What is a Training Needs Analysis? How to uncover Training Needs and Drive Growth 

A training needs analysis is the process which identifies the necessary skills missing from the workforce and determines the training needed to develop these skills. Depending on the specific needs of your organisation, it can uncover training opportunities within a department, role or for an individual. The purpose of a training needs analysis is to close knowledge or skills gaps and provide insights into the underlying reasons performance issues may have arisen.   

A training needs assessment is a holistic approach to the broader needs of an organisation, helping to identify if training is required.  

A training needs analysis is more detailed, drilling down further so organisations can understand why the gaps are there and how they can provide the right training to solve the problems identified.  

While the two terms are often used interchangeably, these are the standard definitions which differentiate them.   

A training needs analysis is a crucial tool for L&D professionals to determine areas of development, ultimately helping the workforce achieve optimal performance. Here are five benefits of a training needs analysis explored in more detail: 

1. Identifies skills gaps  

A training needs analysis helps you to identify upskilling opportunities within your organisation, showcasing exactly what training is required to ensure the employees can develop these skills. It does so by uncovering any gaps between current skill levels of employees and the skills needed to perform their jobs effectively and helping you understand why they are there, in order to provide suitable training.   

2. Aligns training with overall business objectives  

Rolling out training without clarity on where and how it will create positive impact, will usually lead to poorly aligned initiatives, unhappy employees and wasted investment. By focusing on training that you are confident will directly impact business objectives, you can ensure that resources are invested in relevant training, which will help prove the ROI of your learning programs.   

3. Prioritises training needs  

A Training Needs Analysis will help focus in on the most critical areas for improvement, uncovering which department, individuals or skillsets need the most support and identifying the right ways to provide L&D opportunities. It will also help you identify the targeted training that will have the most impact and drive results.  

4. Increases employee engagement  

By supporting your workforce with targeted training that will help them do their jobs better, it demonstrates an organisation's commitment to employee development. With a Blanchard report indicating that 79% of respondents anticipate employee retention becoming even tougher in 2025 compared to 2024, it’s now more crucial than ever to invest in the skills and growth of your team through targeted training. When employees understand how training will benefit them, they are both more likely to engage with the training and be an overall more engaged and satisfied employee. 

5. Helps with hiring decisions and boosts quality hires 

By conducting a thorough analysis of any skills gaps within your organisation, you can identify potential candidates who already possess the necessary skills and plan for the future. Embracing a skills-based hiring approach then lets you unlock a broader range of candidates.  LinkedIn recently found that companies rated highly by candidates for the opportunity to learn new in-demand skills are 9% more likely to make a quality hire, underscoring the importance candidates place on development opportunities and how L&D teams need be part of these vital conversations at the talent attraction stage. 

Now that we understand the 'why' and 'what' of a TNA, let's look into the different lenses through which we can examine these needs. 

1. Organisational  

This level of training needs analysis examines the overall training goals and needs of your organisation. It aims to align training needs with the specific business objectives of your organisation. 

2. Operational  

An operational level of Training Needs Analysis determines the training needs within a particular team or department within the organisation. It explores how to upskill this group, possibly looking at collaboration opportunities.  

3. Individual  

This level of analysis covers individual’s goals to identify the unique training needs required to carry out their role effectively. The TNA could include one-to-ones or creating an Individual Development Plan. 

Below are three Training Needs Analysis examples so it is clear how they can be used most effectively in different fields of work.   

Training Needs Analysis Example 1: Customer Service Representative  

Purpose of the TNA: To identify any skill gaps in customer service representatives, particularly when handling difficult customers in busy settings, and provide suitable training opportunities.  

Organisational Goals: This TNA supports organisational goals focused on enhancing customer loyalty and improving operational efficiency. 

Data Collection Methods: Observation of interactions and review of customer feedback surveys. 

Current Skill Assessment: Analysis of collected data to determine current proficiency levels in active listening, conflict resolution and stress management. 

Identified Training Needs: Targeted training modules on: 

• Advanced active listening techniques for de-escalating emotional customers. 
• Proven conflict resolution frameworks and communication strategies. 

Training Plan: 

• Online modules covering active listening and conflict resolution theory.  
• Mentorship opportunities with experienced CS representatives. 

Evaluation of Training Effectiveness:  

• Analysis of key performance indicators (KPIs) such as customer satisfaction scores.
• Follow-up observations of customer interactions to assess the application of learned skills. 

The desired outcome for a successful Training Needs Analysis would be improved satisfaction scores and reduced escalations. 

Training needs analysis example 2: Marketing Executive  

Purpose of TNA: To identify where training is required for a marketing executive, particularly their knowledge of advanced digital marketing analytics.  

Organisational Goals: This TNA supports overarching organisational goals related to enhancing brand awareness through innovative strategies. 

Data Collection Methods: Review of past campaign performance reports and analytical insights. 

Current Skill Assessment: Analysis of collected data to determine the level of proficiency in using advanced analytics tools. 

Identified Training Needs: 

• Deep dives into advanced features of Google Analytics 4 and other key analytics platforms. 
• Guidance on integrating new platforms and analytical approaches into overall marketing strategy. 

Training Plan: 

• Online courses and certifications focused on specific analytics tool. 
• Dedicated time for experimentation and application of new skills. 

Evaluation of Training Effectiveness: 

• Measurement of key campaign performance metrics 
• Evaluation of the organisation's overall competitive positioning 

The desired outcome for a successful Training Needs Analysis would be enhanced campaign performance through better utilisation of advanced digital marketing analytics. 

Training needs analysis example 3: IT Manager  

Purpose of the TNA: To assess the IT Manager's current knowledge and skills in cybersecurity protocols, specifically concerning cloud computing and network security, 

Organisation Goals: This TNA supports organisational goals focused on safeguarding sensitive data and reducing the risk of cyber incidents.  

Data Collection Methods: 

• Review of current security infrastructure and protocols.
• Interview with the IT Manager regarding their approach to cybersecurity. 

Current Skill Assessment: Evaluation of the IT Manager's understanding and practical application of cloud security best practices and compliance frameworks. 

Identified Training Needs:  

• Training on effective communication strategies for security awareness programs. 
• Latest network security technologies and implementation strategies. 

Training Plan: 

• Practical workshops to gain practical experience with configuring and managing key security tools. 
• Specialised cybersecurity certifications. 

Evaluation of Training Effectiveness: 

• Review of updated security protocols and documentation. 
• Assessment of the IT Manager's ability to effectively respond to simulated security incidents. 

The desired outcome for a successful Training Needs Analysis would be enhanced proficiency in cloud computing and network security protocols. 

There are six key steps to creating a training needs analysis that adds value to your organisation.  Let’s explore each step in more detail.  

1. Map out your organisational goals  

Firstly, ask what organisational goals do you want to align to when conducting the TNA? This requires you to dig deep and discuss with different departments to link objectives to business goals and get to the root cause of any problems identified.  

2. Define the purpose of the TNA 

Define what you want to achieve with the training needs analysis and why it’s being conducted. Identify if there are any areas of concern that need to be addressed: is there a department or individual that is not achieving their targets, and would training help this?  

3. Data collection 

Gather data on current performance. This could include interviews with team members, reviewing whether KPI’s have been achieved, and conducting performance appraisals.  

It is important to be aware that manual processes or outdated technology can lead to wasted time and possible inaccuracies, so utilising a Learning Management System which instantly provides key organisational performance and L&D completion stats will help alleviate these problems.  

4. Explore required knowledge and skills gaps 

Pinpoint any recurring skills gap themes identified within the data you have used. Rank the training needs of each employee or department based on urgency and impact to business.   

5. Create action plan with recommendations  

Summarise your findings and create a detailed training plan that includes: 

• Objectives 
• Recommended department/employee 
• Methods of training delivery 
• Timeline and budget 

6. Develop training programs  

The final step is developing the relevant and suitable training programs which will close the gap between skills or knowledge missing and what is required for the employee to carry out their role effectively.  

This could involve specific eLearning courses on a variety of topics such as workplace soft skills or cyber security or the shadowing of colleagues to understand how they hit their targets. 

You must ensure that the training offered is engaging, relevant, and accessible to all employees. By delivering your training via an AI-powered LMS which includes tools to encourage user engagement and built-in analytics, you can make sure every learning initiative drives growth.  

Following these best practices will likely lead to a successful targeted training needs analysis process going forward. 

Identify key business goals  

To be effective, your Training Needs Analysis must be tightly linked to where the business is heading. By understanding the strategic objectives, you can pinpoint the specific performance gaps that training can bridge, ensuring your efforts contribute to the company's success. 

Engage with stakeholders  

The stakeholders within your organisation have a vested interest in the outcomes of your training initiatives so should be involved in the process. Consider the opinions of senior leadership, HR departments and team leaders. 

Evaluate your methods  

Once you have carried out one or several TNA’s, you must evaluate the success of current processes to implement improvements.  By evaluating your methods, you can identify any bottlenecks, refine your data collection techniques, and ultimately make your future TNAs even more targeted and impactful. 

A Training Needs Analysis isn't just a tick-box exercise; it's a dynamic and insightful process that fuels growth from within. It helps your organisation utilise training efforts that are targeted, impactful and aligned with business goals.  

Our Digital Learning Solutions can help you efficiently and effectively provide the right training, to the right people, when they need it.