Chapter 3

Dr. Abuelhassa Training Needs Assessment

Elshazly
Topic Description

This topic will provide the student a lecturer about

Training Needs Assessment. A training needs
assessment identifies individuals’ current level of
competence, skill or knowledge in one or more areas
and compares that competence level to the level
required for their position or another position within
the organization. The difference between the current
and required competencies can help determine
training needs. Rather than assume that all
employees need training or even the same training,
management can make informed decisions about the
best ways to address competency gaps among
individual employees, specific job categories or
groups/teams.
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Topics Covered of todays
class:

 Why is Need Assessment Necessary?

 Who should Participate in Needs
Assessment?
 Methods Used in Needs Assessment.
 The Needs Assessment Process

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Learning out come of Todays
Class

Upon successful completion of this lecturer,

student will be able to:
1. Describe the role of a training needs assessment to
address performance issues.
2. Discuss the reasons to complete a training needs
assessment.
3. Describe the three steps to conduct a training needs
assessment: organization, person/learner, and task
analysis.
4. Describe the methods available to collect needs
assessment data.
5. Design a needs assessment plan based on a
performance issue.
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Nature and importance of training
needs analysis

1. Training needs analysis is the breakdown of

an identified need to determine its bases
and causes as well as the relationship
among identified needs.
2. Needs assessment means the identification
and prioritization of training requirements.
3. Identification of training needs starts with
the determination of knowledge, and skills
essential for maximum effectiveness in an
organization.
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Nature and importance of training
needs analysis, conti…

4. In the training needs analysis, the causes of

failure or non-performance are examined so
as to see whether inadequate or
inappropriate training was one of the
reasons.
5. Needs analysis is essential because lack of
competency is not the only reason for
failure.
6. Training needs analysis is a diagnosis by
the organization to know what the learning
needs of its employees are.
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 What Is a
Training Needs Assessment (TNA)?

 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.
7  New jobs.
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Introduction (2 of 2)

 Before choosing a training method, it is

important to determine:
 what type of training is necessary, and
 whether trainees are willing to learn

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Needs Assessment

 Refers to the process used to determine

whether training is necessary

 Because needs assessment is the first

step in the instructional design process:
 If it is poorly conducted, training will not
achieve the outcomes or financial benefits the
company expects

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 Causes and Outcomes of
Needs
Reasons or “Pressure Points” Assessment

•What Trainees Need to

Learn
•Legislation Organization •Who Receives Training
•Lack of Basic Skills Analysis
•Type of Training
Task In What Do
•Poor Performance They Need •Frequency of Training
Analysis
•New Technology Training? •Buy Versus Build
Person
•Customer Requests Analysis Training Decision

•New Products •Training Versus Other

Who Needs the HR Options Such as
•Higher Performance Training? Selection or Job
Standards Redesign
•New Jobs
What is the Context? •How Training Should
Be Evaluated
Reasons or “Pressure Points”
Outcomes
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 When Is Training NOT the Best
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.
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 Role of TNA in the Training Process

 A TNA is the first step in

the training process
model.

 TNA assessment involves:

 Organization analysis.
 Task analysis.
 Person/learner analysis.

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 Three 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.

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 Organization Analysis
1. 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
14 accomplished first? 2-14
 Task Analysis
2. 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.

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 Task Analysis Process

 The task analysis process involves:

1. Selecting the job(s) to be analyzed.
2. Developing a list of tasks performed (from an
interview or survey of exemplary employees).
3. Mining data sources: Ask SMEs, managers
and/or exemplary employees to validate tasks:
a. Frequency: How frequent is the task
completed?
b. Importance: How important is this task
to the overall work?
c. Difficulty: How difficult is this task?
4. Identify KSBAs that should be trained to
address the gap.
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 Person/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
17 training records, or testing).
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 Key Concerns of Upper- and Midlevel
Managers and Trainers in Needs
Assessment
Upper-Level Managers Midlevel Managers Trainers
Organizational Is training important to Do I want to spend money Do I have the budget to
Analysis achieve our business on training? buy training services?
objectives? How much? Will managers support
How does training support training?
our business strategy?

Person Analysis What functions or business Who should be trained? How will I identify which
units need training? Managers? employees need training?
Professionals?
Core employees?
Task Analysis Does the company have For what jobs can training What tasks should be
the people with the make the biggest trained?
knowledge, skills, and difference in product What knowledge, skills,
ability needed to compete quality or customer ability, or other
in the marketplace? service? characteristics are
necessary?
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 Data for a Person/Learner Analysis

 Person: Is the person  Performance

cognitively and/or expectations: Does the
physically able to complete person understand the
the task? Does the person level of performance
believe in their ability to expected?
complete the task (i.e.,
self efficacy)?  Consequences: What
consequences exist to
correct an incorrect task
 Barriers: Does the person demonstration?
perceive any constraints to
performing the task
correctly? Are the  Feedback: Are people
constraints physical or receiving timely and
accurate feedback about
managerial? their performance?

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 Quick Review: Think-Pair-Share

 We’ve just explored the three areas in a TNA. Let’s review before
moving to the methods used to collect TNA data.

 Consider the following superlatives and answer each concerning

the content we just covered:
 A key point that was most surprising.
 A key point that helped me understand needs assessment.
 A key point that was most useful.

 Be prepared to share with the class.

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 TNA Data-Gathering Methods

 Observation
 Interviews

 Questionnaire
 Document Review

 Focus Groups

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Needs Assessment Techniques

Observation Questionnaires

Focus Documentation
Interviews Groups

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 Advantages and Disadvantages of
Needs Assessment Techniques (1 of 3)
Technique Advantages Disadvantages
Observation Generates data relevant to Needs skilled observer
work environment Employees’ behavior may be
Minimizes interruption of work affected by being observed

Questionnaires Inexpensive Requires time

Can collect data from a large Possible low return rates,
number of persons inappropriate responses
Data easily summarized Lacks detail
Only provides information directly
related to questions asked

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 Advantages and Disadvantages of
Needs
Technique Assessment
Advantages Techniques (2 of 3)
Disadvantages
Interviews Good at uncovering details of Time consuming
training needs Difficult to analyze
Good at uncovering causes Needs skilled interviewer
and solutions of problems Can be threatening to SMEs
Can explore unanticipated Difficult to schedule
issues that come up
SMEs only provide information
Questions can be modified they think you want to hear

Focus Groups Useful with complex or Time consuming to organize

controversial issues that one
Group members provide
person may be unable or
unwilling to explore information they think you want to
hear
Questions can be modified to
explore unanticipated issues Status or position differences may
limit participation
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 Advantages and Disadvantages of
Needs
Technique Assessment
Advantages Techniques (3 of 3)
Disadvantages
Documentation Good source of information on You may not be able to
(Technical Manuals procedure understand technical language
and Records) Objective Materials may be obsolete
Good source of task
information for new jobs and
jobs in the process of being
created

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 Class 2 Summary

 Conducting a TNA requires gathering data at the

organization, task and person/learner level. Each level
includes specific questions, data sources and collection
methods.

 In our final session, we will review case questions you will

answer after reading the case for homework. You will also
design a needs assessment plan for your organization.

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 Activity #2: Homework

 Read the mini-case (Activity

2). Please answer the
associated case questions
and be prepared to discuss
them in our next class
session.

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 Class 3

 Now that you’ve had a chance to explore

a needs assessment process in the case
study, we will discus your reflections on
the case and then design your own needs
assessment plan.

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 Activity #2 Homework - Case Review

 Review your case study responses.

 In groups of three, review your answers. Discuss any

differences in member responses and come to a
consensus on an answer.

 Be prepared to share your responses with the class in a

general discussion.

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 Challenges 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.

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 TNA Review
 When to conduct a TNA.

 When training is the appropriate intervention.

 The three main analyses included in a TNA.

 Data sources and collection methods used.

 Challenges to conducting a TNA.

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 Activity #3: Design a TNA

 Using a current performance issue in your

workplace, create a needs assessment
plan that describes the specific
assessment process and methods used to
collect data.

 Individually or in small groups of 3-5, be

prepared to discuss the:
 Performance issue.
 Specific process used.
 Methods you will use to collect necessary
needs assessment data.
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 Review and Closing
Direction: How will you use your
new knowledge?

Gas: What resources

or support do you
Luggage: What new
need?
knowledge will you
take with you?

Exhaust: What are you

leaving behind?

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Questions

1. State five (5) of nature and importance of training needs

analysis.
2. When does training be appropriate according to
performance issue, state five reasons?
3. When does training be inappropriate according to
performance issue, state five reasons?
4. Discuss types of TNA Analyses? Or Identify organization
analysis, task analysis, and person/learner analysis.
5. Mention types of TNA’s Data-Gathering Methods? Then
explain the advantages and disadvantages of one?

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 ……. is the process to determine
whether training to address a
performance gap is necessary.

A.SME
B.TNA
C.KSBA
D.TAP

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 Organizational Analysis –
involves :

a) the appropriateness of training, given the business

strategy.
b) identifying the important tasks and knowledge, skill,
and behaviors that need to be emphasized in
training for employees to complete their tasks.
c) determining whether performance deficiencies result
from a lack of knowledge, skill, or ability (a training
issue) or from a motivational or work design
problem.
d) All above.

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Person Analysis – involves:

a) the appropriateness of training, given the business

strategy.
b) identifying the important tasks and knowledge, skill,
and behaviors that need to be emphasized in training
for employees to complete their tasks.
c) determining whether performance deficiencies result
from a lack of knowledge, skill, or ability (a training
issue) or from a motivational or work design problem.
d) All above.

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Task Analysis – involves:

a) the appropriateness of training, given the

business strategy.
b) identifying the important tasks and knowledge,
skill, and behaviors that need to be emphasized
in training for employees to complete their
tasks.
c) determining whether performance deficiencies
result from a lack of knowledge, skill, or ability
(a training issue) or from a motivational or work
design problem.
d) All above.
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 Training might be appropriate when ….

a) A lack of coaching and feedback.

b) Insufficient tools, equipment or resources.
c) A lack of motivation (job-person fit; person-
org fit); a “won’t do” issue.
d) Poor performance (resulting from a
knowledge or skill deficiency).

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 Training might be appropriate when ….

a) A lack of coaching and feedback.

b) Insufficient tools, equipment or resources.
c) A lack of motivation (job-person fit; person-
org fit); a “won’t do” issue.
d) New technology

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 Training might be appropriate when ….

a) A lack of coaching and feedback.

b) Insufficient tools, equipment or resources.
c) A lack of motivation (job-person fit; person-
org fit); a “won’t do” issue.
d) Lack of basic skills.

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 Training is not the best intervention
when ….

a) Poor performance (resulting from a

knowledge or skill deficiency).
b) New jobs.
c) A lack of motivation (job-person fit; person-
org fit); a “won’t do” issue.
d) Lack of basic skills.

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 Training is not the best intervention
when ….

a) Poor performance (resulting from a

knowledge or skill deficiency).
b) New jobs.
c) Recruiting, selection or compensation
problems.
d) Lack of basic skills.

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……Refers to the process used to determine
whether training is necessary

a)KSBA
b)TNA
c)Training evaluation
d)TAP

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……. is the first step in the instructional design
process. If it is poorly conducted, training will not
achieve the outcomes or financial benefits the
company expects.

a) Training evaluation
b) Training needs assessment
c) Knowledge, skill, and practical step
d) Observation

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