Rapidfire Training Needs Analysis using just pencils and paper

Here’s the problem, You are new to the job, or you just got an internal promotion or a sideways move to another section or team. Your Director calls around and says something like.

“Where are we with staff training? Can you get me a draft report on my desk by first thing tomorrow?”

You are new and it is therefore physically impossible to say “no” to the Director. Whatever you think in your head and try to say always comes out as “yes”

OK so what do you do, you have got just under a day to get a training needs analysis to the Director.

Get a sheet of paper (you can use excel but this needs to be fast so do so only if you are a whiz) and write all your staff names along the top. (This technique works for up to 15-20 staff, any more, and you need some help.

Get a copy of their latest job description (they do have one don’t they?) and write down the key skills down the left hand side of the paper. So you have created a grid type affair.

One-by-one, get each person to your desk or somewhere quiet and ask them if they do each task. Tell them this is rough and ready so you want the first answer.

Ask them the question (Can you operate the widget slicer?), if they say yes straight away, that’s one point, if they say no, that’s no points. If they umm and arr.. that’s half.

Do this at a rapid pace - speed is of the essence . No discussing or chit chat. You have said yes to the Director - you don’t want to go back and say you haven’t done it.

When you have finished,

You will be very tired, but more importantly;

You will have a grid of 1’s 0’s and halves

Add the numbers downwards and total them up in the bottom row. More people will know how to do certain tasks and less will know how to do others.

This is your draft training plan.

Type or write this out neatly and put the word “DRAFT” as a watermark.

Make sure this is on the Directors desk first thing next day. Bask in your inventive spirit and vow not to say yes in the future….

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