Free Training Needs Analysis Templates (Excel / Word / PDF)

Learning is a lifetime process for everyone. There are always new innovation and technology in the market even an expert in the field have to get training on. There comes a need for the (TNA) Training Needs Analysis template to evaluate the need for training of their employees for skill development.

There is a proper hierarchy system development in most of the businesses. Each level of hierarchy has a different scope of work and required a different level of training. It’s the duty of the human resource department to identify the need for training for each hierarchy-level employee of the organization. You may also like Employee Performance Review Templates.

What is a training need analysis?

A training need analysis is a process that a company goes through in order to determine the training and development needs of its employees. This is because employees can do their job effectively. Several companies or businesses have experts that train their employees on multiple aspects of the business.

We all know that technology has been changing very fast so the employees training and development needs have to be changed. TNA helps you to groom your employees for the next level.

What are the basic levels of training need analysis?

There are basic three levels of training need analysis. Let us discuss them below;

1. Organizational level: Training need analysis at the organizational level is a large-scale level analysis that determines those areas where the employees of the organization don’t have important skills or knowledge. It provides measurable outcomes for training. Hence, it helps the organization to improve its chances of success.
2. Operational level: Training need analysis at the operational level identifies the different methods of training that are required to be given to the employees so that you can get a certain level of proficiency. It also assists you to determine the knowledge and skills needed to perform particular jobs in the workplace.
3. Individual-level: Training need analysis at the individual level to identify how every employee performs his/her duty. The expected performance and actual performance differences help you to identify the training need. Furthermore, it helps you to analyze the employee’s performance and identify either his/her performance meets the expected level.

What are the different types of training needs?

Generally, there are three types of training needs;

1. Knowledge: If you are going to hire young graduated people then analyzing their knowledge is very important.
2. Skills: When the young and newly hired employees interact with old employees then their skills are very significant.
3. Abilities: This type is really very crucial judging an employee’s ability to make a decision will definitely assist you to make your business more productive.

Importance of Training Needs Analysis Template

Training needs analysis template is a type of gap analysis that is conducted to assess the gap between the available and required knowledge, and skills of employees.

This analysis is conducted before finalizing the training budget of an organization. This analysis uses 7W’s approach to figure out the training need. There aren’t any rigid guidelines to follow for conducting a training needs analysis. The purpose of training, assessment should be clear such as for improvement initiative, training calendar, or performance appraisal cycle. You may also check Recruitment Tracker Templates.

1. Training helps in manifolds to an organization’s success.
2. A business that doesn’t have proper training policies and doesn’t focus on the development of skills set.
3. Their key employee always lags in competition and finally disappears from the competitive market.
4. Development businesses focus a lot on the skills development of their potential talent and have hired expert trainers.
5. A calendar of the in-house training session is issued at the start of each fiscal year for their employees to pre-plan.
6. Choose the best session and timing for their skills enhancement.

Training needs analysis isn’t mean to plan a random training session for employees. In TNA, the manager analyzes the list of the skill set required for the efficient work of his department. Then a list of employees is prepared to assess the skills already presented to employees. By analyzing both lists, manages identifies the training gap and sets different training targets for his subordinates.

How to conduct a Training Needs Analysis?

There is a different analysis method for each type of training assessment need. Let’s discuss each with tips on how to do it;

For employee performance appraisal, the performance development plan of employees is constructed to assess the employee goals and targets, performance results, organization’s future strategies, the role of the employee in the organization, and career aspirations of the employee. Based on this plan the actual development requirement is assessed.

For BMR projects of the organization, required skill sets are identified keeping in view the organization’s goals and targets. For this purpose, the project scope is compared with the employee performance flow chart and the TNA questionnaire is prepared for analysis. You can also free download Employee Profile Templates.

For constructing an organization training calendar, the ongoing projects, future plans, and business trends of the market are monitored. Managers are asked to provide the required technical and personnel skills set for their employees. Development area for employees is identified for the designing training session on such as management, leadership, soft skills, EHS, technical and business skills.

The benefits of making a training needs analysis template:

A training needs analysis template can assist you in standardizing the training needs analysis process. You can eliminate the time to make a new document each time by making a template. Also, you can make sure that you’re considering all the essential details. For instance, you may use a template to follow that enables you to quickly start the process with less preparation in case you complete a training needs analysis every year to account for organizational changes.

How do you make and use a training needs analysis template?

The analysis process become more efficient and effective by creating and using a training needs analysis template. Here are some steps to follow for making a training needs analysis template;

Identify organization goals

Identifying the goals for the organization is the first step to make your training needs analysis template. Companies and teams have particular goals that they don’t often shift greatly. Leave a on the template for more particular goals that may change intermittently. For instance, you can consider the following goals;

• Current organizational problems
• Team member behavior changes
• Departmental goals and progress

Mention relevant job behaviors

Next, leave the space on the template to specify the exact behaviors that can assist the team or organization in reaching the goals from the first step. You can do this by making a table in which the goals can connect to various job behaviors. In addition to this, on the basis of your preference, you can leave the space more open. When creating the relevant job behavior section on the template, some factors to consider include the following;

• Fixed or flexible job behaviors
• Behaviors aligning with core values
• Reinforcing positive and negative behavior
• For behaviors, Potential influences

Include necessary skills and knowledge

Make a section with space for detailing the necessary skills and knowledge for each job behavior after creating a space for defining the job behaviors. Insert a table that highlights a section for skills, approach, and knowledge and make sure you address each during the analysis.

For example, behaviors like greeting customers, delivering food and answering phones may go in the job behavior section in case you are making a training needs analysis template for servers at a restaurant. You make a space for details such as customary greetings, specific behaviors and how to use the phones by creating a space to highlight the skills, knowledge and approaches necessary for each team member.

How do you write a training need analysis?

Here are some tips that will help you to write an effective training need analysis;

1. Firstly, you have to define why you need to do training need analysis.
2. After identifying why you need it then include which people you have to include in the analysis. If you want to get effective results then include the relevant parties.
3. Next, never forget that you have to achieve the company goals. This is the first and foremost reason for your training need analysis. During TNA, when you are going to make a decision on the basis of collected data always keep the company goals in front of your mind.
4. After that, adopt the trainable skills to meet all your company goals.
5. You should prioritize your training. You have to consider specific goals and skills are at a top priority and set training you do take around this.

Tips for conducting training needs analysis:

Here are some tips to follow while conducting training needs analysis;

Understand potential outcomes

It is essential that you understand the potential outcomes and effectively manage expectations while conducting a training needs analysis. This may include the understanding of following;

• How long the analysis may take
• The budget it may require
• How effective new procedures can be

Focus on proper integration

It is important to integrate new training methods within other organizational processes while implementing them on the basis of information from the analysis. This can assist team members in better understanding the task and how it influences the organizational functions.

Use a pre-assessment

A pre-assessment is a measurement of team member’s performance before implementing new training processes. You can better measure how well the new training procedures assist team members in reducing errors and improving performance by conducting them.

Gather information from staff

Team members have the most knowledge regarding the training they get for the job. Therefore, it is essential to collect information from them regarding the process and what they think can improve. For instance, the training process may say something on paper but it may not be effective if the team doesn’t actually follow the training steps.