To determine whether and what kind of training is needed, the manager or the training specialist (or both working together) should look at the current work situation, decide what skills are needed, and determine what skills the staff lack. There are two types of training needs assessments: one for basic training of new staff and one for strengthening the skills of current staff. For the first, use job descriptions or task analyses to determine the correct curriculum for initial training. For the second, use supervision or client surveys to reveal the problem areas to address in training. A variety of methods can be used in this analysis:
An analysis of job descriptions and workplans. Review the job description for each position and list the critical skills that are needed by the people filling that position. If any employees in that position lack a necessary skill, it should be included in the training program and the person lacking the skill should attend the relevant modules of the course. Use the work plan to ensure that organizational objectives will be addressed by the training.
Task analysis. To conduct a task analysis, make a list of all the tasks, large and small, which a person carries out in her or his job. Describe in detail all the activities that make up each task. Determine the skills, knowledge, attitudes, equipment, material, consequences, and risks involved in each activity. Group this information into units of related tasks requiring similar skills and knowledge, and transform these units into training objectives and methods (didactic or practical).
On-the-job supervision and observations. By observing the employees as they go about their routine work, you ought to be able to notice when someone does not fully understand a task, performs a task incorrectly or poorly, or is giving out incorrect information.
Client surveys. There are several ways to survey your clients, and the purpose of all of them is to determine whether the way in which family planning services are being provided is meeting the needs of the clients. Exit interviews can be conducted with clients to discover how services could be improved and what aspects clients were satisfied with. Exit interviews include "missed opportunity" surveys that are conducted to discover whether any opportunities were not used to advantage. For example, a mother came to have her children immunized: did anyone speak to her about family planning? Another useful method for surveying clients is the focus group, which brings together potential, current, or former family planning clients for a guided discussion on a particular issue.
The results of your needs assessment will serve as a basis for the design of your training programs.