4 Steps to Conduct Training Needs Analysis (TNA) in 2025
Content
Table of Content
Are you feeling the pressure of a growing skills gap across your workforce? You're not alone.
According to recent findings from the McKinsey Global Survey, 87% of companies either already face skill gaps or expect to encounter them within the next five years. While many organizations have launched reskilling initiatives, the road hasn't been smooth.
Over half of those companies struggle to balance training efforts with daily business operations, and 41% admit they can't clearly measure the impact of their training programs. The result? Resources are spent, but performance doesn't always improve and the skills gap remains stubbornly wide.
At the same time, the urgency to reskill is only growing. Nearly three-quarters of organizations plan to increase their investment in learning and development, and 46% aim to reskill at least one-fifth of their workforce in the near future. But here's the catch: investment alone isn't enough. Without clarity, direction, and alignment, even the most well-funded training efforts can miss the mark.
87%
of companies face or expect skill gaps
41%
can't measure training impact
46%
aim to reskill at least one-fifth of their workforce
So, how do you ensure your training is strategic not just reactive? How do you make sure you're training the right people, in the right areas, in the right way?
The answer lies in conducting a Training Needs Analysis (TNA) a structured, data-driven process that uncovers the real performance gaps in your organization and aligns training initiatives with business outcomes.
In this guide, we'll walk you through how to conduct a Training Needs Analysis effectively, step-by-step. So you can ensure that every training dollar and hour spent builds real capability and moves your organization forward.
What is Training Needs Analysis?
Training Needs Analysis (TNA) is the process of identifying the training requirements within an organization to improve employee job performance. It ensures that the right training is delivered to the right people, in the right way, at the right time. When done effectively, TNA aligns learning initiatives with actual performance gaps and business goals.
Why do Organizations Need Training Needs Analysis?
After understanding the foundational concept of Training Needs Analysis (TNA), one might wonder about its significance in the organizational landscape. Why is such an analysis indispensable to businesses today?
This transition paves the way for the following section, which elaborates on the importance and relevance of TNA in organizations.
Ensures Training Is Purpose-Driven, Not Guesswork: TNA helps organizations avoid delivering training based on assumptions. Without it, training becomes a blindfolded attempt to fix performance issues wasting time, money, and resources.
Improves Employee Job Performance: The primary goal of TNA is to identify performance gaps and align training efforts to close them. This directly enhances individual and team productivity.
Maximizes ROI on Training Investments: Training isn’t cheap the average cost is over $1,000 per employee. TNA ensures that this investment yields measurable returns by focusing only on the training that truly matters.
Identifies Skill Gaps at All Levels: TNA provides a structured way to assess needs at:
The organizational level (strategic alignment)
The team level (functional skill gaps)
The individual level (specific competency shortfalls)
Supports Strategic and Cultural Alignment: It helps align employee behavior and skills with the organization’s values, mission, and future direction turning vision into action.
Improves Better Decision-Making for L&D: TNA gives L&D teams the data they need to build a targeted, evidence-based training strategy that meets actual business needs not just perceived ones.
Prevents Wasted Effort and Engagement Drop-Off: When employees receive irrelevant or repetitive training, it can lead to disengagement. TNA ensures the learning experience is relevant and impactful.
Supports 360-Degree Capability Assessment: Gathering feedback from managers, peers, and even customers provides a well-rounded view of performance resulting in more accurate training plans.
How to Conduct Training Needs Analysis?
Overview
Timeline
Resources Needed
Identify Business Goals: Understand strategic objectives and define what success looks like.
Gather Data: Use multiple sources surveys, interviews, observations to collect relevant insights.
Assess Training Options: Analyze data to determine the most suitable training interventions.
Build the Training Plan: Align training strategies with organizational goals and secure stakeholder buy-in.
Each step plays a vital role in ensuring that training efforts are targeted, impactful, and measurable.
A typical TNA process can range from 2 to 6 weeks, depending on the organization's size, complexity, and scope of analysis.
Week 1: Planning and goal setting
Week 2 – 3: Data collection through various methods
Week 4: Data analysis and gap identification
Week 5 – 6: Strategy formulation and training plan development
This timeline can be adjusted based on urgency, available resources, and stakeholder availability.
To carry out an effective TNA, you’ll need:
Internal Stakeholders: HR teams, department managers, and team leads to provide insights and validate goals.
Data Collection Tools: Survey platforms, assessment templates, and feedback forms.
Subject Matter Experts (SMEs): To evaluate training relevance and recommend learning paths.
Analytical Support: For interpreting data and aligning insights with business outcomes.
Training Partner (Optional): For support in methodology, facilitation, and implementation such as Edstellar, which leverages Skill Matrix tools to accurately map and bridge skill gaps.
Having explored the critical aspect of when to conduct training needs analysis, it's essential to delve into the methodology itself. Knowing when to assess is just one part of the equation; understanding the how-to brings the entire analysis to fruition.
Under this heading will summarize the step-by-step process, tools, and techniques essential for a comprehensive evaluation. Join us as we navigate the practicalities and best practices of effectively determining training requirements.
Organizations can conduct a comprehensive Training Needs Analysis (TNA) and gain valuable insights into their employees' training requirements by following these steps:
Step 1: Identify Business Goals
Start with the end in mind. A successful training needs analysis (TNA) begins by understanding the broader organizational objectives and known performance gaps. Categorize the challenges or outcomes you're trying to address:
Are you aiming for improvements in specific roles, enhanced operational efficiency, or meeting legal and compliance requirements?
What are the department level goals such as service level agreements, output benchmarks, or customer satisfaction targets?
Are there external influences (e.g., regulatory shifts or customer demands) creating challenges that may be solved through training?
This step is essential to determine whether training is the right solution. A useful filter is the KSA model, which helps identify whether the issue lies in Knowledge, Skills, or Attitudes. If it does, training can have a direct impact. If not such as in the case of flawed processes or unclear role definitions training may not be the appropriate remedy.
Step 2: Gather the Data
Once business goals are defined, the next step in your TNA is to gather meaningful, relevant data. But before collecting, it's important to establish clear guidelines for data collection and analysis:
How to do it:
Begin with the end in mind design your questions and interview prompts based on the business goals you've identified.
Set a timeline and deadline to keep the training needs analysis process on track and efficient.
Diversify your data sources. Use a combination of open ended and close-ended questions to gather both measurable data and qualitative insights that drive smart training decisions.
Key Questions to Guide Your Data Collection:
What are the goals of the business, departments, and individuals?
What teaching styles does the target audience respond to best?
What training resources are already in place or accessible?
With your preparation complete, begin collecting data using the following methods:
Surveys and Questionnaires: Useful for reaching large employee groups and collecting structured input.
Leadership and Management Interviews: Gain strategic insights from decision makers and department heads.
Focus Groups: Capture perspectives from frontline employees and those directly impacted by training programs.
In addition to these core methods, consider expanding your data sources:
Review internal documents, SOPs, and workflow diagrams.
Observe employees performing key tasks.
Analyze performance reviews or appraisal data to identify recurring gaps.
Use assessments to benchmark current knowledge or skill levels.
Form advisory committees cross-functional employee groups that can provide honest, structured feedback during the TNA process.
Step 3: Assess Training Options
With the data collected, it’s time to analyze it in relation to your business objectives. This is where your training needs analysis shifts from discovery to decision-making. Ask:
Does the data validate your original assumptions?
Are there performance gaps that clearly indicate a need for training?
Can these gaps be directly linked to Knowledge, Skills, or Attitudes (KSA)?
Now assess potential training options based on this analysis. Consider the following:
What training delivery formats will be most effective eLearning, instructor-led sessions, on-the-job training, or a blend?
Will the training be conducted by internal subject matter experts or external providers?
What technologies (LMS, virtual classrooms, simulation tools) are required?
Are there compliance requirements or certifications that must be addressed?
It’s also critical to link training recommendations to cost impact:
This analysis helps you prioritize training interventions that offer the most value to the business.
Step 4: Build the Training Plan
The final step in the TNA process is building and presenting a strategic training plan based on your findings. With your goals, data, and insights aligned, you are now ready to:
Connect the analysis to the original business objectives.
Build a compelling business case and get buy-in from key stakeholders. This includes:
Presenting raw data in a logical and visual format.
Clearly linking the proposed training to ROI by showcasing potential hard and soft gains.
Make actionable recommendations on:
Preferred training delivery methods.
Who will lead the training internal facilitators or external partners.
Rollout timelines and sequencing by department or employee level.
Specific learning gaps or regulatory requirements that must be addressed.
Use everything you’ve gathered in your training needs analysis to create a targeted, measurable, and scalable training strategy.
When to Conduct Training Needs Analysis?
Training Need Analysis
Once we've mastered how to determine training needs, the next logical step is to discern the right timing for such evaluations. The upcoming topic, when to conduct training needs analysis, will delve into the best moments for assessing organizational skill gaps, ensuring that training is both timely and effective.
Conducting TNA at the right time ensures that training efforts are focused and aligned with the organization's goals. Here are some key scenarios and instances when it is advisable to conduct a TNA:
New Employee Onboarding: When new employees join the organization, conducting TNA helps in assessing their existing skills and identifying any gaps that need to be addressed through training. This ensures that new hires receive the necessary training to quickly adapt to their roles and become productive members of the organization.
New Tech & Process Introduction: When organizations introduce new technologies, systems, or processes, it is essential to assess the training needs of employees to ensure a smooth transition. TNA helps identify the skills and knowledge required to effectively use the new technology or implement the new process, enabling organizations to design targeted training programs.
Job Role & Responsibility Changes: When employees undergo role changes or are assigned new responsibilities, their training needs may also change. Conducting a TNA in such situations helps identify the skills and knowledge required to perform the new roles effectively. It enables organizations to provide the necessary training to support employees' transitions and ensure their success in their new positions.
Performance & Quality Issues: If an organization identifies performance gaps, quality issues, or a decline in productivity, conducting TNA can help pinpoint the root causes. Organizations can design training programs that address specific areas of concern and improve performance outcomes by analyzing the skills and knowledge gaps.
Strategic Organizational Goals: When organizations set strategic goals, they must assess whether the existing workforce possesses the required skills and competencies to achieve those goals. Conducting TNA enables organizations to align their training initiatives with the strategic objectives, ensuring that employees have the necessary capabilities to support the organization's growth and success.
Periodic Training Reviews: Regularly reviewing training programs and their effectiveness is essential for continuous improvement. Conducting TNA at regular intervals helps organizations assess the impact of previous training initiatives, identify any new training needs that may have arisen, and refine their training strategies accordingly.
Employee Feedback and Requests: Employee feedback and requests for specific training can serve as valuable indicators for conducting a TNA. Suppose multiple employees express the need for training in a particular area or suggest improvements in existing training programs. In that case, conducting a TNA to validate those needs and make informed decisions about training priorities is a good opportunity.
Regulatory or Compliance Changes: In industries where regulatory requirements change frequently, organizations must ensure that employees receive updated training to remain compliant. TNA can help identify the necessary training needs and ensure employees have the knowledge and skills to meet regulatory standards.
By conducting TNA at the right times, organizations can effectively identify training gaps, align training initiatives with organizational objectives, and ensure that employees have the necessary skills and knowledge to contribute to the organization's success.
Benefits of Training Needs Analysis
With a clear grasp on how to conduct Training Needs Analysis, it's natural to question its significance in the broader context. Why invest time and resources in it? As we transition into our next discussion, we'll showcase the myriad benefits such an analytical exercise can offer businesses, ensuring that the efforts are justified and rewarding.
Training Needs Analysis (TNA) offers numerous benefits to organizations. Here are some key benefits:
Key Benefits of Training Needs Analysis (TNA):
Targeted Training: TNA helps organizations avoid a one-size-fits-all approach to training. By identifying specific training needs, organizations can design targeted programs that address the gaps and enhance the skills and competencies required for improved performance. This ensures that training efforts are focused on areas that will have the most significant impact on employees and organizational success.
Cost-Effectiveness: TNA ensures that training resources are allocated effectively. By identifying the precise training needs, organizations can avoid unnecessary training expenses and invest in programs that yield the maximum return on investment. By focusing resources on the areas that require improvement, organizations can optimize their training budget and allocate it strategically.
Improved Performance and Productivity: By addressing the identified training needs, employees can acquire the necessary skills and knowledge to perform their job roles more effectively. This leads to an improvement in performance, an increase in productivity, and betterment in overall organizational outcomes. Employees with the right training and support are better equipped to handle their responsibilities and contribute to the organization's success.
Employee Engagement and Retention: Investing in employee training and development through targeted training programs demonstrates an organization's commitment to its employees' growth. One of the key benefits of investing in employee training is fostering a sense of engagement and loyalty among employees. It leads to higher job satisfaction and retention rates. Employees appreciate the opportunity to enhance their skills and knowledge, increasing their motivation and commitment to the organization.
Adaptability: TNA helps organizations stay agile and adapt to changing business environments. Organizations can develop a skilled and adaptable workforce capable of meeting future challenges by continuously identifying and addressing training needs. TNA enables organizations to stay ahead of industry trends and equip employees with the necessary skills to keep up with evolving technologies, market demands, and industry standards.
Enhanced Succession Planning: TNA can play a vital role in identifying potential leaders and successors within an organization. Organizations can identify high-potential employees and provide targeted development opportunities by assessing the current and desired competencies for leadership roles. This helps create a pipeline of competent employees ready to take on key positions, ensuring continuity and smooth transitions during succession planning.
Improved Training ROI: TNA helps organizations maximize their training return on investment (ROI) by ensuring that training efforts align with the needs of employees and the organization. By targeting training programs to address identified gaps, organizations can measure the impact of training more effectively. This enables them to evaluate the effectiveness of training interventions and make data-driven decisions regarding future training investments.
Training Needs Analysis (TNA) offers significant benefits to organizations by providing insights into specific training requirements. By conducting TNA, organizations can optimize their training efforts and contribute to the long-term success and growth of their workforce and the organization.
Training Needs Analysis Best Practices
Understanding the benefits of Training Needs Analysis (TNA) provides a compelling argument for its importance in any organizational structure. However, to reap these benefits, it's essential to approach TNA with a methodical and best-practice-driven mindset. This naturally leads us to our next segment, TNA best practices.
Here, we will dive into the guidelines, techniques, and strategies experts deem crucial for ensuring a successful and efficient TNA process. Join us as we journey through the gold standard practices in training needs analysis, ensuring your efforts are effective and impactful.
Involve Multiple Stakeholders
Gaining inputs from various stakeholders including managers, employees, and even customers can provide a holistic understanding of training needs. According to a CIPD report, involving line managers in the TNA process improved the training outcome effectiveness by up to 60%.
Use a Combination of Data Collection Methods
Relying on a single method like surveys or interviews can be limiting. Mixing techniques ensures a more comprehensive analysis. A study published in the Journal of Human Resource and Leadership emphasizes that employing both qualitative and quantitative methods in TNA leads to a more thorough analysis of training needs.
Align with Business Objectives
TNA should not be done in isolation but should align with the overarching business goals and strategies. A Bersin by Deloitte report highlighted that organizations that aligned training efforts with business goals achieved 40% higher gross revenue per employee.
Prioritize Needs
Not all identified needs require immediate attention. Prioritizing them based on urgency, impact, and feasibility is crucial. Organizations prioritizing training needs based on strategic importance witnessed a 35% increase in training ROI, per ATD report.
Regularly Review and Update
Business environments and training needs change. Regularly reviewing and updating the TNA ensures continued relevance. Training Magazine study indicated that companies that conducted TNA reviews at least once a year had a 28% higher employee retention rate.
Building on this comprehensive understanding, we now arrive at a pivotal juncture. With the broader organizational perspective, it's time to zoom in on the individual the backbone of any institution.
Our next topic, how to identify the training needs of employees, will delve into the heart of the matter, focusing on the specific techniques and strategies to pinpoint and address the developmental needs of each employee, ensuring a personalized, targeted, and impactful training experience.
According to Research and Markets, the corporate training market is expected to grow to USD 460.04 billion in 2027.
Join us as we transition from the macroscopic to the microscopic, understanding employee-centric training requirements in depth.
Conclusion
The need for upskilling and reskilling has never been more urgent. With rapid advancements in technology and shifting industry expectations, organizations that fail to equip their workforce with relevant, future-ready skills risk falling behind. The pressure to close skill gaps isn't just a challenge it's a strategic imperative.
Yet, training without clarity is not only ineffective it's costly and counterproductive. This is where a well-executed Training Needs Analysis (TNA) makes all the difference. It ensures your training efforts are precise, aligned with business goals, and targeted toward real performance gaps.
Even with a strong TNA in place, the impact of training depends on choosing the right partner one that brings not just content, but insight, methodology, and measurable outcomes. That's where Edstellar comes in.
At Edstellar , we specialize in corporate training that goes beyond the basics. Our unique approach integrates the use of Skill Matrix software to map employee capabilities, identify critical skill gaps, and deliver focused learning experiences that truly move the needle. Whether you're building leadership pipelines, adopting new technologies, or elevating team performance, we tailor every program to match your strategic vision.
Explore High-impact instructor-led training for your teams.
Unlock premium resources, tools, and frameworks designed for HR and learning professionals. Our L&D Hub gives you everything needed to elevate your organization's training approach.
.svg "edstellar")
.svg)
.svg "Click Here to Follow on Medium")
.svg){kind=small}
.svg)
.svg)
.svg)
.svg)
