What is a learning needs analysis and do you really need one?

A learning needs analysis sounds like the kind of thing that adds weeks to a project and costs money you do not have. Sometimes it does. Sometimes it is the thing that saves you from building the wrong course entirely.

The honest answer to whether you need a learning needs analysis is: it depends on how well you already understand the problem.

What a learning needs analysis actually is

A learning needs analysis is a structured process for establishing what learners currently know, what they need to know or be able to do, and what the gap between those two things is. It typically involves conversations with learners or their managers, a review of existing performance data or incident records, and a clear articulation of the desired outcomes.

The output is a set of defined learning objectives that a course can be built around, along with a recommendation for the appropriate learning approach.

When you genuinely need one

You need a proper learning needs analysis when:

1. 1

   You are not sure whether a training course is the right solution to the problem you are trying to solve. (Sometimes the problem is not a knowledge gap but a process failure, a management issue, or a resource constraint. A course will not fix any of those.)

2. 2

   You are commissioning a significant programme for a large number of learners and the cost of getting the design wrong is high.

3. 3

   There are multiple stakeholders with different views on what the course should cover, and you need a principled basis for making decisions.

When you probably do not

You probably do not need a formal learning needs analysis when:

1. 1

   The training requirement is clearly defined by external regulation. Allergen awareness training must cover specific topics dictated by legislation. The objectives are not up for debate.

2. 2

   You are updating an existing course with new information rather than designing something new.

3. 3

   The scope is small and well understood by everyone involved.

The value of a learning needs analysis is proportional to the uncertainty at the start of the project. If you already know clearly what learners need to be able to do and why, a lightweight version covering the key questions may be all you need.

A lightweight alternative

Rather than a formal analysis, a structured conversation covering five questions before development starts achieves much of the same value for smaller projects: What do learners currently do? What should they do differently after this training? What is preventing them from doing that now? How will we know the training has worked? Who needs to approve the content?

If those questions have clear answers, you have enough to build from.

About the Author

Dan Deveney is a digital designer, educational specialist, and developer based near Dartmoor in Devon. Through Granite & Glitch, he works with small businesses, charities, and community groups to create accessible, high-performance digital projects, drawing on more than 15 years of experience across design, education, and development.