The Difference is in the Design

Analysis

Q:  I've been asked to develop a training needs assessment for the coming year. Could you tell me how to begin?

A: Start by gathering pertinent information. Here are ten questions I ask my clients when they request a training needs assessment:

  1. What is the purpose of the needs assessment? (Does it assess present or future needs?)
  2. What is the scope of the needs assessment? (Does it cover all or some employees?)
  3. What type of training needs will be assessed (technical, supervisory, management)?
  4. What positions are to be included in the needs assessment?
  5. How many people are in each position?
  6. What locations need to be surveyed? (How many in all?)
  7. What do you want to accomplish with this needs assessment? (How will we know we've been successful?)
  8. What is the target date for completion?
  9. What resources are available (budget, people, time)?
  10. What major events could interfere with the needs assessment (company reorganization or consolidation, systems conversion)?

The success of the training needs assessment depends upon getting answers to ALL these questions. You can use the information to put together a solid plan for management's approval. If you're missing any important information, be sure to let management know how that will affect the results.

Q:  As a one-person training department, I am expected to identify training needs in areas that requires technical knowledge and skills. I'm not a technical expert. What should I do?

A:  Consider recruiting technical experts from other departments to help you. You might want to create a management proposal that outlines what your resource requirements are and how they can be met with assistance from other departments. Provide these technical experts with guidelines on how to collect information for a needs analysis and with tools to help them capture and organize the information.

Q:  My staff has been asked to develop and provide end user training for a system conversion due to rollout right after testing in a few weeks. How do I respond to this request when there wasn't time allocated for training in the first place? 

A:  Unfortunately, this is a common problem. Training time is often an afterthought or underestimated in the project plan. This situation calls for you to put your problem-solving and collaboration skills to work. Meet with the client, identify and discuss the problem and explore alternatives.

  1. Schedule a meeting with the client and other key players as soon as possible. If a face-to-face meeting isn't possible, consider a phone conference or videoconference.

  2. Determine the training requirements for the rollout.

  3. Explain what you and your staff needs to meet  those requirements (final content, time for design, development, review, revision, production and delivery). Point out the support you and your staff need from  the client and the key players.

  4. Identify obstacles to meeting the requirements. Make sure they recognize the problem and their role in solving it.

  5. Explore possible alternatives such as limiting the scope of work, extending  the timeframe or using outside resources.

  6. Negotiate until you reach a mutually agreeable solution.

By showing that you and your staff want to help the client succeed and by getting his commitment to work toward a win-win solution, you can respond to his needs, resolve the problem and build a good working relationship. 

 

Need assistance in analyzing your training requirements? Send email to achoden@trainingbydesign.com .

 

 

 

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Copyright © 2005 Training by Design
Last modified: July 25, 2005