What Is a Safety Training Matrix?
Simply put, a training matrix is a way for an employer to track their employees’ training and expertise in different fields. You may also hear the term “skills matrix,” which can be used interchangeably.
A training matrix isn’t required by law for an employer to keep, but it is highly recommended and can make life much easier. Even in a small company, a manager needs to be able to track the knowledge and skills of their employees. That way, the manager knows who’s proficient in what skill and who they can depend on to accomplish certain tasks.
Most training matrixes come in a computer program that you can purchase. These programs are made to automatically update records, give important notifications, and reveal the training status of your employees. They tell you which of your employees is certified and in what areas; they also show who’s completed training, how well they understood it, and who still needs it.
There are several ways you can record this information without using a training matrix program; however, most of these methods are tedious, hard to keep track of, and leave lots of room for error. As an example, you might try to keep records on a sheet of paper using a checklist format. This may be useful in keeping track of which employees have finished training, but it’s useless when it comes to knowing employee competency, or finding quick detailed access to information.
Others prefer using a simple google sheet as a training matrix. This may be a bit easier than recording the information by hand, but you’ll ultimately find yourself running into the same underlying problem: disorganization. This is true for small companies with few employees, but even more so for large companies that have many employees to keep track of.
In the end, manual matrixes, such as paper records or Google Sheets, cannot compete with a virtual matrix program.
What Do Employers Risk Without a Training Matrix
As stated before, training matrixes aren’t required by law. However, they’re highly recommended by OSHA. An employer who provides safety training to their employees, but doesn’t track their employees’ progress, faces some heavy risks.
Take, for example, a construction company that requires new employees to enlist in online safety courses for the equipment they intend on using; Without a skills matrix, the company is unable to track what skills and competency levels the employees have achieved. If the same company then assigns these employees to tasks they’re unqualified for, the employees are at a higher risk of severe or even fatal injuries, and the company could face hefty fines and reparation costs.
Fatal injuries are the greatest risk any company faces when they hire new employees. America’s mortality rates in the workplace equal about 1 employee death every 15 minutes. What’s sad is that most of these deaths are entirely preventable. 90% of the time, workplace accidents are caused by either poor organization or failure to follow safety rules.
If an employee were assigned to a task they were unqualified for, the chances of injury or death skyrocket. This problem is easily avoided by providing employees with OSHA Aligned training and keeping an updated training matrix. These two things are the key to safeguarding against accidents.
Where Can I Get a Training Matrix?
As we talked about before, finding a matrix software is the safest route. Online programs are a means of saving time and effort when creating a training matrix. Online programs prevent mistakes that are easy to make when tracking employees manually. Finding a matrix software is generally affordable, easily accessible, and extremely efficient when it comes to keeping track of employees.
Some companies specialize in selling training matrix software. Most of the time, you’ll find it as a monthly subscription, making it an accessible way to track employee progress. However, this can add expenses that aren’t always necessary..
While we don’t sell safety matrixes individually at Safety Provisions, we do include them for free with our online training programs. If you’re a manager who’s looking to train their employees, this can be a valuable way to save money. After your employees finish their training online, you’ll have access to automatic records of who finished the training, what score they got on their test, and who is certified in different areas. This program is permanent and can help remind you when refresher courses are needed.
How Do I Create a Training Matrix
Maybe you would rather create a training matrix on your own without the help of an outside program. There are a few steps a manager should consider when creating their own training matrix.
Take Inventory On What Training You Need
The primary purpose of a training matrix is to decide who still needs formal training on certain topics. OSHA advises that you start by evaluating every potential hazard in your workplace. Some of these may include vehicles, machines, heights, or toxic environments. Take into account other potential hazards that would require training such as fire safety, first aid, and CPR. Take inventory of how many employees will need each training and how long before a refresher course is required.
Add Employee Records and Provide Training
After you’ve taken inventory of the training your company will need, it’s time to start tracking. Add records of each employee. This is where you’ll track their progress and proficiency. On an individual basis, determine who will require training on what topics. Safety courses are a convenient and affordable means to provide employees with training. However, if more in-depth training or live demonstrations are required, an onsite trainer may be more appropriate.
Track Progress
After your employees have finished safety training, begin tracking their progress. Record when training was received, what the employee was trained in, what they’re certified in, and when refresher training will be needed. Keeping track of these things will help you make assignments and keep track of who qualifies for certain projects. Refer back to these records regularly.
Be as Organized and Efficient as Possible
Staying organized may prove to be difficult when using a manual matrix system such as Google Sheets or paper records. A training matrix is only as useful as you allow it to be. Review your safety matrix often, and keep it organized and up-to-date. Doing so will allow your safety matrix to serve its function and keep your employees safe.