What Is a Training Needs Assessment? (+Template)

If you’re reading this article, you either know for certain or have a hunch that someone you know needs training. You’ve likely noticed that they’re falling short of meeting some performance standards you have for them, have identified areas they’d benefit from improving, preparing them for a promotion, or are simply due for upskilling.

In any case, the best way to confirm the need for training and ensure that you’re selecting the absolute best program for them is to conduct a training needs assessment.

What is a training needs assessment, exactly? How do you conduct one if you never have before? Not only have we answered those questions and more below, but we’ve also provided you with a training needs assessment template that will make it that much easier to get started on your own.

What Is a Training Needs Assessment?

A training needs assessment, which you might also refer to as a training needs analysis or TNA, is a tool used in the workplace to identify where gaps in skills, competence, and knowledge exist. Once those are identified, one is able to source and deliver training that is optimally suited to the needs of the individual(s) in question and that will effectively close the gap(s).

If you forgo a training needs assessment and instead opt for a one-size-fits-all approach, you run the risk of investing in training that is irrelevant and not well-suited to the individual(s), and, therefore, does not provide the ROI you expect (and need) it to. For that reason, it is imperative to conduct a training needs assessment before you make any substantial investment in training in the workplace.

The 3 Levels of Training Needs Assessment (+Questions)

The first thing you need to do is identify what type, or level of training needs assessment you are going conduct. According to the U.S. Office of Personnel Management, there are three levels of training needs assessments - individual, occupational, and organizational. Here is a brief description of each, as well as a list of example training needs assessment questions you will want to answer.

Individual-Level Training Needs Assessment

An individual-level training needs assessment assesses the skills, abilities, competencies, and knowledge of an individual and compares them to the expected standards. In doing so, gaps or areas of improvement will become clear. This will allow you to prioritize the items on an individual’s development plan and make training plans accordingly.

Here are some examples of questions to ask yourself while conducting an individual-level training needs assessment:

• What is the expected standard of performance?
• Is this individual meeting the expected standard of performance or not? If not, why is that?
• What is keeping this individual from performing to the standard? Is it due to internal or external factors?
• Does this individual have the skills/tools/knowledge they need to do their job?
• What are the individual's areas of weakness/opportunity?
• Does this individual have untapped potential/strengths?
• Has this individual asked for training? Are they engaged in their own development?
• Is training the right method for helping this individual meet the expected standard?
• What kind of training is best suited? What topics need to be covered?
• When do they need training?

Occupational-Level Training Needs Assessment:

An occupational-level training needs assessment, which can also be referred to as an operational- or task-level training needs assessment, assesses the skills, abilities, competencies, and knowledge a person needs to succeed in a specific job/role. This will allow you to clearly see the training needs of employees currently in those roles, as well as make training plans for any future employees who step into the position.

Here are some examples of questions to ask yourself while conducting an occupational-level training needs assessment:

• What is the expected standard of performance for the job/role/task?
• What skills, competencies, knowledge, etc. are required to meet those standards? Do those in the role currently have that? If not, what do they need to meet the standards?
• What are the potential consequences/implications of individuals in this job/role not meeting the performance standard?
• What may keep someone in this job/role from performing to the standard? Consider internal and external factors.
• What training do those in this role/job receive? Is it enough? Is more needed?
• What kind of training is best suited for those in this job/role? What topics need to be covered?
• When does it need to be delivered?

Organizational-Level Training Needs Assessment

An organizational-level training needs assessment assesses the skills, abilities, competencies, and knowledge of all employees in an organization. According to the Office of Personnel Management, the purpose of this is to “determine what is required to alleviate problems and weaknesses of the agency as well as to enhance its strengths and competencies.”

Here are some examples of questions to ask yourself while conducting an organizational-level training needs assessment:

• What is the expected standard of performance?
• Is the organization experiencing any major disruptions or changes that have or will influence the performance standards previously set?
• Is the organization meeting that standard? If not, why is that?
• What skills, competencies, knowledge, etc. are needed for employees to meet the expected standards?
• Is training needed for all employees or just some? If just some, who? What department or group of employees?
• What kind of training is best suited? What topics need to be covered?
• When is the training needed?

How To Conduct a Training Needs Assessment (+Template)

Conducting a training needs assessment can be a daunting endeavor, especially if you have never had to do it yourself before. How do you do it? What should it look like? If these are the types of questions you’ve been asking, you’ll be relieved that we not only have a list of step-by-step instructions for you to follow, but an entire tool as well. First, let’s go over the instructions for conducting a training needs assessment:

1. Identify the Need: First and foremost, you need to get a “lay of the land” so that you can identify and later justify the exact need for training. To do this, conduct a SWOT analysis, which will help you identify the strengths, weaknesses, opportunities, and threats of an individual, role, team, department, or organization.
2. Identify the Gaps: After conducting a SWOT analysis, the current state of an individual, role, team, department, or organization will be abundantly clear. It is at this point that you will want to compare the current state and the desired state and identify any gaps between the two. You can do this by conducting a gap analysis.
3. Source Training: With the information gained from the previous steps, you will be ready to research and source training options to effectively close any identified gaps. As you do so, you may find it helpful to track and compare potential providers using a Training Provider Comparison Checklist.
4. Document and Present Findings: Finally, you will need to put the information you have gathered together in one succinct document. This will not only help you track your team’s training needs but also present your findings to HR or senior management for approval.

Now that you know the steps, download your copy of the Training Needs Assessment Success Kit. This kit is designed to walk you through the process outlined above from start to finish. It not only includes a training needs assessment template for you to track your findings and present them to stakeholders but also a SWOT analysis, gap analysis, training provider comparison checklist, and a training request letter template as well.