When a problem arises for an organization, training is often dispensed automatically, not to mention a bit rashly. While this reaction may be beneficial to the training industry, it is not always helpful to the organization in need. Training programs that fail to address the root causes of an organization’s problem are often ineffective.

Before slapping on a training band-aid that may only conceal the symptoms of a problem, consider performing a needs assessment that can determine the true needs of the organization and an appropriate course of action.

What is a Needs Assessment?
A "needs assessment" is a tool that helps organizations determine goals, identify weaknesses and discrepancies among actual and desired outcomes or skills, and make recommendations for solutions. It can be used to assist with competencies and performance of work teams, problem solving or productivity issues, and the need to prepare for and respond to future changes in the organization.

Needs assessments help organizations identify specific employee development needs and incorporate training into strategic and business goals. The results can be used to determine the instructional objectives, the audience, and the type of training that will be most effective. Also, because employees are usually involved in the needs assessment, organizations are better able to gain employee commitment to training and organizational change.

The needs assessment process can be broken down into four steps.

Step 1: Identify the Problem
The first step in performing a needs assessment is to compare the present performance of the organization with the desired standards. In measuring the present performance, the current state of the employees' skills, knowledge, and abilities should be examined, as should the organization's goals, climate, and limitations. The desired standards focus on the skills, knowledge, and abilities needed to fulfill these new standards. By comparing what is versus what should be, a better understanding of the problem emerges.

Step 2: Identify Priorities
After identifying the problems that impede the organization from reaching its full potential, the problems must be analyzed and prioritized based upon their degree of importance to the organization. In doing so, the organization's goals, realities, and constraints should be taken into account. For each problem, consider the legal mandate; the cost of the problem compared to the cost of a solution; and the expectations of upper management, customers, and employees.

Step 3: Identify the Causes of the Performance Problems
Once the areas needing improvement have been determined and prioritized, identify the specific source of each of the problems. Make inquiries regarding whether employees are doing their jobs correctly, effectively, and/or efficiently. This requires in-depth analysis of the organization's workforce, including each employee's job skills and competencies. It is also beneficial to benchmark with comparable departments, organizations, and annual performance reports.

Step 4. Identify Viable Solutions
If the origins of the performance problems are attributed to employee performance, training or some other instructional improvement intervention might be needed. Determining the best and most plausible solution should take the following into account: cost; practicability; and the expectations of upper management, customers, and employees. If the problem is deemed to originate from a lack of knowledge, training will most likely be the best solution. The type of knowledge that is deficient and the population needing the training will determine the type of training that will be most beneficial. If the problem does not stem from a lack of knowledge, organizational development activities may provide the best solution. These interventions include organizational restructuring, strategic planning, performance management, and team building.

When performing a needs assessment, consider using the following for research:

• Performance Evaluations-Formal written performance evaluations assess employee performance over a specified time period based on the expectations of a manager.
  
  
• Surveys-Comprehensive surveys and informal questionnaires capture useful data from various levels of employees. Also included in this category are statistical surveys that cover every area of operations.
  
  
• Interviews-One-on-one interviews, whether formal or informal, should strive to discover what needs are not being met and what can be done to improve problematic situations.
  
  
• Meetings and Forums-Meetings or forums are effective for raising questions and hearing various viewpoints on a particular problem or subject. Often, when issues are raised in a forum, a healthy debate can occur that helps identify causes and solutions to problems.
  
  
• Suggestion boxes-comments, complaints, and compliments can all be dropped into a centrally located and secure suggestion box that then serves as research.

Training employees without some sort of analysis or plan leads to misdirected training, wasted time, and wasted money. Whether the needs assessment is based on research from a performance evaluation, survey, or interview, the results will provide a clear indication of where the organization is and where it wants to be. Once this information is available, an objective and well-planned solution can be created ensuring that employees will be able to receive the training they require.