Needs assessors are much like physicians who ask a series of questions and order a battery of medical tests to uncover and treat the causes rather than the symptoms of an ailment. Needs assessment is the process of determining the cause, extent, and appropriate cure for organizational ills. The process addresses the organizational context and combines organizational analysis, data gathering, and interviewing techniques to identify and shrink the gap between desired and actual knowledge, skills, and performance. It is a careful study of the organizational context, the job itself, and the knowledge, skills, and abilities of the job incumbents.
Simply put, the process identifies the desired performance and the current performance. The difference or the gap between the actual and the desired level of performance becomes the training need and provides the basis for the training design. The correct problem identification (cause) is the key to developing and implementing appropriate corrective measures (proper cure).
Why Conduct a Needs Assessment?
Before we address how to conduct a needs assessment, we need to take a look at the reasons for doing one. Overall, the purpose of a needs assessment is to prevent a quick-fix, bandage approach to business problems. Instead, a needs assessment, if you do it properly, will ensure that the solution(s) addresses the real issue(s) and effectively focuses the appropriate resources, time, and effort toward a targeted solution.
The following are some valid reasons for conducting a needs assessment.
To Determine Whether Training Is Needed. Poor performance is not always a training issue. Often performance problems are the result of poor management practices, organizational barriers, or inadequate systems or equipment. A needs assessment, if conducted properly, will determine whether training is necessary and avoid the mistake of applying a training solution to a non-training problem. If it is determined that the problem does require training, the needs assessment will help you identify the performance issues that training should address.
To Determine Causes of Poor Performance. As noted above, poor performance can be the result of many other factors, including poor incentives, lack of internal motivation, the work environment, poor management, inadequate skills and knowledge, or the employees’ lack of confidence. Sometimes, the cause may be poor management.
Poor management practices might include poor hiring decisions, poor communication, unclear expectations, or inadequate coaching and feedback. For example, there is a saying that “ducks don’t climb trees.” Unfortunately, corporations are full of “ducks” in positions that require “cats,” and no matter how hard they try, they will never succeed in their positions. In other words, if employees are put in positions for which they are unsuited, all the training in the world will not improve their performance. In other cases, managers fail their employees by not stating clearly their expectations or standards of performance.
Often employees do not know what is expected of them. They may have the knowledge, skills, and ability to do the job quite well but are not meeting the manager’s expectations. If that is the case, then the training needs to be directed toward the manager rather than the manager’s employees.
To Determine Content and Scope of Training. A needs assessment will help determine the type of training necessary to achieve results. Should it be workshop, self-study, or on-the-job? It will help you identify how long the training program should be and who the target audience is. It will also help you identify what should be included in the program and the degree of urgency.
To Determine Desired Training Outcomes. The needs assessment will help you determine what knowledge, skills, and attitudes need to be addressed during the training. It will also help distinguish “need to know” from “nice to know.” By focusing on what the trainees actually need to know in order to do their jobs better, a program can be developed that will get results.
To Provide Basis of Measurement. A needs assessment provides a baseline against which to measure results or changes. It is simply a starting point. To Gain Management Support. By involving line management and other key organizational players, you will find the support you need for the training program to succeed. Because they have had input, they will have a vested interest in the program. Management commitment comes if managers and supervisors see that you are developing training programs in direct response to their specific needs.
