Introduction
Training needs analysis can be described as a process of collecting and processing data to analyze if there is a need for training. Its goal is to verify if there is a knowledge gap between the workers in the company, and how this issue can be solved. Denby (2010) states that training “can help to expand the scope of available skills within the workforce as well as improve on the existing expertise” (p. 147). This means that training has a positive effect on the overall state of the company. It can dramatically improve the productivity and performance levels of the workers.
Information about the Organization
MDS Corporation is a delivery services company. Currently, it employs 3000 workers. There are various positions that require different knowledge and skills. The company provides all kinds of delivery services, and it is in the business for five years already. The organization is relatively young, but it already has a history. There are numerous competitors on the market, and the company currently faces some troubles. The management team is looking for ways to reduce average time of delivery. The organization plans to start using new computer software. Such software is needed to manage the orders, and it helps to maintain the database. However, there is a possibility that many workers do not have enough knowledge to be efficient with this software.
Training Issue and Expected Performance
A goal should be selected before any training needs analysis is conducted. A company should set a list of expected outcomes, and it will help to figure out if training was successful or not. The success of the process is extremely dependent on the method of collecting the information. Two methods were picked to assess the need for training. Specialists have developed a series of questions that address core problems in the organization. Four hundred questionnaires were distributed among the workers. Training needs analysis can be much easier to conduct if computer software is being used. Collected data was typed into Microsoft Excel spreadsheets, and analyzed by experts. According to processed data, seventy percent of respondents think that they have sufficient training to do their job. Eighty percent of those who took a questionnaire believe that they lack the knowledge to use new computer software that a company plans to start using from the beginning of next year.
Sixty percent of respondents are not ready to start using new technologies and may need additional training. Another benefit of questionnaire analysis is that it allows a company to figure out which training is not necessary, and it is quite helpful when an organization is trying to minimize expenses on training. Some workers were also interviewed to have a better understanding of the current situation in the company. An employee of MDS Corporation should be competent and have necessary skills to perform the tasks. According to the analysis of collected data, there is indeed a performance gap that should be solved with intensive training. This is a relatively new process for the organization and expenses are extremely limited. It will be focused on a selected group of individuals that are in most need of training. It will be a small group of two hundred people that currently does not meet the KSA requirements of the company.
These employees currently do not have the needed knowledge and experience to work with particular computer software, and it should be corrected. Based on results of training, a company is going to evaluate if it was successful or not, and if further training is required. The training is organized to fill the knowledge gaps between workers (Scott & Doverspike, 2005). It can be performed by both external and internal experts. Currently, MDS Corporation does not employ any internal trainers. A company may face some difficulties because “external trainers and consultants can experience significant challenges when they rely upon TNAs which have been conducted prior to their involvement with the organization” (Bowman & Wilson, 2008, p. 38). This means that external experts should be contacted beforehand. The target training group will take courses that should help them to improve their knowledge of computer software. Computer-based training is also going to be extensively used because it has proven to be an exceptionally efficient method. Such training should help to resolve this significant problem, and it will be easier for workers to manage orders.
Performance Gaps
Analysis of needs in training is commonly used to figure out if there are any performance gaps and how this issue can be solved. This term is used to describe how different current and expected situations are. Strategy changes depending on how many problems are identified. A firm should use modern methods to nullify such weaknesses. The most important aspect that should be noted is that a strategy needs to be developed, and the whole process should be monitored by managers (Iqbal & Khan, 2011). It is especially critical for a company that provides delivery services like MDS Corporation that there are no performance gaps because there are numerous competitors in the market. Analysis of data has shown that there are few performance gaps. First of all, some tasks require too much time because workers do not have the necessary knowledge. This problem needs to be solved with technology training that is often used by corporations in this business.
Employees should take courses that would teach them how to use particular computer software. Also, some employees of customer support often receive negative customer reviews because client feel like there is not enough communication, and they lack the control of the situation. This happens because some workers need to develop their social skills. This issue can be solved by various forms of training that are quite useful. Lastly, there are problems with communication between workers. It happens because employees are of different nationalities and religions. The cooperation is essential for this business. A firm should make sure that the best services are provided on time, and it is not possible without communication. There are special courses that help in such cases. Studies show that diversity training may be used to increase skills of employees (Kalinoski et al., 2013).
It is crucial that the training should focus on problems that were noticed during the training needs analysis. A company needs to create an environment for change to guarantee the elimination of performance gaps. Lourenço and Jayawarna (2011) state that “individuals who perceive they have the post-training creative ability are more likely to have positive post-training outcome such as an intention to exploit their learning” (p. 239). In other words, employees should be given a chance to express their creativity to increase the effectiveness of courses and other pieces of training. Overall, the company needs to develop a strategy to make sure that there are no longer performance gaps, and should be ready to take necessary measures if they occur in the future.
Training Outcomes
The most important aspect of training needs analysis is to identify desired training outcomes. It should help to evaluate if certain courses are necessary for the strategy of a company, and it is highly necessary to keep track of the progress. First of all, target group should show significant improvements in their knowledge of modern technologies because it is essential to perform the tasks and meet the standards of the company. After the training, the student will be able to use the necessary computer software. Employees should be ready for changes in the working process. Better communication and cooperation between workers is the second desired outcome. It is crucial for a company that provides such services that there are no problems in the collective that may affect the work. After the training, a student will be able to create relationships in the workplace. According to research, performance levels of teams have increased by 48% with the introduction of incentives and only rose by 19% when individual programs for each employee were offered (Graves, 2015).
This means that workers like to accomplish common goals, and it provides better results than personal motivation. After the training, the student will be able to perform necessary tasks much faster. Employees should be ready to take courses in the future if they prove to be useful. Some tools and methods should help the firm to identify if the training was successful. Giberson, Tracey, and Harris (2006) claim that “confirmative evaluation can demonstrate the results of a program as well as function as a tool to measure individual and organizational performance improvement and the results of a change effort” (p. 45). This claim signifies that it is essential for every company to monitor the process of training to see if the expenses are justified or not.
However, it should not be forgotten that numerous factors affect an individual during the learning process. They have various options that impact the outcome of training in such settings (Harris, 2014). Differently put, the end results are hugely dependent on decisions of employees because they are the ones who decide on which areas they want to focus the most. The quality of courses does not guarantee immediate effect. Managers should keep track of goals to make sure that there are no issues and courses are taken according to schedule. Overall, MDS Corporation expects positive results, and it should lead to increased performance of the target group based on the prognosis.
Conclusion
In conclusion, training needs analysis is quite important to identify the needs of training, and figure out the overall strategy to solve the issue of a knowledge gap. In many organizations “there is a predominant tendency to think of training in terms of courses only, and this has been reinforced by the role played to date by the training function” (Reed & Vakola, 2006, p. 394). This means that it should not be forgotten that courses are not the only type of training. Overall, training needs analysis is a crucial process for any organization, and it can help to increase the performance of the workforce.
References
Bowman, J., & Wilson, P.J. (2008). Different roles, different perspectives: perceptions about the purpose of training needs analysis. Industrial and Commercial Training, 40(1), 38-41.
Denby, S. (2010). The importance of training needs analysis. Industrial and Commercial Training, 42(3), 147-150.
Giberson, T., Tracey, M., & Harris, M. (2006). Confirmative evaluation of training outcomes. Performance Improvement Quarterly, 19(4), 43-62.
Graves, R. (2015). Employing incentive programs to close performance gaps. Performance Improvement, 54(5), 38-43.
Harris, B. T. (2014). Do trainer style and learner orientation predict training outcomes?. Journal of Workplace Learning, 26(5), 331-344.
Iqbal, Z. M., & Khan, A. R. (2011). The growing concept and uses of training needs assessment A review with proposed model. Journal of European Industrial Training, 35(5), 439-466.
Kalinoski, Z., Steele‐Johnson, D., Peyton, E., Leas, K., Steinke, J., & Bowling, N. (2013). A meta‐analytic evaluation of diversity training outcomes. Journal of Organizational Behavior, 34(8), 1076-1104.
Lourenço, F., & Jayawarna, D. (2011). Enterprise education: the effect of creativity on training outcomes. International Journal of Entrepreneurial Behaviour & Research, 17(3), 224-244.
Reed, J., & Vakola, M. (2006). What role can a training needs analysis play in organisational change? Journal of Organizational Change Management, 19(3), 393-407.
Scott, M., & Doverspike, C. (2005). Training needs analysis and evaluation for new technologies through the use of Problem‐based Inquiry. Performance Improvement Quarterly, 18(1), 110-124.