Training Needs Analysis and Skills Audit
Easy seven step plan – covers:
Who received training in your organisation last year?
Does anyone need a refresher course?
What about your staff’s career aspirations – do you know their capabilities?
How should I consult?
It is recommended that employers consult with all staff on an annual basis to assess organisational training and development needs. Depending on your organisational needs, budget and time factors, the way you consult could be via a focus group, one-on-one meetings, or a questionnaire.
Focus groups and one-on-one meetings involve a carefully planned discussion with a small number of participants and are designed to obtain thoughts on specific issues, programs or products in a permissive and non-threatening environment. They provide qualitative data, giving insights into attitudes, perceptions and opinions of participants. Information is sought through open-ended questions and through observing respondents during the discussion.
Questionnaires provide quantitative information and the first level of broad data. Issues can be followed up in detail through other mechanisms such as focus groups.. Step 2
Analyse the survey results
After consulting with your employees, analyse the results of the questionnaire, focus group or one-on-one meetings to determine where the staff skill gaps lie. Compare skills already obtained with skills required to do the current job and those required for future development. You may find that an employee is better suited to a different role than that which they are currently employed to do. Step 3
Create a training profile
Create a training profile by recording your analysis in an easily retrievable format such as a table. Depending on the size of your organisation, you may wish to record data on a sectional or divisional basis. Identify the types of courses or on-the-job experiences requested, the number and levels of people requiring training (for example, shop floor, managers), and the number of sessions needed. Distinctions made between full and part-time staff will allow session times to be scheduled in working hours. Step 4
Devise a Training and Development plan
Once all requirements have been worked out, draw up a Training and Development plan to facilitate commitment to the process. The plan should list all of the courses scheduled, the types of employees identified as ideal participants, the dates, venue and session times. Step 5
Publicise the Training and Development plan
Publicise the training and development plan to all staff, preferably providing individuals with personalised notice. This ensures that all employees are advised of the available learning opportunities and provides equal access to developmental opportunities. Step 6
Implement the training
Subject to operational needs, make sure your organisation delivers the training sessions! Step 7
Evaluate the training
Evaluate the effectiveness of the training at a specific later date to ensure management and employees are satisfied with the outcomes. Performance feedback sessions may also provide a good opportunity to assess whether all recommended training sessions were delivered.
General Survey Information
The questionnaire (on the following pages) is divided into various parts to address a variety of organisational needs. Before you distribute the questionnaire, it is recommended that you amend the format to suit the individual job requirements by deleting any non-applicable sections.
Depending on individual preference, the questionnaire can either be completed separately by the staff member or done in conjunction with their supervisor. HR practitioners may also wish to use the questionnaire as a planning guide.
The areas covered by the questionnaire include:
Confirmation of the staff member’s current job description A job analysis, if one is required to define the job
Skills needed to perform the present job...
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