The Training Requirements of an Employee Group in an Organization - Case Study Example

Running Head: NEEDS ANALYSIS SCENARIO Needs Analysis Scenario: A comprehensive Study Needs Analysis Scenario: A Comprehensive Study Introduction: Needs analysis is a significant and commonly practiced aspect in corporate culture. The primary objective of a needs analysis is to assess the training requirements of an employee group in an organization. Training needs assessment is considered as a critical activity for the training and development functions in the organization. This involves a number of important steps to be taken by the management or the concerned authority. In the process of developing a needs assessment program, the training tasks require adequate analysis. Besides, there is the practice of developing various training objectives and methodology for the assessment program. This paper briefly addresses the significance of needs analysis in organizations, with special reference to the issue of training needs analysis. It describes the relevant aspects (such as training objectives and methods, training tasks and content) to be addressed in the assessment program. Needs analysis: Overview Before going into further details of needs assessment, it is important to get familiar with a brief overview of what needs analysis actually means. “A needs assessment is the process of collecting information about an expressed or implied organizational need that could be met by conducting training. The need can be a desire to improve current performance or to correct a deficiency.” (Barbazette, 2006, p. 5) With new jobs continually being created as well as new equipment and systems being introduced, the need for technological knowledge and abilities is also increasing. It further results in increasing need for effective training among employees as almost every small and big company is now involved with the latest technological advancements. The growing importance of training also has resulted in the development of new and advanced training techniques as well as delivery methods. However, a successful training requires first to “identify what training is required both by the organization and individual employees.” (McConnell, 2003, p. 2) There are different types of needs analysis. Barbazette (2006) describes seven common needs analysis categories including the following: Performance analysis or gap analysis - It addresses skill deficiency issues of the company or the employee(s). Feasibility analysis - It addresses the reasons for training. Needs versus wants analysis - It addresses the training needs as well as deficiency issues. Goal analysis - It addresses the behavior issues related to the functions. Job/task analysis - It addresses the understanding of job and task patterns. Target population analysis - It addresses the background of trainees that can help develop the training processes. Contextual analysis - It addresses the presentation methodology as well as relevant requirements of the training processes. Receivers of training needs: Training needs analysis basically includes two kinds of receiving parties - training needs of the organization itself and those of its individual employees. The design and development of a training program depends mainly on the identification of needs. The identification of a training need is initiated by a number of sources including the managers of the company, employees, staff departments, training employees, and external consultants. In the context of the training needs of the organization, new employees require and deserve to know the basic information of the company such as its structure, policies and procedures, employment conditions, and so on. During induction and the early days of employment, new employees are provided with some type of individual or group orientation training course with the required company information. Training needs of employees are varied. For instance, changes made to current methods of operations or addition of new equipments will require specific training for the employees. Revised or new government rules and regulations can also require employee training. Besides, employee training is relevant in terms of performance reviews, selection process, testing and assessment, employee career objectives and succession plans (McConnell, 2003, p. 75). Analyzing training tasks: The most important step in a training needs assessment program is to identify and analyze the training tasks, that is, to determine the functions and responsibilities where training is required. The needs assessment program requires to identify the gap between what is currently happening and what is needed. The gap also includes current and desired job performance, existing and desired competencies and skills. The training tasks are developed with a view to analyze competencies as well as performance of work teams, problem solving and productivity issues of employees and the organization. Moreover, the tasks are also designed in order to meet the requirements for future changes in the organization or job responsibilities. While evaluating the training tasks, it is important to identify the needs that require more attention than others. It is also important to find out if the training needs conflict with each other. Analyzing the training tasks involves the breaking down of organizational and employee functions into various subtasks each of which can be taught to the new employee. In case of analyzing the training needs of current employees, the human resource management of the organization has a more complex responsibility of deciding whether the training is the solution. Above all, the analysis of training tasks is largely dependent on the job descriptions and job specifications of employees. In case of new employees, especially with lower-level workers, it is common for organizations to hire inexperienced personnel and train them with the skills and knowledge required for the job. Preparation of training tasks for such employees requires the HR managers to focus on the job description and job specification. Whereas in case of existing employees, the development of training tasks is usually based on performance standards, and in other cases, on job changes and new technological requirements. Development of training objectives: Developing training objectives is one of the most significant steps to be taken by the human resource management in an organization. In simple words, without a training objective, the instructors are clueless on what exactly is to be taught. A training objective clearly states the task to be done, its training conditions as well as the standards of learning through which training objectives are to be accomplished. Organizations require well-defined training objectives in order to achieve progressive employee performance. Once the training tasks are determined and evaluated, it is easier for the management to develop the training objectives for the training assessment program. Training objectives are significant for the trainers as they can measure the progress of trainees through the objectives. With regard to the trainee, the objectives are a substantial tool for measuring his or her performance standards as well as specification abilities. Developing training objectives that are challenging and motivating can increase the probability of successful participation of trainees. Training content: The development of content for the training program depends largely on the training needs of the organization and its employees. For instance, if the training needs concern about new technologies, then the training content must clearly identify the learning materials related to the understanding and description of the new technology, its characteristic features, advantages and disadvantages (if any). The content should be precise and informative. Based on the training objectives and the nature of the topics, the management should develop various types of custom courses. Moreover, the management can utilize the usability of audio as well as on-screen text, and visual elements like graphics and even animations to support the training materials. What is important in the development of the training content is its comprehensiveness and accessibility to every trainee. Training content developers should make sure that every learner understands clearly what he needs to learn. Determining training methods: There are a number of training methods and techniques available for training needs analysis program. Some of the basic needs assessment techniques include: direct observation, questionnaires, interviews, surveys, focus groups, tests, work samples, records and report studies, review of relevant literature, consultation with a person of specific knowledge, etc. In order to train the employees, the management can organize one-to-one or group interaction or video conferencing with the employees to discuss the training objectives as well as the training tasks. The usability of audio-visual elements in training programs is a common practice among organizations. The main objective of the training methods is to provide the trainees with an interactive learning environment. Conclusion: Needs assessment is a widely used practice in the corporate world. Every small and big organization conducts various training programs in order to create an efficient and effective work team. The identification of training needs helps the employees as well as the organization in transforming from the current performance standards to the achievement of a higher level of job skills and more competitive advantages. To conclude, training needs analysis is a significant approach adopted by organizations to achieve better and effective working environment. References: Barbazette, J. (2006). Training Needs Assessment: Methods, Tools, and Techniques. San Francisco: Pfeiffer. McConnell, J. H. (2003). How to Identify Your Organization’s Training Needs. New York: AMACOM. Peterson, R. (1999). Training Needs Assessment. London: Kogan Page. Rossett, A. (1987). Training Needs Assessment. New Jersey: Educational Technology. Read More