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Have you ever felt like starting a training needs analysis is just too complicated? It can seem like a mountain of work before you even know where to begin. The good news? It doesn’t have to be that way.
You can start with one simple formula:
Expected Performance – Actual Performance = Gap
The gap is the problem you’re solving, whether through training or non-training solutions. Let’s break it down step by step.
Step 1: Define Expected Performance
Expected performance is what employees should be doing in their jobs. Ideally, this is clearly documented in job descriptions, standard operating procedures, or task analyses.
But here’s the reality. One of the biggest reasons performance gaps exist is that employees don’t always know what’s expected of them. If standards aren’t written down or communicated effectively, employees are left guessing. Before you even collect data, make sure performance expectations are clear, accessible, and reinforced across the organization.
Step 2: Identify Actual Performance
Next, look at what employees are actually doing. You can gather this information using a variety of data collection tools:
- Surveys – useful for gathering opinions, though they are subjective.
- Interviews – allow for deeper insights but depend on honest responses.
- Observations – give you a direct look at behaviors in action.
- Tests – measure skills or knowledge directly.
- Records – objective, quantitative data that provides factual information.
Each method has its pros and cons. That’s why we recommend using at least two different sources of data to determine actual performance.
Step 3: Compare and Spot the Gap
Finally, compare expected performance to actual performance. If the two don’t align, the next question is why. If the cause is a lack of knowledge or skill, training is the solution. If the cause is unclear expectations, missing resources, or lack of motivation, training is not the answer. A needs analysis helps you make smart decisions. It tells you when to train and, just as importantly, when not to.
Additional Resource: How to Identify Performance Gaps [Video]
For more tips, check out our Training Needs Analysis workshop. We explore how to determine causes of performance problems, and which training initiatives have the most positive results in terms of return on investment.