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Copyright © 2006 by The McGraw-Hill Companies, Inc. All rights reserved.McGraw-Hill Technology Education

Training Needs AssessmentTraining Needs Assessment

UMAR MAROOFENROLL: 110130DEPARTMENT OF MANAGEMENT STUDIES CENTRAL UNIVERSITY OF KASHMIR

CONTENTS

Training?Training?

Training Need Analysis (TNA)Training Need Analysis (TNA)

What Is a Training Needs Assessment (TNA)?What Is a Training Needs Assessment (TNA)?

Role of TNA in the Training ProcessRole of TNA in the Training Process

Causes and Outcomes of Needs AssessmentCauses and Outcomes of Needs Assessment

Types of TNA AnalysesTypes of TNA Analyses

Key Concerns of Upper- and Midlevel Managers and Trainers in Key Concerns of Upper- and Midlevel Managers and Trainers in Needs AssessmentNeeds Assessment

TNA Data-Gathering MethodsTNA Data-Gathering Methods

Challenges of TNAChallenges of TNA

“Remember, training is not what is ultimately important… performance is.”

Marc Rosenberg

The bigger picture

Organisational performance

Employee performance

Employee Skills, Knowledge and Attitudes

Employee education, experience and training

Training?Training?

Training helps to bridge the gapExisting

• Skills• Knowledge• Attitudes

Required• Skills• Knowledge• Attitudes

Training Need Analysis (TNA)Training Need Analysis (TNA)

TNA is a tool toidentify the gapExisting

• Skills• Knowledge• Attitudes

Required• Skills• Knowledge• Attitudes

A TNA is the process to determine whether training to address a performance gap is necessary.

Training might be appropriate when the performance issue is a “can’t do” issue:

Poor performance (resulting from a knowledge or skill deficiency).

Lack of basic skills (reading, writing, technology, math skills). Legislation or policies requiring new knowledge or skills. New technology. A customer request for new products or services. Higher performance standards. New jobs.

What Is a What Is a Training Needs Assessment (TNA)?Training Needs Assessment (TNA)?

When Is Training NOT the Best When Is Training NOT the Best Intervention?Intervention?

Training is not the best intervention when the

performance issue is a result of: Recruiting, selection or compensation problems.

Policies and procedures issues.

A lack of coaching and feedback.

Insufficient tools, equipment or resources.

Physical setting problems.

A lack of motivation (job-person fit; person-org fit); a “won’t do” issue.

Role of TNA in the Training ProcessRole of TNA in the Training Process

A TNA is the first step in the training process model.

Causes and Outcomes of Needs AssessmentCauses and Outcomes of Needs Assessment

Reasons or “Pressure Points”

•Legislation

•Lack of Basic Skills

•Poor Performance

•New Technology

•Customer Requests

•New Products

•Higher Performance Standards

•New Jobs

What is the Context?

Organization Analysis

Task Analysis

Person Analysis

In What Do They Need Training?

Who Needs the Training?

Outcomes•What Trainees Need to Learn

•Who Receives Training

•Type of Training

•Frequency of Training

•Buy Versus Build Training Decision

•Training Versus Other HR Options Such as Selection or Job Redesign

•How Training Should Be Evaluated

Three Types of TNA AnalysesThree Types of TNA Analyses

Organizational Analysis

To align training with business strategy and to ensure there are resources and managerial support for training.

Task Analysis

To identify the important work-related tasks and knowledge, skills, behaviors, abilities (KSBAs); determine if the content and activities are consistent with trainee on-the-job experience; and to develop measurable and relevant content, objectives and methods.

Person Analysis

To ensure that trainees have the basic skills, motivation, prerequisite skills or confidence.

Organization AnalysisOrganization Analysis

An Organization Analysis involves determining the: Appropriateness of training given the organization’s strategy.

Resources (financial and development) available for training and transfer after training.

Support by managers and peers for training and transfer.

Gather data mainly from senior and mid-level managers. Why?

Is there a reason this TNA step should be

accomplished first?

Task AnalysisTask Analysis

Task Analysis involves: Identifying the important work-related tasks and knowledge,

skills, behaviors and abilities (KSBAs) that must be emphasized in training.

Data sources: Subject matter experts (SMEs), managers, exemplary employees.

Task Analysis ProcessTask Analysis Process

The task analysis process involves: Selecting the job(s) to be analyzed.

Developing a list of tasks performed (from an interview or survey of exemplary employees).

Mining data sources: Ask SMEs, managers and/or exemplary employees to validate tasks:

Frequency: How frequent is the task completed?

Importance: How important is this task to the overall work?

Difficulty: How difficult is this task?

Identify KSBAs that should be trained to address the gap.

Person/Learner AnalysisPerson/Learner Analysis

The person/learner analysis involves: Determining whether performance deficiencies result from a

lack of knowledge, skill, behavior or ability (a training issue) or from a motivational or work design problem.

Identifying who needs the training; who has a KSBA deficiency.

Determining readiness for training: basic skills, motivation, self-efficacy.

Data sources include learners, managers and document reviews (personnel records, prior training records, or testing).

Key Concerns of Upper- and Midlevel Managers Key Concerns of Upper- and Midlevel Managers and Trainers in Needs Assessmentand Trainers in Needs Assessment

Upper-Level Managers Midlevel Managers Trainers

Organizational Analysis

Is training important to achieve our business objectives?How does training support our business strategy?

Do I want to spend money on training?How much?

Do I have the budget to buy training services?Will managers support training?

Person Analysis

What functions or business units need training?

Who should be trained? Managers? Professionals? Core employees?

How will I identify which employees need training?

Task Analysis Does the company have the people with the knowledge, skills, and ability needed to compete in the marketplace?

For what jobs can training make the biggest difference in product quality or customer service?

What tasks should be trained?What knowledge, skills, ability, or other characteristics are necessary?

TNA Data-Gathering MethodsTNA Data-Gathering Methods

InterviewsFocus

GroupsDocumentation

Observation Questionnaires

Advantages and Disadvantages of Needs Advantages and Disadvantages of Needs Assessment TechniquesAssessment Techniques

Technique Advantages Disadvantages

Observation Generates data relevant to work environmentMinimizes interruption of work

Needs skilled observerEmployees’ behavior may be affected by being observed

Questionnaires InexpensiveCan collect data from a large number of personsData easily summarized

Requires timePossible low return rates, inappropriate responsesLacks detailOnly provides information directly related to questions asked

Advantages and Disadvantages of Needs Advantages and Disadvantages of Needs Assessment TechniquesAssessment TechniquesTechnique Advantages Disadvantages

Interviews Good at uncovering details of training needsGood at uncovering causes and solutions of problemsCan explore unanticipated issues that come upQuestions can be modified

Time consumingDifficult to analyzeNeeds skilled interviewerCan be threatening to SMEsDifficult to scheduleSMEs only provide information they think you want to hear

Focus Groups Useful with complex or controversial issues that one person may be unable or unwilling to exploreQuestions can be modified to explore unanticipated issues

Time consuming to organizeGroup members provide information they think you want to hearStatus or position differences may limit participation

Advantages and Disadvantages of Needs Advantages and Disadvantages of Needs Assessment TechniquesAssessment Techniques

Technique Advantages Disadvantages

Documentation(Technical Manuals and Records)

Good source of information on procedureObjectiveGood source of task information for new jobs and jobs in the process of being created

You may not be able to understand technical languageMaterials may be obsolete

Challenges of TNAChallenges of TNA

Time constraints can limit the length and detail

obtained from needs assessment. What should you do if you lack the time to conduct a TNA?

Lack of management support : The scope of the needs assessment depends on the size of the

performance issue.

Starting over each time. However, you can anticipate training needs if you are attuned to:

Business problems.

Technological developments.

Other issues facing the organization.

“If you think training is expensive, try ignorance.”

Thank You