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Determining training needs in human resources

objectives of analyzing training needs in human resources

The HR department has always focused on the idea that the continuous learning process is beneficial for the employees, as it keeps their skills up to date and improves their performance.


But before employees are introduced to a training program, training needs must first be analyzed . This analysis is a systematic process of determining the type of training required for employees and providing details related to the implementation of training to improve their performance in the company.




The role of training needs analysis in human resource management is mainly to understand the difference or gap between the current performance and the required performance of the employee and to provide information about:


  1. Which employee needs training?
  2. What type of training is required?
  3. How can the company design an effective training program for these employees?
  4. What will be the impact of this training on employee performance?
  5. What are the cost and resources required for these training programs?


A training needs analysis is always a first step towards helping an employee improve his or her work outcomes. [1]


Methodology for identifying training needs

Understanding and identifying training needs in an organization requires the following:


  • Understand the nature of the work and improve the performance that the organization needs and identify the business need by defining the organization's priorities.
  • Analyzing the training needs of employees and linking performance improvement to the skills, capabilities and competencies required for work.
  • Find out exactly what training courses the employee needs or what set of skills he needs to learn.
  • Design an appropriate training program to bridge the current gap between the organization's outputs and the goals to be achieved.


Understand the nature of work

This part focuses on understanding the goals and priorities of the organization, general and the different departments, so that the training officer can evaluate the training options that he will obtain by taking the next step.


Analysis of training needs of employees

This step is called gap analysis, where the training needs of employees are identified based on the type of job for the employee and the analysis that needs to be done to understand the skill gaps in the company. Here are some common training need analysis methods used in the corporate world:


  • direct observation

Training managers can start observing the performance and working style of employees in different work situations, and with the help of this observer the training manager begins to gather information about performance gaps.


The observation process includes observing the technical methodology followed by the employee to perform the job and the behavioral aspects of the employee.


  • Interviews with employees

The training manager can conduct face-to-face interviews with employees to understand the way the job tasks are being performed, and interviews are an effective way to gather information about the gaps between outputs and goals, interviews can take place with a person or team and can be held in the form of a formal meeting or informal, and can also take place via virtual means.


The information collected can identify the gaps that the organization needs to address. The company and its employees can take advantage of new training opportunities as a result of a training needs assessment.


  • Focus groups and brainstorming

Brainstorming groups are useful for understanding skill gaps among employees, and in these groups employees are encouraged to talk and discuss ways to improve work performance.


These discussions are closely observed by the training manager to understand the training requirements of the organization or company.


In contrast to individual interviews, focus groups and brainstorming produce the best results with a department or group of employees who have similar training needs.


Participants brainstorm all the training needs they can think of and write them down on a flipchart, then each person is given five points or sticky notes, and employers must submit the number of points or sticky notes that will work best for the organization.


Each individual puts their points or sticky notes on the training ideas they think are most important, and the individual can choose to put one point on five different items, or put the five points on one training item.


  • Polls

Evaluations and surveys can be used to identify deficiencies in performance within a particular department, and surveys are one of the most effective ways to understand the training needs of employees in any department.


The questionnaire can consist of a set of open and closed questions along with some questions related to order and drop. To improve the credibility of the questionnaire, employees are allowed to provide answers anonymously.


  • Customer Note

In most of the service industry, performance deficiencies are identified using customer feedback. Direct feedback from the customer indicates the specific work area that needs improvement.


Evaluate training options in human resources

After sufficient information has been collected from employees or clients or a gap analysis has been conducted, several options and training needs must be identified, then each need is evaluated based on the company's current and future goals and priorities.


A scale of 1 to 3 can be used with 1 for the most important option, followed by 2 for least important, and 3 for options that are not at all important.


  • Cost Calculation

The cost factor of training is important to be weighed in terms of importance when deciding training options Depending on the situation, an organization may be willing to invest a large amount in one training but not in the other exercises listed due to organizational and financial priorities.


The total cost of training is calculated according to the following formula :


Number of employees trained x cost of training = total cost of training


  • ROI

 Return on Investment (ROI) is a calculation that shows the value of expenses related to training and development, and can also be used to show how long these activities will take to pay for them and provide a return on investment for the organization.


  • Legal Compliance

 If any of the Vulnerability Analysis training needs are legally required ie by federal, state, or industry laws or to maintain employee licenses or certifications, such trainings will be a high priority .


  • time

 Sometimes, the amount of time it takes to build capacity within an organization will affect its operational needs, as it can interfere with employees' ability to complete other job duties.


In this case, it may be best to hire talent from outside the organization or outsource the task to fill skills gaps, and in other cases such as succession planning, the organization can take on a long-term commitment to building capacity from within.


  • stay competitive

 There may be minimal knowledge or competencies in a new product or service that negatively affects the company's revenue, and the business owner can provide the necessary training to its employees so that the new product or service will generate or exceed the required revenue.


In this case, the company benefits from increased revenue and thus outweighs the cost of training.


After assessing all training needs/options, the HR specialist will have a list of training priorities for individual employees, departments or the organization as a whole.


Communicate training needs and recommend training plans

The final step in identifying training needs is to report the results from the training needs assessment, and to make recommendations for short and long-term training plans and budgets, starting with the most important priorities from the list of training options.


If there is a schedule for any of the exercises such as a deadline for fulfilling the training commitments for legal compliance purposes then it should be budgeted and scheduled accordingly.


The report should include a summary of why and how the assessment was completed, the methods used, the people involved, and training recommendations with an overall timeline.


The highlights of the final report include:

  • Will the training be done internally or is it better to send the employees out?
  • Is it best to bring in a coach for a specific internal group of employees.
  • Can the training be done online?
  • Is it better to bring all the employees into one group, or is it better to divide them into groups? [2]

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