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Unit 3: Needs Assessment

(c) Data about those needing training: The third major category is the data needed to specify Notes
and define training populations. In order to make effective decisions about training,
certain data about the person with the need is necessary. It is helpful to look at this data at
two levels, the “individual level” and the “organisational level”.

Did u know? Individual Need
The “individual level” refers to the kind of data which is important to gather about each
person being considered for a training or developmental experience. For this purpose
data on the individual’s career background, the previous training received and the
individual’s career aspirations are necessary.
Data at the “organisational level” concerns information about the common characteristics
of potential training populations. When a training need is surfaced which goes beyond the
deficiencies or developmental needs of the individual cases, it becomes an important part
of the training needs analysis to provide data about common characteristics of the potential
group of trainees.
By defining potential training populations according to their common characteristics,
additional data for identifying the true source of a problem may be obtained.

Example: If a group of employees with a common training need have the same supervisor,
it implies a different kind of problem than if their only common characteristics is the amount of
time on the job.
(d) Data of planning and delivery of training: The fourth major type of data is utilised for
planning and delivery of training. Normally, this data is obtained in the process of gathering
data in the other three areas of defining the need, identifying the solution, and specifying
those, needing training. It is helpful to define and categorize the data required for planning
in order to ensure a thorough training needs analysis.

3.3.2 Conducting the Needs Assessment

The process for gathering data vary depending on the goal, resources available, time requirements
given by management, the design, and population you want to analyse. While there is no
particular methodology or technique for assessing the training needs of an organisation,
professionals in the field of training and development generally have nine basic methods from
which to utilize. These method are listed in Appendix - A. However, when used as a formal
instrument, it is helpful to review some basic principles:

1. Get the explicit support and backing of top management.
2. Explain how to use the instrument to suit everyone who is involved with it. Make sure
they understand what is being asked.

3. Explain the purpose for which the data is being gathered and why it is important.
4. Emphasize the need for frankness and thoroughness. When appropriate, assure anonymity.
5. Set definite time frames for return of the data.

Using these common sense guidelines should help to make the data-gathering process go
smoothly and efficiently.

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