Simplify your training matrix with this one rule

The training matrix is a critical part of the foundation of quality – and it’s also a frequent source of headaches for Quality leaders.

That’s because it’s easy for a training matrix to spiral out of control. What started as a few SOPs and a handful of trainees can quickly become hundreds of documents for hundreds of employees as your organization grows. And if it wasn’t set up with simplicity in mind, you’ll find yourself drowning in an overly complex training matrix in no time.

Why does this matter?

Well, apart from the headaches mentioned above, a complex training matrix increases risk. Employees may be asked to train on irrelevant materials – or worse, they might miss essential training entirely. When your training matrix becomes too complicated, it becomes harder to manage, audit, and trust.

Signs your training matrix might be too complex 

Just because your training matrix is large, doesn’t mean it’s out of control. The opposite is also true. A training matrix can be difficult to maintain – and therefore primed for risk – even if it only contains a few documents and employees.

These are the signs it’s time to simplify your training matrix:

1. There’s too much manual work required

If you’re assigning each training material to each person individually, every new SOP, additional hire, or document revision becomes a multi-step manual process. And you’re not just wasting a lot of time, you’re putting your matrix at risk for human error.

2. Training isn’t aligned with job responsibilities

If employees are frequently assigned training that doesn’t apply to their job – or miss training they actually need – that’s a sign your training matrix isn’t working. A complex training matrix makes it difficult to keep track of who needs to train on what, especially as your organization scales.

3. It’s difficult to report on training compliance data

When your training matrix is disorganized and bloated, it’s hard to get a high-level view of training status across your organization. Who’s overdue? Who’s compliant? Without clear dashboards or group-based reporting, you’re as good as guessing. 

How to simplify your training matrix

There’s a clear rule to follow for a simplified training matrix: Build your training matrix around roles, not individuals or job titles. This is the surest way to avoid training matrix bloat. 

What’s the difference between an individual-based and role-based training matrix?

With an individual training matrix, you’re saying, “Jane Doe, a Lab Technician, must train on these 25 items.” But what happens when you hire a second Lab Technician, John Smith? You now have to assign each of those 25 items, one-by-one, to John Smith. Now let’s say you hire 10 new Lab Technicians at once. That’s 250 documents to manually assign. Ouch.

With a role-based training matrix, you cut down on this process significantly.

Let’s say everyone who works in the lab must know the same core skills, like lab cleaning standards, equipment handling requirements, GLP requirements, etc. With this in mind, you build a laboratory standards course that includes the necessary SOPs, videos, and OJTs.

You then assign this course to a new group, or role, called Laboratory Team, which includes job titles like Lab Technician I, Lab Technician II, Lab Manager, etc.

Any time you add an individual to the Laboratory Team group, they automatically get assigned all of the training materials in the laboratory standards course. Plus, when you create a new SOP, it only takes a couple of clicks to assign it to all members of the Laboratory Team group.

Why does a role-based training matrix matter?

• It saves a lot of time. You don’t have to manually reassign the same training every time someone new joins a team. That’s hours back in your day.
• It reduces error. No more accidentally leaving someone off a required training, a win for compliance and for your next audit.
• It scales easily. Whether you hire one new Lab Analyst or 20, you just assign them to the “Laboratory Team” group, and they automatically get the right training. Your organization can grow without sending your workload out of control. 
  
  

The best tool to manage your training matrix

Keep in mind, this guide to simplify your training matrix relies on one big assumption: you aren’t managing your training in a spreadsheet, or worse, on paper. On top of the tedious manual work, spreadsheets and paper come with a lack of compliance, inability to scale, lack of real-time reports… the list goes on.

An eQMS is one of the best tools to manage your training matrix because of its ability to connect your training to your other quality activities. With an eQMS, you can update SOPs, request signatures, retire old versions, assign training on the latest version, and report out on compliance all within the same platform.

The key is to make sure you aren’t replicating your paper problems in your eQMS. That means choosing a system that has:

• Training automation: You want a system that automates much of the manual training management process. Look for a program that automatically deploys SOPs for retraining after changes have been made, plus sends automated notifications when assignments are due.
• Easy-to-read dashboards: Choose an eQMS with robust reporting capabilities and clear charts and dashboards. This allows Quality leaders to see training status at a glance and pull detailed reports for stakeholders in minutes.  
• Ability to assign training by group: Don’t assume group-based training assignments are a given. Double check that the eQMS you pick allows you to assign training materials to preset employee groups.
• SCORM capabilities: With SCORM capabilities, Quality leaders can increase engagement with training materials, making it more likely your team will actually retain the information. Compliance gets a huge boost when you utilize SCORM.

Looking for more training management support? Check out these 5 tips to help Quality teams hit their training management goals.