Assessing Training Needs (Lecture 2: 27th November)

Organizational Analysis

• Here we focus on determining which factor are causing gaps in performance and what results the organization wants that is not yet achieving.
• Organizational need analysis is influence by internal and external factors.
• Training goals need to be aligned with the organizational goals
• It will help to align the goals of individual departments with the organization's goals

What type of training initiatives are of high priority for the property?

• Changing law or regulation
• When larger group need training.
• Pressure for the executive or corporate office
• If the performance problem has a high cost or risk if not addressed.

 Job and task analysis

• Job is made up of a series of tasks and each task has a standard or best practice associated with the task.
• This analysis begins with how the work should be done.
• The job is broken down into smaller tasks that are recorded on a task list.
• It is challenging to analyze, because ‘people accomplish same task in similar yet different ways’.
• Standardization of the task by eliminating the variations during a job analysis can produce: increase in consistency and quality, and decrease in time and cost.
• System approach is used to break each job into different processes and determines the best method for each.
•  This analysis is foundation for job description, performance evaluation and training a particular position.

The job analysis process can be broken into four phases

•  Develop a comprehensive list of tasks for each position.
• Break each task into organizational standards.
• Determine the best practice or performance standard.
• Merge these components to construct a comprehensive job description.

Task list: When jobs is broken down into individual tasks duties, responsibilities and the frequency, the list of such task is called task list or job check list.

The job Breakdown: In this phase we further break down each task listed into specific components, required equipment, supplies needed, procedures to be used and proficiency scores. The detailing depends upon organization standard, expertise of employees.

 Job Standards: They are the written document which prescribes certain standard to maintain to achieve the specific goals of the tasks and the training outcomes.

 Job descriptions: It defines the various criteria that the job demands. It is the standard by which a job is evaluated and new employees are hired.

Data collection Methods

• Data can be drawn from multiple sources which results in more information, more possible solution or alternative and more reliable decisions.
• The methods of data collection are:
• ◦      Interviews, observation, focus group, expert opinions etc.
• ◦      Greater the number of sources, the greater will be the reliability of data, which can accurately reflect workplace behavior
• ◦      Factors to consider in determining sources are: cost, time, size of groups, location of groups etc.

Classification of Data:

• Qualitative
• Quantitative
• Combination or blended
• Extant data

Surveys and Questionnaires

• It provides us with quantitative data.
• It allows to ask specific question in a standardized format.
• To encourage truthful responses, confidential must be assured.

Focus Groups

• It helps in collecting qualitative data.
• It focuses to have face to face interaction with number of participants simultaneously.
• Group discussion skills determine the effectiveness of a focus group.
• It is successful when discussion is carried in group of people with similar background, work areas, and having common goals.

Extant data

• The data collected from the operational records are called extant data.
• It requires high degree of skill to analyze and interpret the data correctly.

Nominal group technique

• It gives both qualitative and quantitative data.
• It is the process of data collection where the managers are gathered to brainstorm on a training issue.
• This will ensure sharing of ideas, promote consensus and encourages management for further input.

Interviews:

• It provides qualitative data.
• The interview should be structured
• It should focus on open ended questions
• Need to consider number of factors before conducting the interview. i.e.  Schedule date, time, plan questions, send questions, etc.

Observations

• It provides both quantitative and qualitative data.
• The data is collected by observing at the work place.
• It should be factual rather than judgmental.
• It is important that the observer do not interfere with the work performance.
• The observer should be detail-oriented, objective and accurate.