Needs Assessment
The term, “needs assessment,” however is a term of art—it
has many different meanings, depending on the use to which it is being
put. For some, it is part of an
organization’s business plan (see http://nonprofit.about.com/od/nonprofitbasics/f/needsassess.htm). In that case, the purpose of a "needs
assessment" to determine if there is really a need in your community for
the services you propose to offer. In
that case, one would ask questions like
For others, it is a process of
leading the Board of an organization through a reflection on the
There are many ways to perform a needs assessment. You can gather data about
the community and other nonprofit organizations that are working on similar
problems. You can do an actual survey by phone, mail, or door to door,
interview leaders in the community, and use focus groups. Using a SWOT analysis
(Strengths, Weaknesses, Opportunities, and Threats), commonly used in business,
can be useful and provides an easy-to-follow format. This chapter focuses
primarily on the issue of needs assessment for community-based and
client-service based organizations. In
these cases, the interesting question is what do the users (the community or
the clients) need, and why. This is a
question that is necessarily driven by the users’
perceptions (and so the Board and staff are not reliable sources). But it also requires some analysis to assess
what the users are saying (so it is not the same as a market analysis). For example, one must distinguish between “needs”
and “wants,” even if the user does not; and even though an addict is certain
that a “fix” is what is needed, he/she is wrong.
Iowa State University Extension lists five techniques for
needs assessment for community groups and organizations (http://www.extension.iastate.edu/communities/tools/assess/):
1. Existing Data Approach: Frequently, other agencies in the community
(or in the larger community) gather and report data which describe the
community. The data may be gathered
regularly (“series data”) or only once (“special report” data). The various units of government (city,
county, state, federal) gather data on a wide range of
activities (demographics, business and industry, housing, crime, health). Many private organizations also do this (
· Advantages
o Makes use of already existing statistical data
o Can be done relatively quickly and inexpensively
o Easy to track changes over time
· Disadvantages
o Indicators often are indirect and may not measure exactly what is desired
o Available information may be dated
o Usually does not include data on perception and dispositions
· Advantages
o Valid and reliable data
o Represents the attitudes of a broad range of individuals
o Can obtain information on opinions as well as behavior
· Disadvantages
o May be more costly than other approaches - dollars and volunteer time
o Questionnaire construction requires particular skill
o Requires technical skill in sampling and statistical analysis
· Advantages
o Quick and inexpensive
o Questionnaire usually easy to prepare
o Contact in the information gathering process may help provide legitimation for later implementation
· Disadvantages
o Information likely to be biased - age, occupation, education, income, location, in-group identity
o Information is typically from "providers" of services as opposed to "customers" of services
o Information is not necessarily representative of the entire community (no scientific sampling used)
· Advantages
o Inexpensive and easy, although facilitator will need particular skill in managing group dynamics
o Input comes from a wide range of people
o May have good public relations as well as planning benefits
· Disadvantages
o Those who attend may not be representative of total community; special interests may even pack the meeting
o Participants may try to use the forum as a gripe session (people who are satisfied have less incentive to turn out)
o Public meeting may heighten expectations beyond what the program may reasonably expect to deliver
· Advantages
o moderately easy to undertake
o social interaction in the group produces freer and more complex responses
o the moderator can probe for clarification and solicit greater detail
o responses have high face validity due to the clarity of the context and detail of the discussion
· Disadvantages
o requires highly skilled moderator
o can be difficult to schedule a time convenient for participants
o individual responses are not independent of one another
o because the group is hand-selected, the results will not be representative of the general population
Once you have gathered the information for your needs assessment, it still must be analyzed. Jane Davidson’s Evaluation Methodology Basics: The Nuts & Bolts of Sound Evaluation (Sage Publications, 2005) provides useful guidance:
a. In general, people for whom something changes (or should change) as a result of a particular activity
b. Sometimes, goal is to prevent change.
c. Distinguish between “upstream stakeholders” and “downstream users”
II. Needs vs. wants
a. Need is something without which unsatisfactory functioning occurs.
b. Want is conscious desire without which dissatisfaction (but not necessarily unsatisfactory functioning) occurs.
c. Needs are context-dependent (i.e., few needs are absolute)
d. Types of needs
i. Conscious vs. unconscious
ii. Met vs. unmet
iii. Performance needs vs. instrumental needs
e. Needs assessment method
i. Identify & document performance needs (“Severity documentation”)
1. Document extent (quantitative data)
2. Investigate individuals in need (qualitative data)
3. Consider additional performance needs
ii. Investigate the underlying causes of performance needs (“diagnostic phase”)
1. Develop “Logic Model” (cause-effect relations linking goals to actions/inputs to outputs/outcomes, resulting in desired outcomes)
2. “If this action is taken, will address this underlying need, which should solve this problem”
3. Makes assumptions specific, allows them to be challenged and tested
4. Complete model should include all major needs identified
iii. Strategy for identifying performance needs (2x2 table)
1. Met/Unmet needs X Conscious/Unconscious needs
© 2004 A.J.Filipovitch
Revised 1 April 2008