Training needs analysis template (free): find and rank your training gaps
The short answer
A training needs analysis compares the skill level a role needs with the level people have today. For each skill, record the gap, how many people it affects and how much it matters to the business. Rank by gap × people × impact, train the top few first, and use evidence such as assessments rather than self-ratings to score the levels.
1. List the skills and rate them
| Skill or task | Needed (1-5) | Today (1-5) | People | Impact | Remove |
|---|---|---|---|---|---|
2. Your priorities
| # | Skill | Gap | Score | Suggested action |
|---|---|---|---|---|
| 1 | Using AI tools safely and well | 2 | 240 | Structured programme with practice |
| 2 | Giving feedback (new managers) | 2 | 72 | Structured programme with practice |
| 3 | Customer communication | 1 | 60 | Practice and job aids (kit, microlearning) |
| 4 | Data and Excel analysis | 1 | 50 | Practice and job aids (kit, microlearning) |
| 5 | Presenting to leadership | 1 | 10 | Practice and job aids (kit, microlearning) |
Score = gap × people × impact (High 3, Medium 2, Low 1). Ratings are only as good as the evidence behind them: use assessments, work samples or manager observation rather than self-ratings alone.
How to use the template
- List the skills or tasks that matter for the roles in scope (start from goals, job descriptions and recent problems).
- Rate the level the role needs and the level today on the same 1 to 5 scale.
- Enter how many people have the gap and the business impact if it is not closed.
- Read the ranked list: a gap of 1 usually needs practice and job aids; 2 or more needs a structured programme.
- Download the CSV, add owners and dates, and agree it with managers.
The three levels of a TNA
Organisation: which goals and changes need new skills. Role or task: what good performance looks like in each role. Person: who has which gap. This template works at the role and person levels; start from the organisation level to choose the skills.
Not every gap is a training problem. If people know how but do not, look at tools, process, time and incentives first.
Questions people ask next
What is a training needs analysis?
A structured way to find the gap between the skills people need for their work and the skills they have, and to decide which gaps training should close first.
How do you prioritise training needs?
By the size of the gap, how many people it affects and its business impact. This template multiplies the three into a score and ranks the skills.
How do I rate skill levels fairly?
Use evidence: short assessments, work samples, manager observation or a diagnostic. Self-ratings alone tend to overstate some skills and understate others.
Can I use this in Excel?
Yes. Press Download as CSV and open the file in Excel or Google Sheets.