How to conduct an effective training needs analysis

What is training needs analysis (TNA)?

A Training Needs Analysis (TNA) is key to closing skills gaps and boosting employee performance. By identifying where targeted training can make the most impact, you ensure every effort aligns with your company’s goals.

With a structured approach, like a training needs analysis template, you can pinpoint exactly where your team needs development.

This not only prepares your workforce for future challenges, but saves valuable time and resources. When done right, a TNA helps you build a more skilled, confident, and capable team, ready to tackle whatever comes next.

Integrating a TNA with your organisational strategy

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A TNA is most effective when tied to your organisation's strategy. This ensures that employee training and development aligns with business goals and improves performance.

• Align your TNA with business goals: Conduct an organisational analysis to understand the skills needed to support current and future goals. Regular communication with stakeholders and periodic reviews keep your TNA aligned with evolving business needs.
  
  
• Create a learning and development strategy: Develop a strategy that addresses skill gaps with a mix of training methods, a clear timeline, and a budget. Use feedback to refine your approach and support continuous learning.
  
  
• Assess the impact on performance and productivity: Use key performance indicators (KPIs) like employee retention and sales performance to measure the effectiveness of your training. Regularly analyse data to ensure that training initiatives align with strategic goals and make adjustments as needed.

Types of training needs analysis

Selecting the right method depends on your organisation's needs and resources, ensuring that your analysis addresses real issues and supports development.

Several methods can be used to conduct a training needs analysis, each offering unique insights into skill gaps and performance needs.

Common methods include:

• Surveys: Collect quantitative data from large groups of employees quickly. Useful for identifying broad training needs across departments or teams.
  
  
• Interviews: Provide in-depth, qualitative insights by engaging with employees or managers individually. Great for uncovering specific training gaps and personal development needs.
  
  
• Performance evaluations: Assess individual employee performance against set benchmarks to identify where actual performance is below expectations.
  
  
• Focus groups: Small group discussions that gather input from various team members to provide a broader perspective on training needs. Useful for understanding group dynamics and shared challenges.
  
  
• Observation: Directly observe employees on the job to identify skills gaps that may not be apparent in self-reported data or performance evaluations.
  
  
• Skills testing: Administer tests to evaluate specific knowledge or competencies, helping to pinpoint areas where additional training is required.
  
  
• 360-degree feedback: Gather feedback from multiple sources - peers, managers, and subordinates - offering a holistic view of an employee's skills and areas for improvement.
  
  
• Job task analysis: Break down job roles into individual tasks and competencies required for each, helping to identify specific areas where skills are lacking.
  
  
• Competency mapping: Compare current employee competencies with the skills required for various job roles to identify gaps that training can address.
  
  
• Workplace analytics: Use data-driven insights (such as productivity reports or project completion times) to identify patterns and areas where training could improve performance.
  
  
• Review of organisational reports: Analyse past training outcomes, feedback reports, or employee satisfaction surveys to identify recurring areas of improvement or skill gaps.

10 steps for creating an effective training needs analysis

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To ensure your training initiatives are aligned with organisational goals and address actual skill gaps, follow these steps:

Step 1: identify organisational goals and objectives

Before diving into employee needs, clarify your organisation’s strategic goals. This ensures that training aligns with business objectives and drives performance.

Actionable example:
Meet with leadership and key stakeholders to review the company’s short- and long-term goals. If the company plans to expand into new markets, your training might need to focus on developing language skills or cross-cultural competence.

Step 2: Conduct a job role and task analysis

Examine specific job roles and the tasks associated with each. This will help you understand the skills and competencies required for each position.

Actionable example:
Create a list of core tasks for each job role by consulting job descriptions and conducting interviews with managers. For instance, if you’re analysing a sales role, identify key tasks like client relationship management, product knowledge, and negotiation skills.

Step 3: Assess current employee performance

Evaluate how well employees are performing in their current roles to identify performance gaps. Use methods like performance evaluations, skills tests, and peer feedback.

Actionable example:
Use quarterly performance reviews to see where employees may be underperforming in comparison to set KPIs. For example, if customer service agents are not meeting satisfaction ratings, training could focus on communication and problem-solving skills.

Step 4: Gather employee feedback

In addition to performance evaluations, ask employees for input on where they feel they need development. This can provide valuable insight into self-perceived skill gaps and motivation for training.

Actionable example:
Send out anonymous surveys asking employees to rate their confidence in key competencies. You can also conduct one-on-one interviews for more detailed feedback. For example, employees may express the need for leadership training if they aspire to managerial roles.

Step 5: Use data collection methods to gather insights

Combine quantitative and qualitative data to create a comprehensive picture of training needs. Surveys, interviews, and focus groups can reveal gaps that aren't obvious from performance data alone.

Actionable example:
Run a survey across teams to identify common training needs. Follow up with focus groups to discuss findings and gain more context. If multiple teams report issues with a new software tool, this may indicate a need for technical training.

Step 6: Analyse the data

After collecting data, analyse the information to spot trends and prioritise areas where training is most needed. Look for patterns in underperformance or self-identified weaknesses that align with business goals.

Actionable example:
Use performance management software to track metrics like productivity, quality of work, or customer feedback. Look for departments or teams consistently falling short of targets, and identify the skills that need to be enhanced through training.

Step 7: Prioritise training needs

Not all gaps require immediate attention. Prioritise the most critical skills based on their impact on business outcomes and urgency.

Actionable example:
If your company is launching a new product, prioritise training that improves product knowledge and customer service. High-impact areas should be addressed first, while less urgent needs can be scheduled for later.

Step 8: Design training programs based on identified needs

Once you’ve prioritised your training needs, design programs that directly address these gaps. Choose the most appropriate methods—whether it's workshops, e-learning, or on-the-job training.

Actionable example:
For technical roles, develop hands-on training or simulations that focus on the specific tools or software employees will use. For leadership roles, you might implement mentorship programs or leadership workshops.

Step 9: Implement and communicate the training plan

Effective implementation involves clear communication with employees and managers. Make sure they understand the purpose of the training, how it aligns with their roles, and what outcomes are expected.

Actionable example:
Roll out an email campaign explaining the upcoming training sessions, their objectives, and how they will benefit employees. Include timelines, available resources, and expectations. Ensure managers are on board to support their teams in completing the training.

Step 10: Evaluate training effectiveness and refine future programs

After the training, measure its impact on employee performance and organisational goals. Use KPIs to assess improvements and determine if the training addressed the identified skill gaps. Continuously review performance and adjust training programs to keep up with evolving business needs.

Actionable example:
Track performance metrics like sales figures, customer satisfaction scores, or project completion times before and after training. Gather feedback from participants through post-training surveys to assess if they feel more confident in the skills they’ve learned.

Schedule periodic reviews of your training programs. If a team’s performance hasn’t improved as expected, tweak the program or offer additional support.

Optimise your workforce management strategy with Airswift

For companies looking to close skills gaps and strengthen their workforce, an effective TNA is key. This is even more critical when managing a global workforce with diverse needs and skill sets.

At Airswift, we have over 40 years of experience supporting companies in identifying and addressing workforce challenges. Our portfolio of workforce management solutions, including Talent Acquisition, Employer of Record services, and global payroll management, is designed to meet your unique needs.

Contact us today to discover how we can help you manage your global workforce with ease.