Training Need Analysis and

Methods of Training
Presented By:
Jeeta Sarkar
17-April-2017
 Learning Objectives
Understand the meaning and importance of
conducting a Training Needs Analysis (TNA)
Gain knowledge on the components of TNA
Understand the common training methods
The Bigger Picture
Organisational performance

Employee performance

Employee Skills, Knowledge and Attitudes

Employee education, experience and training

 Training Need Analysis (TNA)

Training helps to
bridge the gap

Existing TNA is a tool to

Required
identify the gap
Skills Skills
Knowledge Knowledge
Attitudes Attitudes
 What Is Training Needs Analysis??
A training needs analysis is the method of determining if a
training need exists and if it does, what training is required to
fill the gap.
Training might be appropriate when the performance issue is a
cant do issue:
Poor performance (resulting from a knowledge or skill
deficiency).
Lack of basic skills (reading, writing, technology, math skills).
Legislation or policies requiring new knowledge or skills.
New technology.
A customer request for new products or services.
Higher performance standards.
 TNA FRAMEWORK
Organizational
Analysis
Training
Identify Needs
Performance Task performance
Gap Analysis discrepancy
and its causes Non-
Training
Person Needs
Analysis
 Causes and Outcomes of TNA

Reasons/ Pressure Points What is the Context? Outcomes

What Trainees Need to
Lack of basic skills Learn
Organization
Poor performance Analysis Who Receives Training
Type of Training
Customer requests Task Frequency of Training
Analysis
New Product Buy Versus Build Training
Person Decision
New Jobs Analysis In What Do They Need
Training? Training Versus Other HR
High performance standards Options Such as Selection or
Who Needs the Training? Job Redesign
How Training Should Be
Evaluated
 Organization Analysis
Organizational Analysis
To align training with business strategy and to ensure there are resources and managerial support
for training.
In organizational analysis, one may consider issues like:
Increased competition for old and new business.
Greater emphasis on efficiency and cost reduction.
Increased needs on cooperation among companies.
Business strategies of the rival companies.
Research and innovation, tech advancement.
Merger, acquisition, diversification and expansion.
Automation and modernization.
Manpower plan on hiring, retrenching and deployment of stall
 Task Analysis & Person Analysis
Task Analysis: Task analysis should identify both what employees are actually doing and what they
should be doing on the job and the focus should be on tasks necessary to accomplish the companys
goals and objectives
Select the job(s) to be analyzed
Develop a preliminary list of tasks performed by the job
Identify the knowledge, skills, or abilities necessary to successfully perform each task
Person Analysis
To ensure that trainees have the basic skills, motivation, prerequisite skills or confidence.
Determining whether performance deficiencies result from a lack of knowledge, skill, behavior or
ability (a training issue) or from a motivational or work design problem.
Identifying who needs the training; who has a KSBA deficiency.
Determining readiness for training: basic skills, motivation, self-efficacy. 9
 Techniques for carrying out TNAs
Observation:
Questionnaire
Focus Groups
Interviews:
Document Review
Job descriptions and person
specifications:
Supervisors reports
 On the Job Trainings (OJT):
When an employee learns the job in actual working site in real life situation, and not
simulated environment, it is called OJT. Employee learns while working.
Take the instance of roadside mechanics. Small boys working there as helpers learn while
helping the head mechanic.
This type of training, also known as job instruction training, is the most commonly used
method. Under this method, the individual is placed on a regular job and taught the skills
necessary to perform that job. The trainee learns under the supervision and guidance of a
qualified worker or instructor.
On-the-job training methods include job rotation, coaching, job instruction or training
through step-by-step and committee assignments.
 Job Rotation
In this method, the trainee performs a job for a certain
period and then is moved to another job and so on. This
provides the trainee with an all round experience of
various jobs.

This method makes an employee versatile and also

eligible to become a manager/ a higher position.
Instructions and Demonstrations
Superiors provide consistent guidance to the
subordinates and support them in performing their
regular tasks and activities.

The mentors may assist the trainees by instructing

them to perform a job in a specific manner or may
demonstrate by doing the job themselves.

Also known as step-by-step training in which the

trainer explains the way of doing the jobs to the
trainee and in case of mistakes, corrects the
trainee.
 Coaching
The trainee is placed under a particular supervisor who
functions as a coach in training the individual. The supervisor
provides feedback to the trainee on his performance and
offers him some suggestions for improvement. Often the
trainee shares some of the duties and responsibilities of the
coach and relieves him of his burden.

In coaching, the superior plays an active role in training the

subordinate by assisting and advising the trainee to
complete the assigned task.

A limitation of this method of training is that the trainee may

not have the freedom or opportunity to express his own
ideas.
Apprentice Training
Apprenticeship is a formalized method of training curriculum
program that combines classroom education with on-the-job
work under close supervision. The training curriculum is planned
in advance and conducted in careful steps from day to day.

Most trade apprenticeship programs have a duration of three to

four years before an apprentice is considered completely
accomplished in that trade or profession.

This method is appropriate for training in crafts, trades and

technical areas, especially when proficiency in a job is the result
of a relatively long training or apprenticeship period, e.g., job of
a craftsman, a machinist, a printer, a tool maker, a pattern
designer, a mechanic, etc.
Internship
Internships are opportunities for students to get real
world experience, often during summer vacations as a
part of fulfilling requirements for degree programs.
Internship are offered usually by organization to
college students wanting to find work experience. The
internship offer precious, real life job experience and
the organization often get skilled, highly dedicated
service.

Individuals entering industry in skilled trades like

machinist, electrician and laboratory technician are
provided with thorough instruction though theoretical
and practical aspects.
 Off the Job Training
Off-the-job training is conducted in a location specifically designated for training. It may be
near the workplace or away from work, at a special training center or a resort Conducting the
training away from the workplace minimize distractions and allows trainees to devote their
full attention to the material being taught- However, off-the-job training programs may not
provide as much transfer of training to the actual job as do on-the-job programs.
The methods of training which are adopted for the development of employees away from the
field of the job are known as off-the-job methods.
It often utilizes lectures, case studies, role playing, simulation, etc.
Lectures
The trainees are provided theoretical knowledge
through lectures. Lectures can be conducted through
experts or superiors in a proper classroom
environment where there are a group of students.
Students can also be given case studies and role plays.

This method is suitable to train a number of students

and it promotes discussions, interactions, Q&As etc.
Classroom lectures can be outsourced to institutes or
can be a facility provided by the company itself. It
involves considerable expenditure.
Vestibule Training
Mostly this method of training will be used to train technical staff,
office staff and employees who deal with tools and machines.
Employees learn their jobs on the equipment they will be using, but
the training is conducted away from the actual work floor by
bringing equipments or tools to certain place where training is
provided, but not work place.

Vestibule training allows employees to get a full feel for doing task
without real world pressures. Additionally, it minimizes the
problem of transferring learning to the job.

vestibule training is provided to employees when new or advanced

equipment or tools introduced in to the organisation to do a
particular job by using them. For this purpose such equipment is
brought to a separate place to give demonstration and train how
to use and that handle it by employees safely.
Simulation
Simulation Method of training is most famous and
core among all of the job training methods. In the
simulation training method, trainee will be trained on
the especially designed equipment or machine seems
to be really used in the field or job.

But, those equipment or machines are specifically

designed for training a trainees, making them ready to
handle them in the real field or job.

This method of planning is mostly used where very

expensive machinery or equipment used for
performing Job or to handle that job.
Conferences/Seminars and Workshops
A meeting of several people to discuss any subject
is called conference. Each participant contributes by
analyzing and discussing various issues related to
the topic. Everyone can express their own view
point.

Seminars conducted by experts on specific topics

can help improve the knowledge and provide
information regarding the given topic to trainees.

Workshops are conducted by experts where they

share theoretical and practical knowledge with
regard to specific topics and also promote
interaction with the attendees.
Case Studies
It is a written description of an actual situation in the past in
same organisation or somewhere else and trainees are
supposed to analyze and give their conclusions in writing.
Usually case study deals with any problem confronted by a
business which can be solved by an employee.

The trainee is given an opportunity to analyse the case and

come out with all possible solutions. This method can
enhance analytic and critical thinking of an employee.

Case is later discussed by instructor with all the pros and cons
of each option. It is an ideal method to promote decision-
making abilities within the constraints of limited time.
Role Playing
The trainees are assigned different roles and asked to act as if they were
in a real life situation. The trainer / superior could also be a part of the
role play where they could test the trainees on their behaviour and
reactions. Two or more trainees are assigned roles in a given situation,
which is explained to the group. There are no written lines to be said
and, naturally, no rehearsals. The role players have to quickly respond to
the situation that is ever changing and to react to it as they would in the
real one.

This method provides the trainees with confidence in dealing in real life
situations as they have been familiar with it during the training process.

It is a method of human interaction which involves realistic behaviour in

an imaginary or hypothetical situation. Role playing primarily involves
employee-employer relationships, hiring, firing, discussing a grievance
problem, conducting a post appraisal interview, disciplining a
subordinate, or a salesman making presentation to a customer.
In-Basket Exercises
Also known as In-tray method of training.
An in-basket test or an in-basket exercise is a
test used by companies and governments in
hiring and promoting employees.
The trainee is presented with a pack of papers
& files in a tray containing administrative
problems & is asked to take decisions on these
problems & are asked to take decisions on
these within a stipulated time.
The decisions taken by the trainees are
compared with one another. The trainees are
provided feedback on their performance.
 Advantages of On the Job Training
The employee is given specific job training and they practice under the
administration of more qualified staff. This way they gain confidence in their
work.
The trainer directs them how to perform the task appropriately and gives
feedback immediately by pointing out any errors. This allows a new trainee to
be incorporated simply and quickly into the company, in addition to the job
training being modified to distinctively suit the needs of the company.
Furthermore, on-the-job training makes sure that the employee is actually
working as it is learning. This leads them to being further dynamic and
proficient.
From a financial perspective, for the company it's a very cost effective method
of imparting knowledge and skills that are according to the company's wants.
Disadvantages of On the Job Training
It is a rushed process: Every employer wants to have his or her new
trainee on the job as soon as possible so that you can ensure the resources
is utilized to the fullest.
Creates Disturbance: With new trainees crawling into the actual work
place can lead to lot of disturbances within the team. The discussions
between the supervisors and trainees can lead to unnecessary
disturbances for the co-workers hitting on their concentration at work.
Accidents can happen: This happens very likely in a manufacturing
industry where you are dealing with machinery. If the trainers are involved
in the production process directly and have no experience then the
probability of having an accident is very high.
 Advantages of Off the Job Training
Learn from specialists in that area of work who can provide more in-depth
study
Can more easily deal with groups of workers at the same time
Employees respond better when taken away from pressures of working
environment
Sending an employee on a course could help to make an employee feel
more valued as they would feel as if they are receiving quality training
Disadvantages of Off the Job Training
The method is completely detached from the workplace and when it
comes to reality, the training may or may not be effective.
The overall cost could prove quite expensive
No guarantee that sufficient skills of knowledge will be transferable or
valuable
The different learning speeds of individuals who are usually forced to
progress at a compromise rate
Not all the learners will be starting at the same knowledge or skill level