How to Do a Training Needs Analysis: The Ultimate Guide

An important element of leading a project team – and an important element of many projects – is training. But how do you assess what training is needed, and how best to deliver it? That’s the objective of TNA: Training Needs Analysis.

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What is Training Needs Analysis (TNA)?

TNA typically involves three components:

1. Analyzing organizational objectives
2. Evaluating job roles and required competencies
3. Assessing the current performance or capabilities of employees.

The goal is to determine what form of training is appropriate – or if training is the right solution. Across the team or organization, you will look at factors that will maximize effectiveness and return on investment, like:

• Who the development is for (and not for)
• Sequencing and timing 
• Depth and format
• Support and follow-up

8-Step Training Needs Analysis Process

Here’s an 8-step outline of the Training Needs Analysis (TNA) process:

Step 1: Define the Purpose and Scope of Your TNA

Clarify why you need a TNA (e.g. performance gaps, new systems, regulatory change), and set clear goals for the analysis. This should include:

• Who the analysis will cover (specific teams, roles, departments)
• What time scale will it span?

Step 2: Align Your TNA with Organizational Goals

Review the organization’s mission, vision, and strategic objectives and priorities. Identify the capabilities that are needed to support these business requirements over the agreed time horizon.

Step 3: Identify Job Roles and Competency Requirements

Break down the key roles and responsibilities of the people you will be addressing. Then, define the knowledge, skills, and behaviors required to perform each role successfully. Where they are available, use job descriptions, person specifications, and competency frameworks as a reference.

Step 4: Assess Current Performance and Capability

Gather data on how individuals or teams are currently performing against the requirements you defined at Stage 3. Methods can include:

• Individual performance reviews
• Skills audits
• Observations
• Surveys and questionnaires
• Interviews or focus groups
• Feedback from managers or peers

Step 5: Identify Capability Gaps

Conduct a gap analysis that compares current performance and capabilities with the required standards. Highlight performance, knowledge, or skill gaps, and prioritize the gaps that have the highest impact on business performance

Step 6: Determine Training Needs

Decide which of the gaps can be addressed through training and development solutions. Some gaps may require other solutions like process redesign or tools. Specify the kind of training that is needed, who needs it, and how urgently. Formats to consider include:

• Traditional classroom learning
• Live online learning
• On-demand online learning
• On-the-job or work-shadow learning
• Mentoring and coaching

Step 7: Recommend Solutions and Create a Training Plan

Develop recommendations based on your findings. Build a Development Plan that includes:

• Objectives and priorities
• Target audiences
• Delivery methods
• Timeframes
• Resource requirements
• Cost estimates

Step 8: Secure Approval

Present recommendations and plan to your stakeholders, with a clear, evidence-based business justification. Secure approval to proceed.

Implementation

After this will, of course, come implementation and an ongoing process of monitoring and evaluation, to track its effectiveness and make timely adjustments where needed.

Follow-up

After the program, evaluate the outcomes against defined goals in your TNA (e.g. improved performance, better compliance, increased productivity). Gather feedback from participants and their managers and customers, to inform refinements to future training initiatives.

7 Top Training Needs Analysis Tips to Remember

1. Start with strategy: Always tie training needs to organizational goals and priorities.
2. Involve stakeholders early: Engage managers, team leaders, and employees in the process for better insight and buy-in.
3. Use multiple data sources: Combine qualitative and quantitative methods—surveys, interviews, performance metrics—to get a fuller picture.
4. Distinguish training needs from other issues: Not all performance gaps are due to lack of skill. It might be motivation, resources, or process flaws.
5. Prioritize high-impact needs: Focus first on gaps that significantly affect performance or compliance.
6. Think long-term: Look beyond immediate needs to include future capability requirements.
7. Document your findings: Keep a clear record of what you discovered, how you assessed needs, and why you made your recommendations.

Common Training Needs Analysis Pitfalls to Avoid

1. Jumping straight to training delivery: Don’t assume training is the solution without first identifying the real issue.
2. Making assumptions without evidence: Always base your conclusions on data, not opinions or anecdotal observations.
3. Overloading the process: Avoid collecting data you don’t need. Keep the scope focused and relevant.
4. Failing to follow up: If you don’t evaluate the results of training, you can’t tell whether it worked or not.
5. Ignoring context: One-size-fits-all training often misses the mark. Consider role-specific needs and learning preferences.
6. Not aligning with performance management: If TNA is done in isolation, it won’t integrate with how people are evaluated and supported.
7. Neglecting to engage learners themselves: Failing to gather input from the people who will actually receive the training can lead to irrelevant, disengaging content. Learners often have valuable insight into the challenges they face and what kind of support would help them most. Without their perspective, training solutions risk missing the mark and wasting time and resources.

Recommended Videos to Help with Professional Development and TNA

Carefully curated video recommendations for you:

• Are You on Track with Your Project Management Career? | Video
• What’s the Next Step in Your Project Management Career? (Ikigai) | Video
• Project Management CPD and PDUs: How to Stay Up-to-date and Get Ahead
• CPD & PDU 101 – How to Get Your CPD and Score Your PMI PDUs

Recommended Articles to Help with Professional Development and TNA

• Training Team Members & Stakeholders: 8 Vital Disciplines to Ensure they’re Well Trained
• How To Advance Your Project Management Career
• PM CPD and PDUs: How to Keep Ahead with Your Professional Development
• The Definitive Guide to Why a Good Online Project Management Course Beats Live Training

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