Any organization would not be able to allocate resources without training needs assessment. Training needs assessment helps companies identify if there is a gap in performance that could influence the quality of its products or services. Moreover, the fulfillment of an organization’s mission could not be achieved without it.
Every aspects of a company should be in alignment with the organization’s mission, goals, believes and core values. According to an article in Small Business Chron, conducting a formal needs assessment enables the HR function to determine the demand for the training programs. With this information, HR can schedule classes, workshops and other events to suit the population. Instruments such as questionnaires, focus groups, interviews, exams and observation generate data. Careful analysis reveals the cause of problems and helps determine who needs help. Assessments reveal organizational, occupational and personal needs(Duggan, 2018). SHRM states that a training needs assessment identifies individuals' current level of competency, skill or knowledge in one or more areas and compares that competency level to the required competency standard established for their positions or other positions 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(SHRM, n.d.).
Needs assessment contains three parts: organizational analysis, task analysis, and person analysis. Organizational analysis assesses the organization’s strategies, goals, and performance to determine where the training should be applied or what it should accomplished. This component of the needs assessment evaluates the position of the organization in the industry and determines the areas in which the company has placed their focus on in comparison to its competitors.
Task analysis involves identifying the skills needed to close any gap in the performance of the company. This component will help the organization to identify the suitable training to help with achieving its goals. Task analysis also provides key responsibilities, requirements and essential job duties in alignment with the organization’s objectives. These responsibilities respond to certain needs the company may see as a gap, and including them in the job description the resource will be allocated in a position that will help the company achieve better service.
The third component of needs assessment is person analysis. Person analysis detects which employees need training and which ones do not. Moreover, person analysis could also determine if trainings and instructors are, or have been, efficient. A person analysis along with appraisal information can also be used to determine the training someone needs for a new position, a promotion, or to take a new responsibility(Snell & Morris, 2019).
Creating specific, measurable, realistic and time-oriented (SMART) objectives for a training plan helps the organization determine the effectiveness of the training, it will identify weaknesses in the process, and it will provide data for improvement or reinforcement. This plan can also identify global trends in adult learning to be incorporated. What could have been relevant 20 years ago may have become already obsolete and irrelevant. Artificial intelligence, with its machine learning, deep learning, and transformation into virtual and augmented reality tools, will enable employees to train in the most realistic settings and incorporate the most up-to-date information required to expertly perform their jobs(Romeo, 2019).
Creating learning activities will provide a more interactive approach with the employee, where they can learn their key requirements and responsibilities. There are many different theories of adult learning, including: andragogy, neuroscience, experiential learning, self-directed learning, and transformational learning. All these theories have one goal: they help you create effective learning experiences for the adult corporate learner(Gutierrez, 2021).Experiential learning is a term that covers learning that happens through action learning, on the job, and using simulations and serious games. Some examples are group activities where participants attack real-world business problems, job rotation and shadowing programs, adventure learning, and virtual or live simulations. These experiences allow leaders to gain new knowledge and skills through hands-on practice in low-risk environments(Ho, 2016). Many companies, if not every company with customer service positions, have recorded their activities or calls for quality assurance, or training purposes. These recordings can be used to facilitate hands-on training for new hires or reinforcement of skills for current employees. Many other companies have resourced to virtual reality technology to train employees in real life simulations.
Training needs assessment will help you and your organization apply the resources on the right, important areas to achieve company's goals and mission. By implementing trending and effective training for adult learners that could be measured, you will ensure the effectiveness of the outcome and the success of your employees and the company.
References
Duggan, T. (2018).Why Are HR Training Needs Assessment Instruments Important?Retrieved from Chron: https://smallbusiness.chron.com/hr-training-needs-assessment-instruments-important-61195.html
Gutierrez, K. (2021, March 1).3 Adult Learning Theories Every E-Learning Designer Must Know. Retrieved from Association of Talent Development: https://www.td.org/insights/3-adult-learning-theories-every-e-learning-designer-must-know
Ho, M. (2016, May 12).New Research Shows Investing in Experiential Learning for Leaders Pays Off. Retrieved from Association of Talent Development: https://www.td.org/insights/new-research-shows-investing-in-experiential-learning-for-leaders-pays-off
Romeo, J. (2019, August 6).Tap into the Power of Technology to Enhance Employee Training. Retrieved from SHRM: https://www.shrm.org/resourcesandtools/hr-topics/technology/pages/technology-ai-vr-enhance-employee-training.aspx
SHRM. (n.d.).How to Conduct a Training Needs Assessment. Retrieved from SHRM: https://www.shrm.org/resourcesandtools/tools-and-samples/how-to-guides/pages/conduct-training-needs-assessment.aspx
Snell, S. A., & Morris, S. S. (2019).Managing for Human Resources.Boston, MA, USA: Cengage Learning, Inc.
