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

managemen training needs analysis excel

Companies or organizations use a training needs analysis template to determine the gaps between their actual and desired training techniques. A training needs analysis is usually conducted due to an organizational problem. The professionals use this template to conduct a training process more effectively.

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 needs 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 needs 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 needs 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.

Applying the best practices while conducting a training needs analysis:

Begin with the desired outcome

Before determining training activities, determine which activities lead to these organizational outcomes. The desired outcome can be an organizational or departmental goal or an individual that requires improvement.

Manage expectations

Advanced stakeholder management is required by the training and training needs analysis. These are the stakeholders;

  • Employees
  • Service users (or customers)
  • Educational providers (designing and delivering the program)
  • Internal sponsors (paying for the educational event)

It is crucial for the success of training that it satisfies all groups.

Use an integrated approach

According to research, those training programs and activities are more successful that place new skills in an organizational perspective and integrate them with other organizational processes. This doesn’t indicate that you can’t pay attention to your training on something specific. But, keep in mind that you have to place what people learn into an organizational perspective.

Why should you conduct a training needs analysis?

Here are a few reasons for conducting a training needs analysis;

  • Conducting a training needs analysis helps in determining opportunities for growth and learning. The needs analysis will aware the employees to make a change who are silently struggling with a specific skill set.
  • A training needs analysis enables organizations to give their team a more productive structure to work so that they function better and contribute to company success.
  • A needs analysis can help companies identify weaknesses or improvement areas. After executing the analysis, they can easily organize information and prioritize the needs of the organization.

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

The analysis process becomes 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 needs 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 needs 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 the 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.

The purpose of a training needs analysis:

A training needs analysis aims to determine and bridge the skill gaps in the workplace to get ideal performance. With the help of this analysis, you can uncover the reasons for the gaps. Also, it helps you to identify the different approaches to eliminating those gaps. Here are some other benefits of training needs analysis;

  • Training makes sure that your organization achieves its business goals.
  • TNA allows organizations to resolve performance gaps that occur often before they become a major issue.
  • With the help of TNA, you can identify which training you have to prioritize with respect to time and budget. In case, you want to make sure that you don’t waste resources, time, and energy then TNA is critical.
  • If you want to ensure that resources are invested properly then make a TNA that exactly targets the missing skills and knowledge.
  • You can maximize the benefits of your training programs by customizing your training program on the basis of your employees’ requirements.

Why should you use a template for training needs analysis?

Training needs analysis involves a lot of organization, data gathering, and analysis. A template can help to keep you on track no matter whether you are conducting an analysis of the training needs of an individual or the entire organization. Moreover, it entirely depends on your organization which type of template you use.

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.

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