How to effectively carry out a Training Need Analysis

‘Competence can be described as a person’s combination of training, expertise, experience, and knowledge, as well as their ability to apply them to perform a task safely,’ according to the HSE. The HSE website has information and guidance about training standards, and you may need to seek outside help to ensure that you are fulfilling your responsibilities as an employer.

A training needs review is a method for determining what abilities, credentials, and competencies the employees currently possess, as well as what they need to perform their jobs. It will assist your company in operating through a safer, reliable, and successful manner. In industries with regulatory criteria, it’s also a smart way to show compliance.

As a training coordinator, you tend to carry out training needs analyses for various companies, whether in the construction line, manufacturing or hospitality.

Here we will walk you through the steps of a training need analysis and help you determine the workforce training requirements in any industry. This article will also help you in monitoring them, as you move ahead in this journey.


The Matrix


  1. At the top of the tab, write the task title. List the names of the people who will be performing this mission, followed by the training that will be needed. Carry on in this manner for each task.
  2. Gather all of the current training certificates and enter them into a training matrix.
  3. Normally, the names of the people will be mentioned in a column to the left of the title. Then, along the top, list the training/skills or competency in a row. Examining each individual and going through the pages of training criteria, noting whether or not the training is required for their job position.
  4. If a requirement exists, note whether the individual has the required certificate or qualification and, if applicable, the expiration date. If a certificate is missing and there is a requirement, record it.




A training matrix is traditionally held on a spreadsheet, but keeping it up to date can be tedious and time-consuming. When using spreadsheets, human error and resulting data loss is a common issue. The training need analysis process will be simplified and streamlined, and the training matrix component will be automated, thanks to training management software.


It is the most effective way to collect, monitor and handle the company’s training needs. It presents the data in a logical and easy-to-understand manner. You must first determine what details should be used in the matrix before proceeding. This is a good time to take a look at the employees and the roles they perform. Not only their designation, but their unique roles as well. Not everyone with the same job title performs the same duties, and their learning requirements are different. Take, for example, a Warehouse Operative. It’s possible that they’ll all need manual handling training. Just a few of them would be needed to operate a forklift, which comes with its own set of training requirements.


It’s important to note that this is an ongoing process that needs to be updated on a regular basis to prevent issues that might come up in the future. If you want to make this phase easier and reduce the possibility of problems with your training requirements and is   hunting at more effective and automated methods of working, Eficaz would be delighted to demonstrate how Xccelerate Workplace Training Management Software can make this a cakewalk for you.


Conducting a training needs review is a good way to standardize the workforce training and ensure that everyone follows the rules you create. The importance of training in a person’s competency cannot be overstated.