Learning Needs Analysis: Guide and Toolkit

A well-executed Learning Needs Analysis (LNA) ensures that development efforts address actual gaps, driving personal growth and organisational success.

1. Define the scope and purpose

Why this matters: To ensure stakeholders are focused and aligned from the get-go.

Example: An HR department identifies a rise in digital transformation efforts and seeks to enhance employees' data analytics skills.

Tip: Draft a single-sentence purpose statement, e.g. "This LNA will identify skill gaps in digital literacy to support the 2025 digitalisation strategy."

2. Collect data

Methods: You will need to collect a range of data types, including organisation goals and anything pre-existing in internal systems, employee input through focus groups, surveys, attending team meetings and performance data detailed in role-related documents and through desk-based research.

Tip: Use tools like Google Forms for quick surveys and schedule focus groups with diverse teams.

Tip: Review Apolitical's priority areas for public servant skills development across four domains, from the global Learning and Skills Trends survey.

https://apolitical.co/pages/learning-and-skills-trends/

Tip from CIPD: “Much of the data will be sensitive, particularly where individuals’ knowledge and skills gaps are exposed, so confidentiality must be respected. In addition, there are times when major change is planned that senior management wish to keep confidential. In these situations, L&D professionals may need to build relationships and work with managers to show how L&D can contribute to the success of an initiative.”

3. Analyse findings

Steps:

1. Organise responses by frequency of mentions (e.g., ‘technical skills gap’ vs. ‘soft skills gap’). You may apply a rationalisation process for responses which have similar meanings.

2. Map gaps against strategic priorities to focus on high-impact areas

3. Use software like Excel or Tableau to visualise data

Example: A department identifies that 70% of employees lack intermediate Excel skills, while 40% highlight difficulties in stakeholder management.

4. Prioritise needs

Tip: Apply SMART criteria (Specific, Measurable, Achievable, Relevant, Time-bound) to rank priorities on a quadrant like the one above.

5. Develop an action plan

Tip: Match each learning need to specific interventions, and ensure clear deadlines and accountability for implementation. The plan may also benefit from an evaluation framework, e.g. how will we know the learner is better at the skill after the learning initiative.

Examples: "Excel skills": Offer a 3-week online course. "Stakeholder engagement": Schedule a 2-day workshop with a facilitator.

6. Communicate results

Tip: Use a summary dashboard or one-page report to present findings. Include visuals like pie charts or heatmaps for impact.

Example: A leadership presentation showcasing the top three learning gaps, the proposed solutions, and expected outcomes.

Tips for success

• Involve employees: Use collaborative approaches like workshops to ensure buy-in.

• Leverage tech: Use tools like Power BI for data analysis.

• Iterate regularly: Conduct biannual LNAs to stay current.

• Benchmark progress: Compare results with other departments to measure improvement.

Additional resources

• Use SurveyMonkey for employee feedback

• Use Power BI for data visualisation

• Review the CIPD Learning Needs Assessment Guide

• Review the UK Civil Service recommended learning