Question

Training Needs Analysis

Complete the following in a total of 1,050-to 1,400 words.

1. What is your training problem statement or objective?

Before training is determined or designed, a training needs analysis should be considered to develop a root cause and systemic understanding of the training elements such as what needs to be trained, who needs to be trained, where is the training location, and how the training will be measured. Unless a needs assessment is adequately performed it may be difficult to rationally justify providing training. A needs assessment will enable management to determine if training is the best solution for the performance problem or development need. A needs assessment can be a critical tool for any training department. The learner and the organizational needs will be considered during this process. The objectives will be relevant and the outcomes measurable.   To understand the development needs throughout the business, COMPANY XYZ would like to have a meeting with you (the training manager) to discuss your department training requirements. In order to provide some structure to the session, Company XYZ asks that you complete the attached training analysis form prior to the meeting. Some other items you might want to include in your meeting are: Organizational Chart Job Descriptions Training Goals for the department Training Goals for the employee’s Competency Reports Other relevant training data Your perspective on training development opportunities, along with the data that you provide, will help Company XYZ better understand your goals and help close/support any competency needs your department. What is your training problem statement or objective? What skills and knowledge are required to perform the work? What are the measures of successful performance of the work? Are people performing at the levels required? Is there under-performance for specific groups of employees? What are the causes of under-performance? What training will help bridge the gap between the standards of performance needed and the actual performance? Is there specific training that is needed in the training triad categories below? Technical training Business skills training Human skills training What is the expected return on the investment (ROI)? What does success look like? Do you have a budget for the training development/course? Any other relevant information?

2. What skills and knowledge are required to perform the work?

3. What are the measures of successful performance of the work?

4. Are people performing at the levels required?

5. Is there under-performance for specific groups of employees?

6. What are the causes of under-performance?

7. What training will help bridge the gap between the standards of performance needed and the actual performance?

8. Is there specific training that is needed in the training triad categories below?

1. Technical training

2. Business skills training

3. Human skills training

9. What is the expected return on the investment (ROI)?

10. What does success look like?

11. Do you have a budget for the training development/course?

12. Any other relevant information?

Answer 1

To fully understand the development needs throughout the business, company XYZ has requested a meeting with the training manager to discuss the department’s training requirements. To give the upcoming meeting structure, the training manager has been asked to complete a series of questions in the training analysis form prior to the session. The following answers were relayed by the training manager.

1. What is your training problem statement or objective?

The objective is to smoothly transition employees within this department into a new software system and internal company intranet with quick reference links for entering information from accidents and damaged equipment as well as company forms and guidelines. This new system will better track accidents over the road, equipment that is damaged, customer information, delivery load data to update customers in real time when their loads will arrive and employee personnel files.

2. What skills and knowledge are required to perform the work?

Employees must have basic computer skills and be able to navigate the graphical user interface as well as be proficient in programs including the Microsoft suite and internet browsers. The use of dual monitors and experience with voice over internet protocol (VoiP) style phone systems in addition to data entry background will be an additional requirement.

3. What are the measures of successful performance of the work?

Measuring team member’s performance is critical. Some of the ways this can be achieved is through quarterly appraisals, 360-feedback which entails a combination of reviews from management, peers and reports, and productivity tests. Another measure will include data integrity which refers to the accuracy in which the employee enters data into the system. Customer information and feedback will also be taken into consideration as call wait times, delivery times, and rankings from quarterly report cards from major suppliers will be the most critical metric.

4. Are people performing at the levels required?

Most employees are performing at a basic satisfactory level although the introduction of the new software and intranet will possibly decrease production while training takes place although a smooth transition is the ultimate goal. In addition, we have identified some employees that are having technology struggles as well as a few employees with attendance issues that need to be addressed immediately.      

5. Is there under-performance for specific groups of employees?

Elder employees tend to be the under-performing groups of employees as well as those employees whom have a fear of change and new technology. Those that were not subjected to the digital age or not tech savvy tend to struggle with efficiency and performance issues.

6. What are the causes of under-performance?

Many of the under-performance issues stem from employees being under trained on the new system and intranet. Other causes include elder employees who are not as technologically savvy as the younger generation and tend to have a difficult time grasping new technology. Other under-performance causes are due to attendance issues and low morale.

7. What training will help bridge the gap between the standards of performance needed and the actual performance?

When employees attend training seminars they often times forget what they have been told and are not offered much post training. Employees need post training and continual training to bridge the gap in addition to support from management at all levels. Often times, a one size fits all approach to training isn’t realistic. E-learning, on-the-job training and post or information reinforcements can change the organizational mindset and assist employees in performance issues.

8. Is there specific training that is needed in the training triad categories below?

1. Technical Training

“Technical skills apply to specific job requirements. In other words, technical skills are practical and often pertain to mechanical or scientific subjects” (Mack, 2018). For this particular job description, software training would be job specific when necessary during changes or upgrades and during on boarding.

2. Business skills training

“Business skills refer to a general ability to perform professionally within an organization. They include an ability to lead, work well with others, communicate your thoughts clearly, negotiate business deals, mentor others, manage time well, display a professional image, interact well with clients, solve problems and employ relevant mathematical reasoning” (Mack, 2018). Basic communication skills and the ability to communicate effectively through writing and speaking are required and further training should not be necessary.

3. Human skills training

“Employers are looking for more than book knowledge. You can be the smartest person in your class, but have zero human skills or “common knowledge.” In the workplace human skills can be just as important as work skills because you’re constantly interacting with people whom might even be of many different cultures” (Friedman, 2013).   Adaptability, learning, and interpersonal skills are the most critical human skills that are preferred. Pre-employment testing will test for these skills and training will not be necessary as orientation will set the guidelines for what the company expectations are and issues that arise will be dealt with on an individual basis.

9. What is the expected return on the investment (ROI)?

The expected return on the investment (ROI) will show in efficiency and performance improvements with a lower frequency of mistakes. Lower turnover rates will also show on ROI as the cost for on boarding can cost nearly $2,000 per new hire. The implementation of the new software and intranet will provide better reporting, higher performance levels, increased efficiency and in the long run higher profit margins.

10. What does success look like?

“Employee skills training has been linked to improvements in productivity, sustained competitive advantage, and ultimately to firm performance” (Chinomona, 2013).

11. Do you have a budget for the training development/course?

To keep costs relatively low, a train-the-trainer approach can be used. For example, sending a department head out to be trained in an external facility such as a workshop setting may be the best case scenario to avoid losing all employees at one time to a workshop which can be costly and disruptive to normal business operations. Once the chosen manager that is sent to be trained will return to add the necessary company training pieces as they see fit before setting up training for the rest of the employee base. Web-based training can also be a low cost alternative. We estimate that each employee will require 40 hours of training with struggling employees possibly requiring more.

12. Any other relevant information?

The necessary training will need to take place during normal work hours and must be done in groups as to not affect business operations. For example, staggering the employee training sessions would be ideal to allow for consistent coverage of job duties during shifts.

References

1. Chinomona, R. (2013). Business owner's expertise, employee skills training and business performance: A small business perspective. Journal of Applied Business Research, 29(6), 1883-n/a. Retrieved from https://search-proquest-com.contentproxy.phoenix.edu/docview/1473895895?accountid=35812
2. Mack, Stan. (2018). Chron. The Difference Between Technical Skills and Business Skills. Retrieved from: http://smallbusiness.chron.com/difference-between-technical-skills-business-skills-25482.html
3. Friedman, Eric. (2013). Workology. Most Important Human Skills in Today’s Workplace. Retrieved from: https://workology.com/most-important-human-skills-in-todays-workplace/