Introduction
The needs assessment for the training of a company’s employees is critical for shaping them into strong workers for the organization. In order for each employee to conduct their job with the highest effectiveness or utmost quality, the training program must create the needs assessment based on such criteria like, a) the goals or objectives of the companies work environment, b) job tasks which needs to be learned, c) required competencies that are needed to perform the job functions, and d) individuals who need to be trained in general.
Additionally, the needs assessment can also be identified as a gap between differences or discrepancies through the aspects of “what an organization expects to happen and what will actually happen” (Mayfield, 2012). The assessment must be conducted on three various levels including the organizational analysis level, task analysis level and individual analysis level. First, conducting the needs assessment at the organizational level determines the areas where the training is needed the most, but it also identifies other attributes like new laws, for instance, OSHA (Occupational Safety and Health Administration) or FMLA (Family and Medical Leave Act).
Secondly, the task analysis is bound to identify the abilities, attitudes, skills, etc. of workers in order to bring the highest amount of performance from the employees. One way in particular to conduct this analysis is by asking questions or distributing a survey. An example of a survey will be shown later throughout this discussion. Third, the individual analysis seeks to understand how well an employee is completing their job duties and makes the final determination on which specified training is required. In some instances, the individual analysis will undergo a performance evaluation to point out the areas of weaknesses or needed improvements.
For the remainder of this discussion, we will review the five different ways a needs assessment could point out any job performance deficiencies. In addition, we will explore the most appropriate option for training employees and justifying the reasons as to why this is the best choice. Next, we will elaborate on two motivational factors for those employees who may not be interested or discouraged from actively participating in the training sessions. Finally, we will develop an actual survey in order for employees to offer their actual feedback about the training program.
Ways to Expose Performance Deficiencies
The five ways a needs assessment could expose any performance deficiencies will be based on the type of assessment the supervisor uses to evaluate their employee. Some of these ways were mentioned previously, but we will discuss them more in depth on a level of exposing performance issues.
“These five ways consist of a) Performance Analysis, b) Training Suitability Analysis, c) Work Analysis, d) Person Analysis and e) Cost- Benefit Analysis” ("Training and Development: Needs Analysis", 2016). The first analysis, which discusses the performance could identify any deficiencies by reviewing whether if the employee is performing at or below standards. And if the employee is functioning below basic standards, then the human resources manager could make the decision as to whether the employee could benefit from a work related training program.
The second analysis that could expose a performance deficiency is through training suitability. The human resources manager must figure out whether if training is an appropriate solution for an underperforming employee. In some instances, when a human resources manager decides that it is not a good solution, they must realize that the employee may not be a good fit altogether and place them with a partnering organization, but yet if this still does not work, then the final result may be termination. The third way a human resources manager could expose an employee’s underperformance is through the component of work analysis. Sometimes, a human resource manager has to hover over the shoulder of the employee to monitor how he or she is performing the job tasks with their own personal observations. Additionally, this specific analysis will outline the main functions of the job position and implement training programs based on this information.
The fourth analysis to expose performance deficiencies is through the person analysis. This function deals with the learning participants or the instructors who are involved in the training process. It can expose deficiencies by bringing awareness to the issue and allowing the participants to ask the appropriate questions, for instance, what is the employee’s learning style? Or, does the employee have what it takes to adapt to an ever changing work environment? Depending upon the responses to these questions, the human resources manager can decide whether to change policies or training programs based on the needs of their employees.
The fifth and final analysis for exposure of deficiencies is the cost benefit analysis. This analysis consists of the “actual cost of return on investment (ROI) of the training process” ("Training and Development: Needs Analysis", 2016). It is believed that this is one of the most important analysis because it enables the human resource manager to evaluate just how much the training process has paid off. Not to mention, it is an excellent review to see the level of knowledge that the employee retained, so in return, they could invest these newly learned skills back into the organization which will create an even greater level of value. Therefore, it is a win-win situation where the company and the employee benefits.
Developing a Training Implementation Plan
In this section, we will demonstrate the importance of developing an adequate training implementation plan, so that the employees, regardless of their nationality or background could easily understand. In the visual example in Figure 1.A, we can clearly see that the ideal method of training would be by utilizing role playing.
Figure 1.A ("Conflict Management Associates", 2016)
This training method is ideal because it is fun and it allows the employees to engage to the point where they will be forced to break out of their comfort zones. The learning process of role playing in a work environment becomes much simpler and easy to remember the various training concepts. Furthermore, it offers three benefits in particular. The first benefit of role playing as a training tool is the confidence it may build inside of the employee. Building confidence allows the employee to openly communicate to other co-workers when they need help on a task that is too difficult to complete on their own. Not to mention, role playing has opened up a channel where these workers will be able to handle most situations.
The second benefit of role playing is that it helps to develop professional listening skills in the employee. “Since the training tool of role playing requires listening skills, unknowingly the employee is paying attention to the body language and non-verbal cues of a co-worker which is extremely helpful within a professional environment” (Buelow, 2014). The final benefit, is the creation of a creative problem solver. Role playing will help workers to come up with several ideas at once to solve issues independently, or as a team.
Ways to Motivate Employees
Although there are many workers who may be excited about the training program, there will always be a handful of workers who may not be too thrilled about it based on either fear, lack of confidence, among other reasons to not offer their participation. In these types of scenarios, it is further recommended that these employees could use some levels of motivation to sway their thinking into more professional and positive thoughts, since the work environment is built on the back of a team effort. The employees who do not want to participate “could be motivated in the following two distinctive ways: providing financial incentives such as gift cards or social recognition like awards” (Saidi, 2016). This is bound to help anyone become more active. Finally, after the training class, there would be a survey (Example 2.B) provided to the employees to receive their honest feedback about the training program.
Figure 2.B
Conclusion
In conclusion, we have touched basis on many concepts pertaining to training an employee. There are five various ways to point out performance deficiencies, such as a work analysis. Role playing is the most appropriate way to implement a training program and employees should always be motivated to participate. When the training program is completed, employees should be given a survey, in which the feedback is implemented for future policies and programs.
References
Buelow, J. (2014). 3 Benefits of Making Role-Play Part of Training. Training Magazine. Retrieved 13 May 2016, from https://trainingmag.com/3-benefits-making-role-play-part-training
Conflict Management Associates. (2016). Cmafla.com. Retrieved 13 May 2016, from http://www.cmafla.com/training.htm
Mayfield, M. (2012). The Importance of a Training Needs Assessment. Blog.eniweb.com. Retrieved 13 May 2016, from http://blog.eniweb.com/wwweniwebcom/blog/bid/87956/The-Importance-of-a-Training-Needs-Assessment
Saidi, S. (2016). How to Motivate Employee Participation in Your Wellness Program | The Wilson Agency. Thewilsonagency.com. Retrieved 13 May 2016, from http://www.thewilsonagency.com/news/how-motivate-employee-participation-your-wellness-program
Training and Development: Needs Analysis. (2016). Hr-guide.com. Retrieved 13 May 2016, from http://www.hr-guide.com/data/G510.htm
