Staff training needs are assessed through a process called a training needs analysis. The exact form that this takes will depend on the nature of the organization, the technology available, and the nature of the staff.
However, the fundamental elements of a training needs analysis are the same. It is a three-step process:
- Identify the training needs
- Deliver training that meets the needs
- Assess the effectiveness of the training.
These three steps are repeated over and over during the life-cycle of an organization. Continual assessment is required because the needs keep changing. Employees do not remain static they take on new roles and responsibilities. Their environment is also not static -- technology keeps changing, as do the demands of their organization.
Identifying the Training Needs
A training needs assessment can be conducted in a variety of ways. It may be through an interview with the employee, although this method should not be used in isolation. Individuals' perception of their own learning needs might different from that of their manager, and it may not meet the requirements of the job.
Observing employees at work is another way to gather information about learning needs, particularly in a manual working environment. Training need questionnaires can be useful, particularly when the requirements of a group are being assessed. These can also offer an element of confidentiality.
The key outcomes of this process are the the skills and knowledge required to do the job are defined, as are the levels of skills and knowledge of the employees. The difference is the skills gap, which needs to be filled by training.
Delivering Training That Meets the Needs
There are many different ways of delivering training. It can be in a formal, classroom environment. This can be in-house, alongside colleagues, or it could be through an external training provider, in a class with people from other organizations. Alternatively, the training might be delivered on-line.
The training might be in large chunks, such as classes lasting a day or even longer. Or it might be delivered in smaller pieces, perhaps an hour a day or even less. The training could take place in a group with a single teacher, or it might be a on a one-to-one basis. It could become more like mentoring than formal teaching.
What is important is that the teaching method and content matches the needs of the learners.
Assessing the Effectiveness of Training
Much of the value of training is lost if there is no form of assessment. Organizations needs to know whether the training has achieved the objectives that were set for it.
The most basic form of assessment, particularly for classroom training, is often called a "happy sheet". This is a simple, one page form that asks those being trained whether they felt they learned anything, what they enjoyed about the training, and what could have been improved.
More sophisticated forms of training evaluation measure the performance of employees after the training and compare it with their performance before. The form of measure depends on the nature of the tasks being performed.
It is unlikely that a single cycle of training needs analysis and subsequent education will resolve all issues. This is why the cycle needs to be repeated. Other factors, such as new technology and employee turnover will also require the cycle of training needs assessment to go on.
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