Performing Needs Assessments

Prior to Developing the Training Content

Too often trainers who develop content for their clients forget about the importance of the needs assessment. A needs assessment helps you to evaluate skills gaps (the needs of those attending the training) so that you can develop training to specifically meet the needs of the participants in the training program.

If you don’t understand what the participants’ needs are, you can’t possibly develop a training program to address those needs.

Needs assessments can be performed through any or all of the following methods:

• Questionnaires – when creating questionnaires use a variety of question options such multiple choice, open ended, likert scale, checklists. For larger groups, test the questionnaire first for clarity before releasing to the entire group.
• Interviews – one-on-one interviews enable you to follow up with responses to the questionnaires and gather more data.
• Focus Groups – keep the groups small – no more than 5 – 8 – to better control the environment. Focus groups are also a good way to follow up to questionnaire responses.
• Observation – if I’m working on training on new processes, it is helpful to understand how the individuals are currently working. If possible, I ask about the possibility of observing a few individuals at work to understand where the challenges exist.
• Tests – while I rarely conduct tests, assessment tests are a way to understand an individual’s development needs. As opposed to questionnaires which focus more on self-reporting, an assessment is more likely to give you definitive results on strengths and development areas.

Often, however, I hear colleagues tell me they can’t do the needs assessment as the client has already told them the problem and the training they want to address the program. This is no excuse to not perform a needs assessment – you are just going to go about it a bit differently.

When I can’t do a comprehensive needs assessment because it’s already been done by the client, or the client prefers I don’t for whatever reason, I still take steps to be sure I understand the needs that the training program must meet (and it also helps me to be sure the client has not missed anything!).  This includes:

• Sending an email with a few questions prior to the training event to understand participants’ needs and interests in the training.
• Introducing myself to participants as they arrive at the workshop to ask about their desire/interest in attending the workshop.
• Meeting with the individual who asked me to conduct the workshop to get as many details as possible as to the needs assessment already conducted.
• Sending an email to participants’ managers or direct supervisors to understand what they would like the participants to learn in the workshop.
• During introductions, ask participants to introduce themselves and to talk about what they want to get out of the workshop – what would they consider successful at its conclusion.

The more upfront preparation you do – which includes a needs assessment, whether informal or more formal – the more successful your workshop content and presentation will meet the needs of the participants. Don’t use the excuse that the client already did the needs assessment; prepare an informal assessment to use. I’ve never had a client tell me I couldn’t do so. You can’t have a successful workshop without one!