Needs Analysis Template

Conduct a more effective needs analysis with a templated document to guide you.

People using a needs analysis template

What is a Needs Analysis Template?

A needs analysis template is a document that can easily be reproduced in a set format to guide people through the process of conducting a needs analysis for their specific team, business, or client. Needs analysis templates are typically used to gather and organize data in a standardized and structured manner for easy reading, organizing, and documenting.


Having a needs analysis template to help with your day-to-day tasks can be very helpful in the long run. Some of its benefits include:

  • More consistent workflow: By using a standardized needs analysis template, organizations can ensure that they are gathering and organizing their data in a consistent, streamlined, and structured manner. It can also help identify gaps or areas for improvement more effectively and improve the overall accuracy and usefulness of the analysis.
  • More time savings: Conducting a needs analysis can be a time-consuming task, but with a needs analysis template, organizations can save time and effort by following a pre-designed framework.
  • More customizability: Needs analysis templates can be customized to fit the specific needs and goals of the organization. This can help to ensure that the analysis is relevant and useful and help decision-makers identify specific areas for improvement more effectively.

What to Include in a Needs Analysis Template

A needs analysis template can be used in different ways and industries. However, the most common aspects of one include sections for the following:

  • Objectives: Start by clearly defining your needs as an organization or a team and what helped you realize them.
  • Data gathering methods: Identify the methods you will use to gather data, such as surveys, interviews, or focus groups. Be sure to include instructions for conducting these methods effectively.
  • Current practices: Identify the existing policies in your organization or team and assess if they are working well for you.
  • Items to improve on: Once you know what current practices are working well and are still relevant to your organization, consider your needs and if there is anything that can be improved on. This can include rectifying wrong or lacking practices, policies, and regulations by creating or revising them.
  • Action plan: Create a clear and actionable plan for addressing the areas for improvement identified in the analysis. This should include specific goals, timelines, and responsibilities. Additionally, you should also define a way to measure the effectiveness of the new policies or practices you plan to implement in order to efficiently determine if the needs you identified are being addressed.

What are the Common Uses of a Needs Analysis Template

Data for a needs analysis is often collected through surveys, interviews, and focus group discussions. Some ways a needs analysis template can be used include the following:

  • Training needs analysis templates: One of the most common uses for a needs analysis template is creating, managing, and implementing training and learning programs. Such a template can be used to perform skills assessments, identify performance gaps, and address and complete learning objectives.
  • Customer needs analysis templates: Another primary use for a needs analysis template is understanding how one can better serve their customers. A needs analysis template is a great tool to help businesses understand the needs and preferences of their customers, as well as their customer demographics, buying behaviors, and satisfaction levels.
  • Healthcare needs analysis templates: As the healthcare industry is constantly evolving, there are often many new needs identified and created. A needs analysis template can help those working in this industry by evaluating patient needs, modifying and understanding staffing requirements, and maintaining regulatory compliance.
  • Human Resources (HR) and company policy need analysis templates: Companies are often changing their practices and policies to keep compliant with regulations and ensure the safety and well-being of their employees. For this reason, a needs analysis is often used to help HR professionals, managers, and business owners to better identify points for improvement in their leadership and their team or organization’s workings.

Here is a sample needs analysis template in use:

FAQs about Needs Analysis Templates

Needs assessment and needs analysis are both used in identifying performance gaps, issues, and opportunities. These terms are often used interchangeably as they are also used simultaneously. In most cases, a needs assessment template is used before analysis, but sometimes, they can also happen together.

A SWOT analysis template aims to help a company, team, or individual assess their Strengths and Weaknesses, as well as their Opportunities and the Threats they may face. It is different from a needs analysis template but can be used for overall needs assessment and analysis as it can help identify gaps in a certain system, practice, policy, or procedure. 

Ideally, a needs analysis should be conducted regularly from as often as every six months to yearly. You should use your needs analysis template then. However, you can also use your template outside of formal needs analysis and assessment periods if you see fit.

Roselin Manawis
Article by

Roselin Manawis

SafetyCulture Content Specialist
Roselin Manawis is a content writer and researcher for SafetyCulture. She has experience in news writing and content marketing across different fields of discipline. Her background in Communication Arts enables her to leverage multimedia and improve the quality of her work. She also contributed as a research assistant for an international study and as a co-author for two books in 2020. With her informative articles, she aims to ignite digital transformation in workplaces around the world.

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