out at the beginning of this

process compare that to the data does it

tell you that what you expected or does

it tell you a different story

and connect that those

uh those data points the the objectives

and goals to where hard and soft costs

come from if i'm you i might want to

pause on this screen and take a look at

this really nice cheat sheet uh of hard

costs that you might increase or

decrease as well as soft costs that you

might increase or decrease

again really good cheat sheet i

encourage you to pause this and come

back to it and take a look and and see

what resonates with you and your team

once again coming back to the ksa model

knowledge skills or attitudes if in

comparing the goals and objectives to

the data that you found

it

the solution seems to be telling you

that knowledge skills or attitude gaps

can be filled to improve the likelihood

of meeting those objectives and goals

you have a clear solution and it's told

you exactly what you wanted to find out

and then you can recommend a solution

and that starts to entail

building a training plan so now that

you've identified all this you're

connecting the dots

getting buy-in is huge whether you're

going up and you're trying to explain

this to your c-suite or you're trying to

get buy-in from the rest of the

organization show your work

show the raw data show that you've put

in

you've done this in a logical way

visualize that information so it's

really easy to read and then connect

those hard and soft costs that we talked

about

to those goals what dollar amount are

you actually gaining or subtracting on

the top line or the bottom line of the

organization this will help you get that

buy-in from everyone within the

organization from the top to the bottom

and then making recommendations right

for how you're going to be delivering

training

think about all those things that you've

discovered but you'll be recommending

training delivery methods how it's going

to be

how people are going to be trained the

the personnel that's going to be

delivering the training internal or

external

technology trends learning gaps

deficiencies that you found regulatory

requirements that you need to address

whether it be compliance sexual

harassment anti-harassment things like

that

last thing i'll leave you on

is

this

is a great recommendation if you're

really interested in this topic i would

highly recommend the book return on

investment and training in performance

improvement programs by jack phillips

one of my go-to uh training bibles um

and

yeah you can learn a lot more from this

this was a short introduction to this

topic um if for whatever reason you did

have any questions i am more than happy

to help out uh feel free i've put my

phone number and my email here reach out

and we can help you otherwise have a

great day thank you so much