What, Who, How? A Breakdown of the L&D Analysis Types and When To Use Them

What types of analysis are there in learning and development? Which analysis should I use for my training??

If you’ve found yourself asking these questions then you are in the right place, because in today's article we will be talking about all things analysis.?

By this point, you have heard of ADDIE and the analysis phase. In this article we are going beyond surface-level information, and instead we will take a deep dive into why analysis matters, the different types of analysis you can use, and knowing when to use them.?

Why Analysis Matters to Learning Leaders?

Whether it’s by supporting the creation of impactful learning or determining the success of training, analysis has an impact on all parts of the design and development process. However, for leaders the analysis does more than support decisions on the design of training. It enables you to derive meaningful insights from data and make informed decisions about learning strategies, resource allocation, and program improvements.

For example, if you conduct a needs analysis and determine that sales goals are down due to lack of information, you may decide to release a video series instead of a full training. This approach may allow you to provide support to the sales team faster and require a smaller design and development team.?

The analysis not only provides information that can be used to create engaging and impactful learning, it also provides leaders with the opportunity to look at the bigger picture. But before you can get there, you must first know what types of analysis are available to you, when to use the analysis, and what you can do with the data once it’s been gathered.?

4 Common Learning Analysis Types

Needs analysis

A needs analysis is the process of identifying the specific requirements and expectations of a target audience. It aims to determine what individuals or groups need to know, learn, or accomplish in order to achieve desired outcomes or address specific challenges.?

The needs analysis is typically used to determine what is missing between desired and current job performance. The purpose is to determine why this gap exists and what solutions can be implemented to solve the problem. Steps include interviewing subject matter experts (SMEs) and supervisors, observing the work of the target group, and reviewing current training and information resources.?

When do I conduct the needs analysis??

This type of analysis is used to analyze existing training or the lack of training. The steps include identifying the target group, determining the “need” that is not being met, and understanding the expectations for performance.?

The outcomes of a needs analysis will provide information on the steps that can be taken to provide the target group with what is needed to improve performance. Outcomes will be different each time a needs analysis is conducted because organizations, job roles, and task requirements are always changing. As the learning leader, you will have to determine the course of action based on the findings. For example, findings from the analysis may have you asking: can a small group of designers or developers create personalized job aids or videos to accompany the larger training? Perhaps the analysis identified a larger problem in skill development? If so, you may determine the solution is a new training program, a coaching or mentor program, or the need for new technology.?

Learner analysis?

A learner analysis is the process of studying and understanding the characteristics, demographics, and prior knowledge of the target learner for training. This analysis is focused on understanding the learner’s background, existing skills, motivations and any other relevant factors that can influence their learning process.

The learner analysis comes from data gathered through surveys and interviews. We typically do not have information about the details needed for new training. Therefore, gaining insights into who the learner is and determining what problem they need solved can mold the training into the right solution.?

When do I conduct the learner analysis??

The learner analysis is conducted before creating new training or if a complete redesign is needed. First, the learners are identified using a learner persona. These personas help us to paint an image of the ideal learner. The ideal learner then becomes the target for the surveys and interviews. The information collected is then analyzed and presented in the form of a report to stakeholders so that a training plan can be created.?

The data from the learner analysis provides guidance on the type of content that is needed, the modality of the training that is suitable for the audience, as well as additional support requirements. Different audiences within an organization will have different needs, so conducting a learner analysis for one training will not satisfy the requirements for all training. For example, the ideal learner in new employee onboarding at your company will look different from the learners who need software training. As the learning leader, it will be your responsibility to keep the learner front-of-mind when planning new training or learning programs.?

Gap Analysis?

A gap analysis is a technique used to assess and identify the differences or "gaps" between the current state and the desired state of a system, process, project, or organization. It involves comparing the existing performance against a target to determine areas of improvement and develop strategies to bridge the identified gaps.

The goal of a gap analysis is to provide insights into what needs to be done to achieve the desired outcomes or to align with specific standards, goals, or requirements. It helps organizations or individuals understand their strengths, weaknesses, opportunities, and threats, and enables them to make informed decisions and prioritize their efforts. It is sometimes used in conjunction with the needs analysis.?

When do I conduct the gap analysis??

The gap analysis is typically conducted after a training has been launched. In fact, the gap analysis doesn’t always align with the need for training. At a high level, the gap analysis is conducted to determine if the target is being met (or not being met) due to company strategy or operational execution. However, the information collected does typically lead to the need for training, especially if it is determined that operations are the reasons for not reaching goals.?

The data collected from the gap analysis can be used by learning leaders to see the overall vision in the company. This is one reason why learning leaders need to be involved in these types of leadership activities. If data shows that weaknesses may be due to sales performance, productivity, or product launches, learning leaders can use this information to provide supplemental learning materials, revise current training, or create specific training to meet the goals of these key performance indicators (KPIs).?

Job Analysis?

This analysis takes an in-depth look at the job duties, the environment, relationships, and requirements of a job. The AIHR states, "An important concept of job analysis is that you analyze the job, not the person doing the job" (Vulpen, 2022). Therefore, the main focus is on all aspects related to the job and not the employees. A tool commonly used by the United States Army, the job analysis is a process used to determine the responsibilities, requirements, and details of specific jobs.

The job analysis process is broken into subsections: task analysis, environment analysis, and technical analysis. Each of these subsections may be completed as part of the overall job analysis or used on their own to complete a smaller analysis around a specific topic.?

Task analysis

Task analysis is the process of breaking down a complex task or activity into smaller, manageable steps or subtasks. It aims to understand the knowledge, skills, and actions required to successfully perform a task. Task analysis is often used to identify specific requirements of a task and guide the development of instructional materials, interfaces, or procedures. For example, if you wanted to create a job aid to help learners complete the process of logging customer feedback you would use the task analysis to determine the steps.?

Environment Analysis

An environment analysis is the process of examining and evaluating the external factors and conditions that impact a person, project, or situation. It may involve assessing the physical location, people that are interacted with, and even legal factors related to the position. The purpose of conducting an environment analysis is to gain a comprehensive understanding of the external factors that have an affect on the job. As a learning leader, this may have an impact as you plan for training and determine factors beyond the information being taught.?

Technical Analysis

Technical analysis is the process of reviewing and identifying the technology, including hardware and software, needed to perform a job. This analysis not only determines the technology used, but also takes into account devices that are used. The technical analysis can also be used to determine modality for the training. For example, a technical analysis may be conducted to determine if SCORM will run on the company’s LMS and the devices issued to employees.?

When do I conduct the job analysis??

The answer to this question depends on what you want to accomplish. If you are working with HR to determine a new job role and the training that would be required, then you would conduct the analysis before planning the training. You would also want to do this first if you are creating a new program or defining a career pathway. However, if you are conducting an evaluation in order to determine how training can better support the person that will be doing this job, you would most likely conduct the analysis after training has been implemented. If this is the case, many learning leaders may break apart the job analysis and use one of the subsections, like the task analysis.?

The data collected from a job analysis is used to design specific job training. This means that training will be focused around a specific audience and the goal of the training is to teach them how to perform specific tasks as part of their job. Typically, the job analysis is completed in conjunction with human resources to accomplish multiple goals, which may include: creating job descriptions, providing guidance on the job classifications, and determining how to support job hiring and providing the right training.?

To summarize, the four most common types of analysis you will encounter in the corporate design and development space is the needs analysis, learner analysis, gap analysis, and job analysis. Do not be surprised if you even hear these analyses used interchangeably. For example, a gap analysis may be called a needs-gap analysis or the technical analysis is sometimes called a needs analysis. Do note that there are additional analyses that may be conducted. For example, the topic analysis is commonly used in academia but not in a corporate training environment.?

Don’t be concerned if you’re still wondering: which analysis should I use? The good news is that the process is very similar, no matter which analysis you choose. Begin by asking, what problem am I trying to solve? Once you know the answer to this question, the actual process of conducting the analysis looks the same.?

The Process of Conducting an Analysis?

While there are many types of analysis you can conduct, remember that the process is the same for each.?

1. Determine the information you need. First, define clear objectives and research questions to guide your analysis. Next, choose the most appropriate analysis methods and tools that align with your goals. And remember, accuracy and validity are key, so ensure your data is reliable and representative.
2. Gather the information from the right people.?Once you have completed the first step, you will begin to have an idea of who you need information from. For example, you will start with SMEs when conducting a needs analysis and begin by surveying learners if you are conducting a learner analysis. You will want to speak with leadership when conducting a gap analysis. Speaking to IT professionals within the company is essential if you are conducting a technical analysis as part of an overall job analysis.?
3. Analyze the information.?This means you will review the information you’ve collected, conduct research, and make a plan using the data.?
4. Report the findings.?Once you’ve conducted an analysis, you want to share the results. This is an important part of the leadership process because you are educating stakeholders and getting their buy-in on moving forward with a solution.?
5. Create a plan of action.?The final step is to take everything and create a plan. This may include creating a plan for new training, creating independent resources to support employees, revising existing training, or even creating a mentoring or coaching program so support employees.?

Next Steps

Understanding analysis is one of the skills you need to learn if you are ready to take the leap to leadership. This article is a starting point. You now have an overview of different types of analysis in learning and development and have been introduced to four common types of analysis: needs analysis, learner analysis, gap analysis, and job analysis.?

If you have little or no experience in conducting an analysis, start small and gradually expand your skills. Begin by having conversations with others on the type of information you are trying to collect and then determine the type of analysis you would conduct. Practice gathering information by talking to people within the industry, at your company, or even conducting polls on LinkedIn. Use the information you’ve gathered and analyze it to determine what next steps you would take as a learning leader. Don't be afraid to experiment, learn from your findings, and iterate your approach. Although you may be doing this as practice, it will help you to develop your analysis skills gradually and use the insights gained to drive effective training strategies.

If you are looking for a group of people that you can ask questions about the analysis, share your findings, and determine how to move forward I encourage you to join Emerging Leaders in L&D. We are a group of learning and design professionals that are no longer entry level, but are learning the skills needed to take the leap to leadership.?

We offer different levels of membership, but you can join today for free!?

In fact, members of the Emerging Leaders in L&D (ELL&D) group discussed all things analysis during the June 6th live networking event. Members of ELL&D get access to the recording of that event, as well as the worksheet that lays out the process of conducting an analysis.?

Join today and get access to these tools and resources.?

References

Needs Analysis. (n.d.). Training.lbl.gov. https://training.lbl.gov/Resources/NeedsAnalysis.html

Needs Analysis - Training Industry. (2017). Training Industry. https://trainingindustry.com/glossary/needs-analysis/

Types of Analysis for eLearning. (2019, December 9). The ELearning Coach. https://theelearningcoach.com/elearning_design/analysis-for-elearning/

Vulpen, E. van. (2022, December 20). Job Analysis: An HR Practitioner’s Guide. AIHR. https://www.aihr.com/blog/job-analysis/#Methods

Weller, J. (2019). Guide to Gap Analysis with Examples | Smartsheet. Smartsheet. https://www.smartsheet.com/gap-analysis-method-examples