A soundly conducted Needs Analysis should always be the first step when you need to improve performance or change behaviors. Regardless of the type of learning solution you plan to create, taking the time to properly assess the situation and gather appropriate information will go a long way towards assuring the success of a new project.

Below, you will find a five-step process for conducting a Training Needs Analysis. When we help organizations with their analysis, we recommend they follow these steps, or a similar variation. In order to help you through these five steps, we have created a 10-question Needs Analysis Worksheet you can fill out and use as a starting point for new project. You may fill out the form below and download it for free.

And now, the five steps of a standard Training Needs Analysis.

1. Receive Training Request

Whether you receive a formal request for training or a more vague indication that there is a problem you are expected to solve, now is the time to start gathering some basic information. In this step, you will formulate an initial instructional goal (which can be revised later) and clarify your target audience… including their characteristics, background, and current skills. You will also decide if the training can be developed internally, or if you will need an external vendor.

2. Formulate a plan

Chances are you will have quite a bit of content to gather and organize. You’ll also need a plan for refining your instructional goal to make sure it aligns with business objectives. Step two is all about figuring out what information to gather, who to get it from, and how to get it. Zero in on your instructional goal, profile your learners, and carefully identify the skills or behaviors you want to impact.

3. Gather the data

In Step three, it’s time to collect data and refine your plan based on data that emerges. You’ll be collecting data using methods such as stakeholder interviews, locating source content, focus groups, and task analysis.

Interviews, focus groups, and locating source content are all fairly straightforward tasks, but you may or not already be familiar with the task analysis technique. This involves isolating an individual task and identifying the current results, the desired standard, level of importance, frequency of the task, and more. Quite honestly, we could give a full workshop on just the task analysis step alone. Here’s a worksheet you can use.

4. Analyze data and conclude the process

Once you’ve gathered all the necessary data, it’s time to analyze the information gathered and formulate findings and recommendations. You should then revise your instructional goal based on the data you’ve gathered. You should now have new insights on your learners that will affect the content of the solution, the delivery format, and other constraints.

By the end of this step, you should clearly know what the optimal training solution is and why. You’ll also know whether you can complete the training internally, or if you need to bring in an outside vendor.

5. Plan next steps

Your final step in the Needs Analysis will be a comprehensive report, which will serve as the road map for your solution design. This report will include the final instructional goal, profile of the target audience, learning objectives, and a summary of the tasks or ideas being taught. You’ll also lay out the constraints to consider in your design, and the potential delivery method. When you have all five steps of the Needs Analysis process completed, you should be well on your way to developing an effective learning solution.


We have a created a simple, 10-question worksheet to help you kickstart your Training Needs Analysis. Use it to ask the right questions, zero in on the “need to have” information, and make a sound plan for identifying the right learning solution.