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Needs analysis: templates and examples for effective training 9 min read
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Continuous employee training is crucial for staying competitive, but it doesn’t come without a cost — employers worldwide spend thousands on employee learning and development. However, it’s not that simple and always effective.

With so much focus and investment going into training programs, how can employers help ensure that their efforts to improve job performance are a good use of their resources? In this article, we will explain how needs analysis helps companies make smarter decisions around this, plus a needs analysis template for any size team.

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What is needs analysis?

Needs analysis describes the structured, systemic process of evaluating employees or teams regarding their skills training. Also referred to as “gaps,” the term “needs” within this context refers to an individual or group’s training and upskilling requirements to reach their peak performance.

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At your place of work, you might call a needs analysis a “needs assessment” or “gap analysis.” Either way, this evaluation process serves the purpose of identifying flaws and finding solutions to grasp company goals. It ultimately serves to bridge performance gaps and issue more effective training in the long run.

Why use needs analysis?

Needs analysis serves to highlight problem areas and take actionable steps toward improvement. However, the benefits of performing a needs analysis extend beyond just insight. Your company can use a needs analysis as a tool for instructional design that enhances job performance from root to tip. It can also help you identify training methods that bring the best out of your employees.

Here are a few more major reasons to implement needs analysis for your teams.

Helps identify opportunities for growth and learning

Identification of a problem is the first step toward growth. If an employee is silently struggling with a certain skill set, a needs analysis will kickstart the necessary awareness to make a change.

Positions teams to reach individual and company-wide goals

Sometimes, all it takes to reach big goals is a reshuffling of tools, skills, and responsibilities. A needs analysis can give teams and individuals a fresher, more productive structure to work with. Ensuring specialized individual training will help teams function better, contributing to company success. For example, if a team leader takes a public speaking course, their ability to present information to their team improves, allowing for more effective communication and delegation of tasks.

Prioritizes the most important and impactful training

Being aware of company weaknesses or improvement areas is essential for moving forward. A needs analysis can help companies bolster weak spots and make the most out of peak performance areas.

There are multiple benefits to running a needs analysis for any team with big dreams. Once the analysis has been executed, it becomes easier to organize information and prioritize the needs of the business. In this way, managers and supervisors can issue a training program that truly meets the needs of employees, without wasting time or budget on lower-priority activities

When might you use needs analysis?

Performing regular assessments within your company is crucial for staying afloat. This is especially true now, as teams from around the world struggle to adapt to the many changes that have been flung our way by the pandemic.

To deepen your understanding of the importance of needs analysis, let’s cycle through three examples of when needs analysis is required.

1. Adapting to a digital workplace

Even though digital workspaces have become significantly more popular over the past two years, many people are still struggling to adapt. A report from the digital workplace Beezy found that 61% of employees are not satisfied with their company’s tools and technologies.

A training or learning needs analysis like the one below can be used to provide employees with the education and support they need to reduce digital performance problems.

step-by-step guide to learning needs analysis

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2. Implementing effective time management

Time management is a common area for improvement within teams, especially as communication and time tracking methods have had to change dramatically in the past two years. Digital communication within teams has skyrocketed, and time tracking has become a common requirement of remote jobs.

A needs analysis report will shed light on how much your employees are struggling to manage time. The following needs analysis questions will provide you with a clear picture of where to invest in training.

3. Maintaining employee and team morale

According to Gallup’s State of the Global Workplace Report, a staggering 67% of employees are “not engaged” in the workplace, and it shows. Global stress, anxiety, and depression levels have inevitably leaked into the business sector, making it hard for employees to emit high job performance.

You can use a needs analysis to create a training program to tackle these issues within the workplace and help employees regain a sense of pride and joy in their work or to understand what resources you might want to provide, like mental health support or team bonding activities.’s needs analysis template

The process of identifying a strong needs analysis design doesn’t need to be complicated. has developed a needs analysis template that can be used to help companies from all over the world identify training gaps. Other benefits include:

Transforming your needs analysis into actionable tasks

Once you have concrete data on the state of your employees’ performance, assigning actionable steps to those in charge becomes much easier. Quickly assign tasks to your teammates, whether that’s to watch a training video or sign up for a microlearning course. Use statuses and automations to make it a breeze to understand where things stand at a glance — and from one central location.

Creating a training program based on your needs analysis

Your team deserves a training needs analysis that meets their strengths and weaknesses.’s template can be seamlessly applied to any employee, team, or industry for more succinct results.

For example, the template includes an overview of company goals ranked by priority. This allows your team to easily visualize what needs to be done to meet those goals and makes it easier to delegate training and tasks based on the skills of your team members.

example of a needs analysis template Kanban view on


Tracking your team’s progress

Progress tracking is one of the most valuable tools a company can use to maintain momentum. And’s needs analysis template reflects employee data in a clear, concise way. With our Performance Insights View, you can easily analyze your team’s overall performance to see how your training program is impacting overall productivity.

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Engaging with employees

Employee engagement is one of the most important tools in the proverbial business box right now. You can use’s template as the starting point for an engagement and morale turnaround that pushes everyone into the next tier of productivity. Send a message to any team member with an @mention, and make sure they get the message with instant notifications.

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Related templates

Each of these templates can provide companies with a unique approach to training their teams in the most efficient way possible.

1. Employee engagement survey template

Our Employee Engagement Survey Template enables you to send surveys and record responses from one centralized location. It can be used to quickly assess engagement levels, thus allowing for more effective responses to employees’ emotional and mental needs. Their feedback will be added directly to the workspace so that it’s easily visible and can be implemented immediately.'s employee engagement survey

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2. HR services template

The Human Resources (HR) Services Template that offers provides team leaders or managers with insights into employee onboarding, new requests, recently opened positions, and more. employee onboarding template

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This template is also beneficial in the sense that it is centralized and therefore accessible in one place, permitting easy tracking of employee dates, streamlining HR requests, and keeping up to date with any onboarding processes currently in effect. An important part of new hire onboarding could even include a mini needs analysis to ensure a thorough start.

3. Training program template

A Training Plan Template is designed to guide team leaders in planning and developing a strong training program for employees. Each team is different, which is why a flexible template like this one is perfect for applying to groups of all shapes and sizes. Here is an example of another training plan.

Example of a training plan template

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4. Performance improvement plan template

Employees struggling to meet a certain standard of performance might need the push and structure that a Performance Improvement Plan Template can facilitate. This template works by helping employees set small daily performance goals that compound over time to reach long-term goals. Below you can see a basic layout.

Example of a performance improvement plan template

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FAQs about needs analysis

What does a needs analysis example include?

A needs analysis typically includes several different stages of assessment:

  1. Needs identification
  2. Data collection and analysis
  3. Data application
  4. Evaluation

This structure can be applied to teams of just about any size and can be adapted to help configure the right steps and protocols for achieving company-specific goals.

What are the 4 steps in the needs analysis process?

The four steps in the needs analysis process are:

  • Understanding long and short-term business goals
  • Identifying the desired performance outcomes
  • Examining the current performance efforts
  • Establishing an appropriate solution

These four steps are essentially there to help support and guide business teams who are unsure of how to reach their projected goals.

How do you conduct a needs analysis?

The easiest way to conduct a needs analysis is by following the steps and guidelines provided by a template. offers a plethora of professional business templates, including a detailed template to help you conduct a thorough needs analysis. also makes it easy to communicate the process to employees from a shared workspace.

What are the types of needs analysis?

There are many different types of needs analysis prerogatives. Some of the most common ones include:

  • Person analysis: Dealing with experience, learning style, and temperament of employees
  • Performance analysis: Focusing on productivity levels and potential performance gaps
  • Organizational analysis: Pertaining to whether or not an organization is utilizing the right strategies, goals, and objectives
  • Training suitability analysis: Assessment of which training offers the desired solutions
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