Rapid Needs Analysis

Terri Lund, Susan Barksdale

Description

The rapid pace of business today may preclude the often lengthy, time-consuming process of needs analysis. Rapid Needs Analysis provides its readers with a framework to conduct an analysis of a performance problem in a fast and efficient manner. Moreover, this book will help you decide if needs analysis is warranted in the first place, and if so, how to get it done quickly. You’ll learn how to analyze a request for a performance solution and how to identify a current situation through rapid methods, such as using technology. You will find the practical needs analysis process, methodologies, and tools helpful in most every situation that requires needs analysis. Case studies are also provided to illustrate each step in the needs analysis process along with examples of how other companies have been successful using the process.

Sujets

• Efficacité professionnelle
• Business
• Economics
• Training
• Employabilité, métiers et formations

Informations

• Publié par: Association for Talent Development
• Date de parution: 26 mai 2023
• Nombre de lectures: 0
• EAN13: 9781607284925
• Langue: English

Extrait

T HE ASTD L EARNING AND P ERFORMANCE W ORKBOOK S ERIES

Needs Analysis

Tools, Worksheets, and Job Aids to Help You: • Determine in “Internet Time” if Analysis Is Needed • Find and Analyze a Performance Problem Fast • Recommend the Best Solution to Meet Business Needs

Susan Barksdale and Teri Lund

© 2001 by ASTD.

All rights reserved. Printed in the United States of America.

No part of this publication may be reproduced, distributed, or transmitted in any form or by any means, including photocopying, recording, or other electronic or mechanical methods, without the prior written per- mission of the publisher, except in the case of brief quotations embodied in critical reviews and certain other noncommercial uses permitted by copyright law. For permission requests, write to ASTD, Publications Department, Box 1443, Alexandria, VA 22313-2043.

Ordering information:Books published by ASTD can be ordered by calling 800.628.2783 or 703.683.8100, or via the Website at www.astd.org.

Library of Congress Catalog Card Number: 2001117677

ISBN:1-56286-297-9

Preface

Introduction

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Contents

Step 1: Analyzing the Request Case Examples Step 1 Activities Validating the Request Determining the Background Information Needed Identifying the Business Need for the Analysis Identifying the Expected Outcomes for the Solution Analyzing the Risks Involved in Conducting the Analysis Gaining Commitment to Conduct the Analysis Clarifying the Information Needed from the Analysis Based on the Type of Request Determining the Information You Have and What You Need Defining Specific Information Developing the Rapid Needs Analysis Project Plan Chapter Summary Discussion Questions

Step 2: Identifying the Current Situation Case Examples Step 2 Activities Locating the Needed Information Determining the Data Collection Methods Developing the Instruments to Gather the Information Testing the Data Gathering Instruments Gathering the Information Identifying Gaps and Errors in the Information Collected Collecting Additional Information If Needed Chapter Summary Discussion Questions

Step 3: Analyzing the Data Case Examples Step 3 Activities

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25 25 25 25 26 32 42 42 45 46 47 47

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Planning the Data Analysis Choosing the Type of Analysis Identifying Data Bias Analyzing the Data Interpreting the Results Aligning Results with Business Drivers and Business Needs Identifying the Performance Gap Evaluating the Identified Solution Identifying Performance Measures Validating the Identified Solution with Requester, Sponsor, and Stakeholders Chapter Summary Discussion Questions

Step 4: Determining Solution Specifications What Are Solution Specifications? Case Examples Step 4 Activities Identifying Who Will Be Involved in Determining Specifications Communicating Purpose, Roles, and Responsibilities Discussing Needs Analysis Findings Determining the Specifications Finalizing and Validating the Specifications Identifying Resources Identifying Costs Identifying Risks Versus Benefits Gaining Approval Chapter Summary Discussion Questions

Step 5: Gaining Commitment Case Examples Step 5 Activities Identifying Those Who Need to Commit Selling the Benefits Chapter Summary Discussion Questions

Step 6: Initiating Development of the Solution Case Examples Step 6 Activities Creating a Design Document for the Solution Creating a Development Project Plan Transferring Responsibility for Solution Development Chapter Summary Discussion Questions

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Appendix A: Index of Tables, Worksheets, Tools, and Figures

Appendix B: Glossary

Appendix C: Recommended Resources

About the Authors

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The demands of today’s workplace have challenged the practice of needs analysis. Although there is concern and even controversy over whether taking the time to conduct needs analyses is worthwhile, we believe the practice is very important to workplace learning and performance. The question is not so much whether a needs analysis should be conducted, as how it can be completed quickly and accurately to meet business requirements. A lengthy, time-consuming needs analysis is no longer practical and may not yield accurate informa- tion. Performance needs surface quickly and regularly in response to rapidly emerging business needs, and change at “Internet speed” is the rule rather than the exception. The good ol’ days of taking two or more months to analyze an environment, work practices, and workers have come to an end. Many of the “old” needs analysis methods no longer work in today’s business environment, and using them perpetuates the perception that our profession is always a step or two behind or, even worse, not responsive to our cus- tomers’ needs. Will conducting a needs analysis using a rapid approach compromise our professional standards, standards that many of us have been bound to for years? To the contrary, we believe that Rapid Needs Analysis does not compromise these standards, but rather adapts them to meet the requirements of today’s workplace. Ultimately, this will help increase WLP’s credibility and result in many more successes than failures. To be sure, there is risk involved in conducting a Rapid Needs Analysis, because information that is gathered quickly and the resulting decisions may not

Preface

always be 100% correct. But then again, the risk is greater if you use time-consuming, complex methods to analyze performance improvement needs that most likely will have changed by the time you complete your analysis. We have worked in the WLP field for a combined total of 40 years and have spent much of that time focused on how to make the analysis of business and performance needs fast, efficient, and effective. Our experience with protracted analyses and identification of solutions that never made it to development because business needs changed during the analysis led us to experiment with different approaches to dis- covering needs. This experimentation resulted in the development of the Rapid Needs Analysis process. We understand needs analysis from its theoretical roots, but this book also reflects what we have learned in “the school of hard knocks.” It is the end result of our work over many years with numerous WLP clients to help them increase the quality of their deliverables and ensure their continued credible presence within the organization. We were encouraged by our clients and by those who have attended our public workshops to document this experience and provide a how-to book that would go beyond theory. Think of this book as a guided tour of Rapid Needs Analysis led by two people who have been on the analysis front line and who have learned from their successes as well as their failures. We sincerely believe this book reflects what we have learned and will help you analyze business and performance needs to iden- tify the best solutions possible. Susan Barksdale and Teri Lund August 2001

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apid Needs Analysisprovides a practical cien R tly. We describe the Rapid Needs Analysis process framework to use in conducting an analysis of a performance problem quickly and effi- and provide methods and tools that you can use in almost every situation that requires analysis. Case stud- ies in every chapter illustrate each step in the process and describe how other companies have approached the process. This workbook will help you decide if an analysis is needed and, if so, how to get it done quickly. It shows you how to analyze the request for a performance solution and how to assess the current situation. The workbook also addresses how to analyze the data gathered and determine the specifications for a solution. The use of technology is extremely important in gathering and analyzing the data you need to rec- ommend solutions that are both appropriate and time- ly. We provide guidelines for reviewing the solution requirements with your business partners, gaining their commitment to the solution, and initiating the design and development (or procurement) process. You can use only those parts of the book you need. For example, if you are in the midst of con- ducting an analysis, you can focus on the rapid data gathering methods identified in chapter 2—Step 2: Identifying the Current Situation. Or if you have already collected the data and need help analyzing it quickly and accurately, you can use the methods and tools outlined in chapter 3—Step 3: Analyzing the Data. Appendix A, at the end of this workbook, will help you quickly find the specific tools you need from among the many presented. Rapid Needs Analysisprovides the most up-to- date, proved analysis techniques; it makes specific methods, case examples, checklists, and other tools available for immediate application to your organiza- tion. This workbook will show you how to

• analyze the request to develop a performance solution or conduct an analysis • identify performance expectations

Introduction

• plan for the analysis • identify the current situation using the most appropriate data collection tools • analyze the data collected • identify the performance gap • evaluate the identified solution

• determine and validate specifications for the solution with stakeholders, subject matter experts, and solution designers • gain approval for developing the solution • gain commitment to solution development and implementation • initiate the development of the solution by completing design documents and a develop- ment project plan • transfer responsibility for development to the development project manager.

Target Audiences

WLP practitioners, including trainers, instructional designers, organizational development consultants, and human performance technologists, will find this workbook most valuable. Managers in a variety of industries who are interested in or responsible for the effectiveness of WLP interventions may also find this book useful. If your job involves improving human performance and you are interested in quickly analyz- ing performance improvement needs, thenRapid Needs Analysisis important reading for you.

Structure of the Book

This book consists of six chapters that correspond to the steps in the Rapid Needs Analysis process.

Step 1: Analyzing the Request In step 1, you will analyze the request, which usu- ally takes one of two forms (a business partner will say

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Rapid Needs Analysis

either “this is what we need” or “this is the problem”). You must determine why the request is being made, how urgent it is, and how it is linked to the business needs and the desired outcome.

Step 2: Identifying the Current Situation Step 2 involves gathering data from the environ- ment so you can determine how employees are per- forming currently, identify the causes of performance problems, and identify environmental barriers that are affecting performance. Chapter 2 introduces data collection methods and the best uses of technology.

Step 3: Analyzing the Data In step 3, you will analyze the information you gathered in the previous step and then compare it with the desired outcomes identified by your business part- ners in step 1. The type of analysis you use will be linked to the type of data gathering you conducted in step 2 and the ways you will use the data.

Step 4: Determining Solution Specifications Step 4 addresses how to determine the specifica- tions for the solution identified in the previous step through face-to-face meetings or physical or virtual war rooms. Chapter 4 also discusses how to identify resources, costs, and risks.

Step 5: Gaining Commitment In step 5, you will learn how to gain commitment to developing the solution from those involved. You will learn ways to sell the solution and its benefits to stakeholders, subject matter experts, solution devel- opers, the managers and supervisors of participants, and the participants themselves.

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Step 6: Initiating Development of the Solution The last step in the Rapid Needs Assessment process is initiating development of the solution, which involves collaborating with the development team to create a design document and a development project plan. This concludes the analysis project man- ager’s responsibility for the solution, and the develop- ment project manager takes over.

Appendixes In addition to the six chapters relating to each step of the Rapid Needs Analysis process, this workbook contains an index of the tools presented, a glossary of Rapid Needs Analysis terms, and a listing of needs analysis references.

The ASTD Learning and Performance Workbook Series

Rapid Needs Analysisis the second book in the ASTD Learning and Performance Workbook Series, which is designed to provide WLP practitioners with a founda- tion for the practices that are at the core of our profes- sion. Much like this book, each workbook consists of a practical, step-by-step process and useful tools. The first workbook,Rapid Evaluation,was published in May 2001, and future workbooks will address rapid strategic planning, rapid competency development, and rapid project management. You can use these workbooks individually to focus on a specific WLP practice, or they can be used togeth- er to provide a comprehensive overview of the prac- tices that are most important to WLP. In any event, we are certain that you will benefit from the concepts, practices, and tools presented in this workbook and that you will be able to apply them to your work.