Training and Development

Needs Analysis

Chapter#5
 Meaning of Need Analysis
In order to train the employees the training
need analysis is a must for enabling them to
provide quality services to the customers both
inside and outside.
Training is a learning process whereby people
earn skills, concepts, attitudes and knowledge
to aid in the achievements of goals.
Training Needs Analysis (TNA) is an effective
way to identify any gap between the skills of a
firm and its employees have. This is invaluable
for ensuring that money is spent on training
that will help the farm to achieve its objectives.
Types of Needs Analysis
o For use in different employment
contexts, some sources of needs
analysis are mentioned below:

1) Context Analysis:
2) User Analysis:
3) Work Analysis:
4) Content Analysis:
5) Training Suitability Analysis:
6) Cost-Benefit Analysis:
Typical Topics of Employee Training

1) Communications
2) Customer Service
3) Computer Skills
4) Diversity
5) Ethics
6) Human Relations
7) Quality Initiatives
8) Safety
Objectives (of Needs Analysis)
The following objectives are needed to employees:

i. Know why they should learn,

ii. Meaningful training content,
iii. Opportunities to practice,
iv. Feedback,
v. Learn by observing,
vi. Commit training content to memory,
and
i. Training administration.
Training Analysis Process
The job structure of the personnel
operationally involved with modern
systems has diversified in direct
proportion to the complexity of the
technology. This has fuelled the
need for formal approach. The task
of training can be broken down into
a number of discrete components,
each addressing a different part of
the overall learning process. This
breakdown is as following (next slide):
Contd. Psycho-motor Skills
Procedural Skills
Knowledge Transfer
Communication Skills
Colossal Thinking
Attitude Learning
Performance Training
The role of training is to build a formal bridge between
the available design data and the training media &
training objectives, in order to facilitate to the transfer
of training elements into operational environment.

The training gap is assessed by a comparison

between the goals and tasks undertaken by the
individuals and the existing training.
Contd.

It is necessary to determine the most

suitable and cost-effective training media for
the different areas.
TNA is defined as the Identification of
training requirements and the most cost
effective means of meeting those
requirements.
TNA is defined as the Identification of
training requirements and the most cost
effective means of meeting those
requirements.
Contd.

A TNA should always be performed, a new

development policy, equipment acquisition
or procedures are deemed to have potential
impact upon the current training regime.
TST, SAT in both the defense and civilian
domains using customer specific standards
such as JSP 822 where required.
Carrying out all TNA activities in accordance
with SAT principals ensure rigorous visibility
in each design stage with clear audit trails
from the Initial Scoping Study through to the
recommended solution.
 Figure: Training Needs Analysis
Training Needs Analysis
Job Description
Person Specification

Recruitment

Induction

Basic Skills

Higher Order Skills Higher Order Skills

Mechanical Electrical
Input
Specialization i.e.
Instrumentation
 Advantage
1) Training can be directly related to
organizations objective.
2) Learning can be targeted at specific
requirements.
3) Needs can be identified & prioritized.
4) The time of trainers can be spent on
more productive activities.
5) Training of limited value can be avoided.
6) Financial resources can be allocated
more effectively and efficiently.
 Steps of TNA
There are 4 Steps to conducting a need
assessment:

Step 1: Perform A Gap Analysis 4 Steps is to

check the actual performance of the org. and the
people against existing standards, or to set new
standards. The difference the Gap between the
necessary will identify our needs, purposes.
Step 2: Identify priorities of importance.
Step 3:Identify case of performance problems and/
or opportunities.
Step 4: Identify possible solutions and opportunities.
Constructing a Training Calendar

When constructing an annual training calendar,

be wary of simply asking managers what
training they want delivery. For a training
calendar to be effective, it needs to be tailored
for your specific organizations real needs.

Generally speaking, consult with your

management team by checking off which of the
following areas require inclusion in your training
calendar [next slide]:
Contd.

Management, leadership and supervision skills.

Soft skills, such as communication and conflict
resolution.
Environment, health and safety.
Human resource process, such as performance
management.
Business skills, such as strategy, planning and
process improvement.
Technical line and staff skills such as telephone
etiquette and inventory management.
Contd.

Training Calendars are best suited to

repeatable of regular demand, such refresher
for in frequently performed technical tasks &
new recruits join the organization.

Sl. No. Phases Activities Duration Remarks

After doing training need analysis, we can

divert skills into three categories:
Technical
Interpersonal
Problem Solving
 Organizational Analysis

A process for determining the business

appropriateness of training, managers
need to consider three factors before
choosing training as the solution to any
pressure point:

1) Support of mangers & peers

2) Company strategy
3) Training resources
 Person (Employee) Analysis
There are 5 factors that influence employees performance and learning:
- Ability & Skill,
Characteristics - Attitudes & Motivation

- Understand what, how, when to perform

- Necessary resources
Input - Interference from other job demand
- Opportunity to perform

Output - Expectations for learning performance

- Positive consequences/ incentives to

Consequences perform

- Frequent and specific feedback about

Feedback how the job is performed.

Figure: person analysis factors

 Role of Managers
Manager should do to support training-

1) Understand the content of the training.

2) Know how training relates to what
manager need employees to do.
3) In performance appraisals, evaluate
employees on how they apply training
to their jobs.
4) Support employees use of training
when they return to work.
Contd..

5) Ensure that employees have the equipment

and technology needed to use training.
6) Prior to training discuss with employees
how they plan to use training.
7) Recognize newly trained employees who
use training content.
8) Explain to employees why they have been
asked attend training.
 Role of Trade Unions
Trade should do to support employee training-

1) Training needs- Trade Union can assess TN of

employees which can ensure proper functioning
of the org.
2) Support to make training plan/policy.
3) Review needs.
4) Active participation to make training successful.
5) Help increasing employee consciousness.
6) Ensuring security.
7) Ensure proper implementation.
8) Ensure healthy environment during program.
 Designing a Training Program
Guidelines for Training of Trainers-
Planning/preparation of checklist for facilitators;
1. List qualities of your best trainer/facilitators;
identify your work points and try and improve.
2. Work as a team and assign roles; presenter,
facilitator, note-taker, logistics person, etc.
3. Arrange for a suitable venue and ensure you
have all visual materials, e.g. paper, pens. Flip
chart, etc, need check your audio-visual aids.
4. Ensure fieldwork dates convenient for people.
5. Prepare well and rehearse.
Contd.
Good Techniques/Practices for Training

1. Relax and energize participants and facilitate

name- learning; use an ice-break.
2. Ensure everyone knows aims and objectives of
workshop.
3. Get a sense of participants level of knowledge
and expectations.
4. Agree to rules of workshop: mutual respect; one
speaker at a time; no mobile phones;
5. Use a variety of communication methods and
visual aids.
6. Start every with a recap of the previous day.
7. Always build in an evaluation of the training for
future improvements.
Contd.

The 8 Steps to an effective training program are:

Step 1: Define purpose of training & target audience.

Step 2: Determine participants needs.
Step 3: Define training goals and objectives.
Step 4: Outline training content.
Step 5: Develop instructional activities.
Step 6: Prepare the written training design.
Step 7: Prepare participants evaluation form.
Step 8: Determine follow-up activities for the event.
The Training and Development
Cycle

Identify Training and

Monitor
Development Needs
Performance (current & future)

Evaluate Success of Identify Training and

Training and Development
Development Methods to Meet
Activities Needs

Figure: The Training and Development Cycle

 Training Aids in Bangladesh
In Bangladesh there are different types of aids/
equipments in training institutes, some of these
are mentioned here below:

1) Handouts 8) Stationary
2) Brochures 9) Multi-media
3) Manual 10) Overhead project
4) Bulletin 11) Movies/Films
5) Posters 12) Slides
6) Drawing 13) Exhibits
7) Charts & Graphs 14) Displays
Contd.

15) Flash Cards

16) White boards
17) Flip Charts
18) Computer
19) Tele conferencing
20) Video conferencing
21) Close circuit TV