What Is a Training Matrix? How to Create & Use One [+ Examples]

Keeping up with employee training can get messy fast.

Each team is on the hunt for different skills, certifications expire and compliance rules seem to change every other day.

Without an organized system in place, things often slip through the cracks. Training deadlines get missed, leaving employees struggling to catch up.

And before you know it, you're scrambling to prove training records when audit season rolls around.

That’s where a training matrix comes in handy. This visual tracker keeps things organized and ensures every employee has the skills and knowledge they need to succeed—at the right time.

And you know what? According to a study, 68 % of employees say they’d stay longer at a company that invests in their career growth. That means better employee retention rates, stronger performance and a business that actually thrives.

In this guide, we’ll break down what a training matrix is, why it matters and how to build one that actually works. You’ll also get real-world examples, customizable templates and expert-backed tips to get yours up and running.

Let’s dive in!

Table of Contents

• What Is a Training Matrix?
• What to Include in a Training Matrix
• Pros & Cons of Using a Training Matrix
• How to Use a Training Matrix
• How to Create a Training Matrix
• Training Matrix FAQs

What Is a Training Matrix?

A training matrix is a tool used by organizations to track, manage and analyze employee training skills and qualifications. It typically maps out employees' names against required training courses or skills in a grid or table format, indicating each individual's current training status and progress.

A training matrix helps L&D and HR teams identify skill gaps, provide targeted training opportunities and enhance workforce development.

Here's a sample training matrix for SOAR (Security Orchestration, Automation and Response), which is used in cybersecurity to streamline threat detection, analysis and response.

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This training matrix template provides a clear, visual representation of employee training progress across key SOAR-related competencies. 

• Each row represents an individual employee, while the columns break down essential training areas such as SOAR fundamentals, playbook development, incident response automation and more.  
• Each cell in the matrix indicates an employee’s training status:
  • ✅ Completed – The employee has successfully completed training in that area.
  • ⏳ In Progress – The employee is currently undergoing training.
  • ❌ Not Started – The training has yet to begin.

• The training matrix example also tracks certification status and next training goals so managers can plan professional development paths for their team members.

Training Needs Analysis vs Training Matrix vs. Skills Matrix

It’s easy to confuse training needs analysis (TNA), training matrix and skills matrix since they’re all used to track and develop employee skills.

But while they’re closely related, they play different roles in training and development.

A training needs analysis (TNA) is your starting point. Before jumping into training, you need to assess current skills, identify gaps and align training with business goals.

For example, a cybersecurity firm might conduct a training needs analysis to see if analysts lack SOAR (Security Orchestration, Automation and Response) expertise before launching specialized training.

Once you know what training is needed, a training matrix helps map it out. It’s a visual guide that shows who needs training, the type of training needed, when it should happen and how it aligns with their role.

A skills matrix assesses what skills employees already have and how proficient they are in each area. It helps leaders spot strengths, weaknesses and opportunities for further training.

This table makes it easier to see how each concept fits into the overall employee development framework.

What to Include in a Training Matrix

When designing a training matrix, here are the key elements you should always include:

1. Employee/Role Information

• Employee Name: Record the full name of the employee undergoing training.
  Job Role/Title: Specify the employee's position within the organization to align training with responsibilities.
• Department/Team: Indicate the department or team the employee belongs to for relevant training assignments.
• Supervisor/Manager: Identify the employee’s direct supervisor to ensure accountability for training progress.

2. Training Requirements and Programs

• Required Skills/Competencies: List the skills and competencies necessary for each role or position.
  Training Gaps: Identify any gaps between required skills and current qualifications, indicating areas where training is needed.
• Course/Training Name: Clearly state the title of the training session, program or certification and whether the training is mandatory or optional for the employee.
• Delivery Format: Specify the delivery format (e.g., online course, workshop, hands-on lab, on-the-job training)
• Training Provider: Identify who is delivering the training—an internal SME, manager, external vendor or a security training institution.

3. Training Completion & Status

• Duration & Schedule: Define how long the training will take and set realistic timelines for completion.
• Training Start and Completion Date: Record when the employee begins and ends training.
• Assessment Score (if applicable): Include test results or performance evaluations to measure training effectiveness.
• Status: Track progress and update as Not Started, In Progress or Completed.

4. Skill Levels & Proficiency

• Pre-training Skill Level: Assess and document the employee’s starting competency before training.
• Post-training Skill Level: Measure and record improvements after training completion.
• Certifications (if applicable): Ensure employees obtain relevant industry certifications where required.
• Additional Notes: Include any special accommodations or learning needs for employees and feedback from trainees or trainers to improve future training programs.

Pros & Cons of Using a Training Matrix

A training matrix offers a lot of benefits for employee development, skill alignment and maintaining compliance in organizations.

But like any system, it’s not without its challenges. If it’s not carefully managed, a training matrix can become rigid, resource-intensive or even outdated, which defeats its purpose.

So, what makes a training matrix work, and where does it fall short? Let’s break it down in this table.

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How to Use a Training Matrix

When combined with a Training Needs Analysis (TNA) and a skills matrix, a training matrix creates a powerful system for workforce development.

But simply having a training matrix won’t help you much unless you know how to use it effectively.

Let’s break down the key steps to using a training matrix effectively.

• Link the Training Matrix to Your Business & Employee Needs
• Populate the Training Matrix
• Track and Manage Training Progress
• Use the Training Matrix for Compliance and Audit Readiness
• Use the Training Matrix for Employee Growth Plans
• Implement Training Programs with Maximum Impact
• Keep Your Training Matrix Up-to-Date
• Measure Training Effectiveness and Make Adjustments

1. Link the Training Matrix to Your Business & Employee Needs

To get the most out of your training matrix, it has to be built with strategic intent so that both the organization and employees benefit from it.

If this isn’t the case, your matrix then becomes an administrative checklist rather than a tool for growth.

The starting point for an effective training program is to conduct a training needs analysis (TNA)

It helps you determine:

• What skills are missing in the workforce?
• Which roles require urgent training interventions?
• How do current employee capabilities compare to business demands?

For example, let’s say your company is transitioning to AI-powered tools. A TNA can help identify which teams need upskilling in automation, data analytics or AI ethics.

Otherwise, you might blow your budget on training programs that waste time and resources and fail to deliver value.

While a TNA assesses gaps at a high level, a skills matrix gives you a granular view of individual employee competencies.

What makes it more effective is that it uncovers skills gaps and prevents one-size-fits-all training. A skill matrix has these key elements:

• Lists key skills required for each role.
• Rates employee proficiency levels (beginner, intermediate, advanced).
• Highlights strengths and areas needing improvement.

When your training matrix is built using insights from both TNA and the skills matrix, training becomes targeted, relevant and highly effective.

2. Populate the Training Matrix

We’ve already covered the key steps to creating a training matrix—from defining its purpose to setting training schedules.

Now, it’s time to take all the insights from your planning phase and structure them into a clear, easy-to-use format. As you fill in your training matrix, here are a few best practices to keep in mind:

• Keep it organized:  A well-structured matrix should be easy to navigate. Use clear categories for employees, job roles, training topics, deadlines and progress status. If your matrix looks cluttered or confusing, you need a clean up.
• Make it role-specific: Not all employees need the same training. Each entry should be relevant to the employee’s role, career path and the organization’s strategic goals.
• Set SMART training objectives: Instead of just listing a course title, specify what the training aims to achieve. For example, instead of “Data Security Training,” you could write “Understand and apply best practices for preventing data breaches.” This makes it easier to measure success.
• Prioritize critical training: Some training programs—such as compliance, safety or industry certifications—are non-negotiable and must be completed by a certain deadline. Highlight these in the matrix so they don’t get lost among optional or long-term training initiatives.
• Update regularly: Your training matrix should never be a “set it and forget it” document. Employees gain new skills, job roles evolve and training requirements change. Schedule periodic reviews to keep up to date (more on this later).

3. Track and Manage Training Progress

Training matrices are real-time performance trackers that should give you a bird’s-eye view of training progress across your organization. But it’s only useful if the data is accurate and current.

Every time an employee completes a training session, it should be logged immediately to prevent gaps in records.

If updates are delayed, managers may assume employees still need training, leading to redundant sessions and wasted resources.

To make tracking simple and visual, assign clear status indicators like:

• Not Started: Employee has yet to begin training.
• In Progress: Training is ongoing but not yet completed.
• Completed: Employee has successfully finished the course.
• Overdue: Training deadline has passed and requires immediate attention.

Color coding the labels provides an even better visual snapshot of progress. For example, you could use red for overdue, yellow for in progress and green for completed. This allows managers to immediately spot bottlenecks or delays and step in where needed.

Monitoring completion rates is also crucial for gauging how well employees are actually engaging with training programs.

For example, low completion rates can signal underlying issues such as time constraints due to workload conflicts. Up to 50% of employees cite lack of time as a significant barrier to participating in training programs. It could also be due to dull or irrelevant content or technical issues with the platform.

When these issues are spotted early, managers can implement targeted solutions.

And when you’re consistently tracking overall progress, you keep training on schedule and create scenarios where employees acquire necessary skills when they are most needed.

4. Use the Training Matrix for Compliance and Audit Readiness

​In industries with strict regulatory requirements, such as healthcare, finance and construction, non-compliance can lead to severe penalties, including hefty fines and reputational damage.

Training matrices keep you compliant and audit-ready. They uncover training gaps and help professionals stay up-to-date with necessary certifications.

Certifications have shelf lives, and letting them lapse can be costly. You can create a training matrix to monitor expiration dates and set up alerts for renewals.

Even when auditors come knocking, all you need is to generate reports to show that your organization takes training and compliance seriously.​ This proactive approach prevents compliance risks and ensures that your team’s qualifications are always current.​

5. Use the Training Matrix for Employee Growth Plans

Your best future leaders might already be on your team. A training matrix makes it easy to spot them.

When you analyze the training records and performance data, you’re able to spot employees who:

• Consistently complete advanced training
• Demonstrate leadership potential or
• Acquire specialized skills that align with key business initiatives

When companies use a training matrix, they are able to recognize these gems early and plan for succession before they start looking elsewhere.

It also helps HR teams spot and prepare high-potential employees for higher roles and lateral moves within the organization. And the impact speaks for itself—up to 90% of employers admit that having a well-defined succession plan leads to higher employee engagement and stronger retention.

When it comes to nurturing talents for succession, a one-size-fits-all training approach rarely leads to meaningful results. That’s because employees have different strengths, weaknesses and aspirations. So, their learning paths should reflect that.

L&D teams can use training matrices as a framework for creating personalized training paths for employees.

6. Implement Training Programs with Maximum Impact

Having a training matrix is a great start. But the real impact comes from how you execute the training.

To get the most out of your training matrix, you need to implement training programs in a way that maximizes learning, keeps employees motivated and drives real results.

People learn in different ways, so consider mixing various formats. A rich blend of online learning, instructor-led sessions, mentoring and on-the-job training can help you cater to different learning preferences. In fact, studies have shown that companies that use blended learning see a 60% higher engagement rate than those that rely on traditional formats alone.

While variety is key, timing is just as important. Instead of overloading employees, spread training out over time. This allows employees to absorb information at a manageable pace.

What’s more, encourage peer learning through mentoring or skill-sharing sessions to add another layer of engagement. Peer coaching has been linked to stronger workplace relationships and higher confidence in applying new skills.

Ask yourself: are the materials too complex or too basic? Is the format effective? Setting up a feedback loop helps you identify gaps, fine-tune your training programs and improve future sessions.

Watch this video to learn how to create training programs your employees will love.

7. Keep Your Training Matrix Up-to-Date

A training matrix isn’t something you set up once and forget about. It needs regular updates to stay functional.

Otherwise, skill gaps will grow, compliance risks will creep in and employees end up missing out on valuable growth opportunities.

The best way to stay ahead? Make updates a habit.

Review your training matrix on a monthly or quarterly basis to keep it relevant. This means logging completed training sessions, adding new requirements and removing outdated courses that no longer serve a purpose.

Another major reason to keep your matrix updated is that industries are changing fast. When regulations shift and technology evolves, businesses that don’t adapt fall behind.

Bottom line? Keep your employee training matrix fresh, relevant and forward-thinking. Review it, tweak it and make sure it’s setting your team—and your business—up for success.

8. Measure Training Effectiveness and Make Adjustments

Tracking completions is helpful, but the real question is: is the training actually working?

One of the best ways to measure real impact is by looking at your employees’ performance.

Are employees working faster? Making fewer mistakes? Hitting their targets more consistently?

Studies show that companies with strong learning cultures see 37% higher productivity. If performance isn’t improving, it’s a sign your training might need a revamp.

But performance metrics only tell part of the story. Employee feedback is just as valuable.

A simple post-training survey can reveal whether employees found the content useful and if they feel more confident applying what they learned.

Then there’s the bigger picture—business outcomes. If training is effective, you should see improvements in key areas like compliance, customer satisfaction and operational efficiency.

If training efforts aren’t moving the needle, it’s time to reassess and refine.

How to Create a Training Matrix

Creating a training matrix is simpler than you can imagine.

But how do you create one that actually works? You can design one using a spreadsheet program like Google Sheets or Excel.

If you need a visually engaging training matrix, you can grab one of Visme’s templates (more on this later).

Here’s a step-by-step guide on how to create a training matrix.

1. Identify Training Needs

Start by figuring out what training is necessary. This depends on your industry, company goals and employee roles.

Some training is mandatory (like safety or compliance training), while others focus on skill development (like leadership programs or technical courses).

Use this training needs analysis (TNA) to identify gaps by comparing current employee skills to what’s required for their roles.

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2. List Employees and Their Roles

Once you know what training is needed, list out all employees and their job titles. This helps assign the right training to the right people.

If your company is large, consider grouping employees by department, location or seniority level to keep things organized.

3. Map Out Required Training

Now, match each role to the required training. This could include certifications, workshops, e-learning courses or on-the-job training. Be specific—name the training programs and what skills they aim to develop.

4. Define Training Objectives

Training goals and objectives serve as a roadmap for what each program aims to accomplish. They provide employees with clear learning goals and help managers measure effectiveness.

Well-defined objectives should be specific, measurable, achievable, relevant and time-bound (SMART).

When setting objectives, consider:

• What skills or knowledge should employees gain?
• How will the training improve performance?
• What measurable outcomes indicate success?

Instead of vague objectives like “understand cybersecurity,” use action-oriented phrasing such as:

• Identify at least three common cyber threats and apply mitigation strategies.
• Demonstrate advanced negotiation skills in role-play exercises and real deals.

5. Set Training Schedules

To keep training on track, assign start dates, deadlines and renewal dates.

Some courses, like compliance and safety certifications, need periodic renewal, while others are one-time learning experiences.

Here’s how to structure a training schedule effectively:

When scheduling training, consider:

• Employee availability: Avoid peak workload periods to ensure full participation.
• Training format: Online courses offer flexibility, while in-person workshops require specific time slots.
• Compliance deadlines: Regulatory training must be completed within mandated timeframes.

6. Track Each Employee’s Training Status

Once your training matrix is set up, it’s time to track who’s doing what. Each employee’s status should be easy to read at a glance—no guesswork, no confusion. The best way to do this? Use a simple set of predefined statuses that clearly show progress.

• Not Assigned: This training isn’t required for the employee.
• Not Started: The employee has been assigned the training but hasn’t begun.
• In Progress: They’ve started the training but haven’t finished yet.
• Not Passed: They completed the training but didn’t pass the assessment.
• Completed: Training is done and they passed successfully.

For larger teams, color-coding these statuses can make tracking even easier.

For example:

🔴 Not Started
🟡 In Progress
🟢 Completed
❌ Not Passed

You could also set up formulas in Excel or Google Sheets to track metrics like completion rate by course, failure rate by course and completion rate by employee. These visual indicators allow managers to quickly scan the training matrix and see who needs a nudge to stay on track.

Training Matrix FAQs

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There you have it. Using a training matrix can completely change the way you manage employee training.

Whether you’re managing L&D for a midsize or large organization, it sets your team up for success.

But there’s much more to learning and development programs than simply tracking progress, and for that, you need the right tools.

With Visme, you can build engaging and interactive training programs that hit the mark. Access thousands of templates to create branded training materials in any format, plus millions of design assets, animations, SCORM/xAPI export, AI-powered tools and seamless collaboration features.

Ready to transform your training program? Book a free demo or give Visme a try with a free trial.

Written by Idorenyin Uko

Idorenyin Uko is a skilled content writer at Visme, where she leverages her expertise to create compelling and strategic content that drives brand awareness, engagement, and lead generation. With a deep understanding of content marketing, she specializes in producing high-quality materials across a diverse range of topics, including marketing strategies, design best practices, case studies, ebooks, and whitepapers.

Her work is rooted in thorough research and a deep understanding of SEO principles, ensuring that the content she creates is both engaging and optimized for search engines. She is committed to helping brands not only meet but exceed their marketing goals by delivering impactful, results-driven content solutions.