NINE BASIC NEEDS ANALYSIS METHODS: Advantages and Disadvantages
METHOD
ADVANTAGE
DISADVANTAGE
Observation

Can be Technical as time-motion studies


Can be Functional or Behavioural as observing
a new board or staff member interacting
during a meeting
Minimized interruption of routine workflow or group
activity

Generates in situ (data in place) which is highly relevant
to the situation affected by response

Can be unstructured as walking through
agency offices looking out for evidence of
communication barriers

Used to distinguish between effective and
ineffective behaviours, organizational
structures and processes

Required a highly skilled observer with both process and
content knowledge (unlike an interviewer who need only
process skills)

Only able to collect data within the work setting

Provides for important comparison checks between
inferences of the observer and respondent (with
combined with feedback)

Potential for respondent to feel like they are being spied
upon
Questionnaires

Surveys, pools (random or stratified sample of
respondents, or entire population)

Wide reach

Little free expression of unanticipated responses

Inexpensive


Can use a variety of question formats (open
ended, projective, forced choice, priority
ranking)

Can express without fear or embarrassment
Time and technical skill to set-up (effective questions,
inclusive etc.)

Data is easily summarized and reported

Limited in getting causes of problems or possible
solutions

Low rates of return, grudging responses, unintended/in
appropriate respondents

Alternative forms can be used (Question Sort
or Slip Sort, rating scales etc.)

Self-Administered, under controlled or
uncontrolled conditions
Key Consultation

Information from people in good position to
know what training needs of a particular
group i.e.: board chairperson, service
providers, professional associations, SMEs etc.

Simple and low cost to conduct


Input from several respondents with their own
perspective of the needs of the area, discipline, group
etc.
Built-in bias since its is based upon views of those who
see training needs from their perspective (individually or
organizationally)

May only have a partial picture of training needs due to
the unrepresentative nature of key informant group
(statistically speaking)

Establishes and strengthens lines of communication
between participants in the process
NINE BASIC NEEDS ANALYSIS METHODS: Advantages and Disadvantages
METHOD
ADVANTAGE
DISADVANTAGE
Print Media

Can use professional journals, legislative
news/notes, industry “rags”, trade magazines,
in-house publications

Excellent source for uncovering and clarifying normative
needs

Provides information that is current, and possibly
forward-looking

Readily available and often already reviewed by client
group

Adept at revealing feelings, causes of and possible
solutions to problems that the client is facing (or
anticipates)

Difficult to put data analysis and synthesis into a useable
form

Time consuming

Difficult to analyze and quantify results

Requires a skilled interviewer to ensure clients don’t feel
self-conscious, suspicious, fearful etc.
Interviews

Formal or casual

Structured or unstructured

Used with a sample of a particular group or
with everyone concerned

In-person, by phone, at work site or other
location

Provide maximum opportunity for client to represent
himself spontaneously on their own terms (especially
with open-ended, noon-directive manner)

Permits on-the-spot synthesis of different viewpoints


Builds support for the particular service response that is
decided on
Is time consuming (and therefore initially expensive) for
both the consultant/facilitator and the client

Can produce data that is difficult to synthesize and
quantify (more of problem for less structured
techniques)
Group Discussion

Resembles face to face interviews
(structured/unstructured, formal/casual)

Can be focused on job/role analysis, group
problem analysis, group goal setting, or any
number of group tasks or themes

Uses one or several group facilitation
techniques; brainstorming, nominal group
process, force fields, consensus rankings,
organization mirroring, simulation, and
sculpting

Decreases client’s dependence response towards the
service provided, because data analysis is (or can be) a
shared function

Helps participants become better problem analysts,
better listeners etc.
NINE BASIC NEEDS ANALYSIS METHODS: Advantages and Disadvantages
METHOD
ADVANTAGE
DISADVANTAGE
Tests

Hybridized form of a questionnaire



Can be functionally oriented to test
proficiency
Helpful in determined if the cause the of a recognized
problem is deficiency in knowledge, skill or attitude
Availability of a relatively small number of tests that are
validated for a specific situation

Results are easily quantifiable and comparable

Doesn’t indicate whether measured knowledge and skill
are actually being used on-the-job or
Can consist or org charts, planning
documents, policy manuals, audits, and
budget reports

Provide clues to trouble spots




Provide objective evidence of the results of the problems
within the group
Causes of problems or possible solutions often don’t
show up in these sources
Employee records (grievances, turnover,
accidents etc.)



Can be collected with minimum effort and interruption
of workflow, since they already exist at work sites
Often reflect the past situation, not the current one (or
recently changed one)
Meeting minutes, program reports (cyclical or
closing), memos, service records, program
evaluation students etc.
Need skilled data analyst to identify clear patterns and
trends from the technical and raw data

Case study method takes time away from the actual
work of the organization

Need specialized content analysts

Analysts’ assessment of strengths/weaknesses within the
samples, can be too subjective

May be used as a sample pf learned ideas and
facts

Can be administered with or without the
presence of an assistant
Records and Reports

Work Samples

Similar to observation to in written form

Carry most of the advantage of records and reports data

Can be products generated during the
organization’s work I.e. ad layouts, program
proposals, market analysis, letters, training
designs etc.

Are the organizations own data/own output

Written responses to a hypothetical but
relevant case study provided by the
consultant