Skills Matrix and Cross-Training Planner

See who can do what, find the tasks only one person can cover, and plan cross-training that closes the gaps, with an Excel matrix that counts coverage for you.

Who it is for

• Business owners who cannot take a day off because only they know how to do certain tasks.

• Managers and shift leads who build schedules around who can open, close or handle cash.

• Supervisors in the field who need every job, vehicle and piece of equipment covered.

• HR and training professionals who want a clear, fair record of skills and training across teams.

The problem it solves

In most small teams, the knowledge of who can do what lives in one manager's head. When a key person is sick, on holiday or leaves, tasks go undone and nobody knew they depended on that person. New people learn whatever happens to come up, and training time goes to whoever asks loudest. This guide shows you how to list the work, rate each person fairly with them, see your coverage gaps at a glance, and run short, planned cross-training that moves real people from "learning" to "works alone."

What is inside

Skills Matrix and Cross-Training Planner (PDF, 23 pages)

• Copyright and License, contents and how to use the guide (2 pages)

• What a skills matrix shows you, and words used (1 page)

• Six steps from task list to cross-training plan (1 page)

• Step 1: List the tasks and skills, with right-sized examples (1 page)

• Step 2: Set the rating scale, five levels with evidence (1 page)

• Step 3: Rate each person, with them, including what to say (1 page)

• Step 4: Set coverage targets and find the gaps (1 page)

• Step 5: Choose who learns what (1 page)

• Step 6: Run the cross-training with Teach a Task in Four Steps and update the matrix (1 page)

• Talking with your team about the matrix (1 page)

• Variations for retail, clinics, restaurants, trades, offices and warehouses, and for three team sizes (1 page)

• Common mistakes and questions managers ask (1 page)

• Your first 30 days and the quarterly coverage review (1 page)

• Using the Excel workbook (1 page)

• Templates with prompts: task list worksheet, skills matrix, cross-training plan, quarterly coverage review (4 pages)

• Filled-in example for a seven-person bakery café: matrix, task list and plan, coverage review (3 pages)

Excel workbook: how-to sheet, rating scale and drop-down lists, skills matrix for up to 60 tasks and 20 people with automatic coverage counts and gap flags, cross-training plan, coverage review log, and three filled-in example sheets.

How to use it

1. Read the six steps (pages 4 and 5).

2. Build your task list and agree the rating scale.

3. Rate each person with them, in a ten-minute conversation.

4. Set coverage targets and let the workbook flag the gaps.

5. Choose two or three cross-training pairs, schedule the sessions and update the matrix at sign-off.

6. Review coverage every quarter.

Formats and file types

• PDF (US Letter, print or screen), 23 pages

• Excel workbook (.xlsx) with drop-down lists, formulas and color coding

• Licensed for use within your organization

• Some tasks need licenses, certificates or safety training. Check the rules for your location and company policy; this product is not legal advice.

Frequently asked questions