An Employee Training Needs Analysis helps identify the difference between an employee’s current skills and the competency levels required for their role. It provides a structured way to determine where training or development may be needed instead of selecting training activities without first identifying specific skill gaps.
Use the Employee Training Needs Analysis Generator below to assess individual competencies, compare current and required levels, assign priorities, and select appropriate development methods. You can also record recommended actions, target dates, responsible persons, and expected outcomes. The completed analysis updates automatically in the Live Preview and can be printed or saved as a PDF for training planning, performance discussions, or employee development records.
Frequently Asked Questions
What is a training needs analysis?
A training needs analysis is a structured review of the skills and competency levels required for a role compared with the employee's current level. It helps identify development gaps and organize training priorities.
How does this generator calculate a competency gap?
The generator compares the required competency level with the current level. When the required level is higher, the difference is shown as the gap. If the current level equals or exceeds the required level, the report shows no gap.
What do the competency levels mean?
The tool uses five levels: Beginner, Basic, Competent, Advanced, and Expert. Use them consistently within the review so current and required levels can be compared meaningfully.
What is a high-priority gap?
A high-priority gap is a competency marked High priority that also has a positive difference between the required and current levels. A High priority item with no actual gap is not counted as a high-priority gap.
What does average gap across assessed competencies mean?
It is the average numerical gap across all competencies included in the analysis, including competencies with a zero gap. It provides a simple summary of the overall development gap in the assessment.
Can I add or remove competencies?
Yes. Use Add Competency to create additional skill rows and Remove to delete competencies that are not relevant to the employee or role being reviewed.
Which training methods can I select?
The generator includes options such as on-the-job training, coaching or mentoring, workshops or classroom training, online courses, job rotation, certification programs, self-study, and other methods.
What should I enter in the role or performance objective?
Describe the performance expectations or development objective that provides context for the assessment. This can help explain why particular competencies and required levels were selected.
What should the expected outcome or success measure include?
Use measurable or observable outcomes where possible, such as completing a task independently, improving reporting accuracy, meeting a service standard, obtaining a certification, or demonstrating a required skill level.
Can I use the generator for development planning as well as training?
Yes. The available development methods include activities such as coaching, mentoring, job rotation, self-study, and formal training, so the report can support a broader employee development plan.
Can I print or save the training needs analysis as a PDF?
Yes. Use Print / Save PDF in the Live Preview. Your browser's print dialog can be used to print the A4 report or save it as a PDF.
Does the generator automatically decide what training an employee needs?
No. The generator organizes the competency levels, priorities, methods, and development actions entered by the reviewer. The suitability of the assessment and training recommendations should be determined by the organization or reviewer.
How Training Needs Are Identified
Training needs are identified by comparing an employee’s current competency level with the required competency level for the role. Each competency can also be assigned a priority and an appropriate training or development method.
When the required level is higher than the current level, the generator identifies a competency gap. If the employee already meets or exceeds the required level, the report records No Gap.
Understanding the Competency Gap
The generator uses five levels: Beginner, Basic, Competent, Advanced, and Expert.
The basic comparison is:
Competency Gap = Required Level − Current Level
For example, if the current level is Basic (2) and the required level is Advanced (4), the identified gap is 2.
This provides a consistent way to compare multiple competencies within the same assessment.
Setting Training Priorities
A competency gap does not automatically mean that it requires immediate training. Each competency can be classified as High, Medium, or Low priority according to the employee’s responsibilities and development objectives.
The analysis separately identifies High Priority Gaps, helping reviewers distinguish immediate development needs from areas that may be addressed over a longer period.
From Skill Gaps to a Development Plan
After identifying a gap, an appropriate development method can be selected, such as on-the-job training, coaching or mentoring, workshops, online courses, job rotation, certification, or self-study.
The Development Plan can then document the recommended actions, target completion date, responsible person, and expected outcome or success measure. This turns the assessment into an actionable employee-development record.
