Clause 7.2 of every ISO management system standard asks the same thing: decide what competence each role needs, make sure people have it through education, training or experience, take action where they do not, and keep evidence. A training matrix is the simplest way to show all of that on one page.
Start from roles, not courses
List each job role and the competences it needs: qualifications, licences, internal training, awareness of policies, and skills learned on the job. For example, a warehouse operative might need induction, manual handling, forklift licence, fire warden (if appointed) and the goods-in procedure.
Building the matrix
- People down the side, competences across the top.
- Show which competences each person's role requires, and whether they have it: completed, expiring, expired or missing.
- Record dates and expiry dates so refreshers are planned, not discovered.
- Include on-the-job sign-offs as well as courses: a supervisor confirming someone can safely operate a machine is valid evidence.
Evaluating effectiveness
The standards ask you to evaluate whether training worked. That does not need to be complicated: a quiz, an observed task, a supervisor sign-off after a few weeks, or fewer errors in the area. Record it.
What an auditor will sample
- Pick someone they met during the audit and ask for their training record.
- Check the record matches what the role needs.
- Look for expired certificates for safety-critical tasks.
- Ask how competence of new starters and agency workers is confirmed before they work alone.
- Ask how you know the training was effective.
Frequently asked questions
Is a training matrix required by ISO?
Not by name. The standards require you to determine competence and keep evidence. A matrix is the most common and easiest way to do it.
Does experience count as competence?
Yes. Education, training or experience can all demonstrate competence, but you need evidence, such as a CV, references, or a supervisor's assessment.
How far ahead should expiry dates be flagged?
Far enough to book the course: 60 to 90 days is typical for external courses.
This guide is general information for UK businesses, not legal advice. Check the current regulations and HSE guidance at hse.gov.uk, and take professional advice for your situation.