25 May 2025

How to Conduct a Training Needs Analysis That Actually Works

You have been there before.

Someone sends you a message that reads,

“Can you do a session on leadership next week?”

Or: “We need a training on communication skills.”

There is no context. No data. No clarity on what the problem actually is.And suddenly, you are designing a program based purely on assumptions.

That is where most training efforts go wrong.

If you skip the Training Needs Analysis (TNA), you risk building something that looks great—but solves nothing.

In this post, I will walk you through how to conduct a simple, practical, and powerful TNA that helps you design training aligned to real performance needs—not just perceived ones.
 

Why Most Training Needs Analyses Fall Flat

Let us begin with what not to do.

Most TNAs fail because they are either:

  • A generic survey filled with vague questions

  • A list of “training topics” brainstormed in a leadership meeting

  • Or even worse—completely skipped


When that happens, training becomes a reactive checklist instead of a strategic lever.

You end up creating content instead of solving a problem.

A solid Training Needs Analysis should give you three things:

  • A clear understanding of the performance gap

  • Insight into what is actually causing that gap

  • Clarity on whether training is even the right solution


Sometimes, the issue is not a lack of skill—it is a broken process, a lack of tools, or misaligned expectations.

Your job is to diagnose before you design.
 

The 3 Levels of Training Needs Analysis

Here is a simple framework I use to get a 360° view of the need.

1️⃣ Organizational Level

Ask:

  • What are the current business goals or performance challenges?

  • Is there a shift in company direction, tools, or structure?

  • How will this training support broader strategy?


Example: If the company is expanding into new markets, sales training might be needed to prepare reps for different buyer behaviors—not just general selling skills.

2️⃣ Team or Functional Level

Ask:

  • Which departments are underperforming?

  • Are there complaints, delays, or gaps in delivery?

  • Where is the real pain showing up?


Example: Customer service satisfaction scores have dropped. A team-level analysis reveals it is not attitude—it is a product knowledge gap due to recent updates. Now you know what to focus on.

3️⃣ Individual Level

Ask:

  • What specific skills are missing?

  • What are managers observing in their teams?

  • Are individuals aware of the gap themselves?


Example: A new team lead is struggling with delegation. Instead of running generic “management skills” training, you might focus just on decision-making frameworks and coaching conversations.

You do not need to go deep on all three levels every time. But even covering two gives you far more clarity than just reacting to a training request.
 

4 Questions That Guide Every TNA Conversation

You do not need a fancy tool or 10-page form to do a TNA well.All you need is a conversation that answers these four questions:

  • What problem are you seeing right now?(Be specific—what behavior, what result?)

  • What is the ideal outcome or behavior instead?(What should people be doing differently?)

  • What is causing the gap?(Is it skills? Knowledge? Tools? Mindset? Environment?)

  • What needs to change for performance to improve?(What action will bridge the gap?)


When you ask these questions—honestly and consistently—you connect training to reality, not to someone’s wishlist.
 

Want More Tools Like This?

If you are wondering how to design programs that actually work,that is what I share every single week through my work at L&D Academy.

📍 Visit lndacademy.com for a full resource library of:

  • Courses

  • Books

  • Blog posts

  • Podcasts

  • Practical tools designed just for L&D professionals


And if you want high-impact templates, real-world strategies, and tools delivered straight to your inbox—Subscribe to the L&D Academy Newsletter. It is where I share the good stuff—the things I wish someone had given me when I started.
 

What About You?

What is the biggest challenge you face when trying to run a Training Needs Analysis?

Is it stakeholder alignment? Lack of data? Vague requests?

If this post helped you, share it with your team.

If you have questions, I am always listening.

And remember: A great training starts with the right diagnosis. Get that right, and everything else flows.

 

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Learning and Development Academy is a leading platform for Learning and Development, offering comprehensive resources, certifications, and personalized coaching for professionals seeking to enhance their skills and expertise in the field.

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zr@lndacademy.com