How to create an employee training information chart

Written by paul bayliss Google
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How to create an employee training information chart
Capturing information about training helps measure its effectiveness. (Comstock/Comstock/Getty Images)

Ensuring that staff have the right knowledge and skills to perform effectively and meet business objectives is crucial to any organisation and an efficient training and development programme is crucial in achieving this. Key tasks in setting up a programme include putting together a training plan and then capturing individual requirements on an employee training information chart.

Skill level:
Moderately Easy


  1. 1

    Draw up your training plan and an employee training information chart based on a thorough training needs analysis. Identify what type of training is needed and for which employees. A thorough training needs analysis should be done at a number of levels. It should identify legislative needs by focussing on what UK law and statutory requirements state that employees should know, and look at the training needs of the organisation as a whole. At a lower level, a training needs analysis should focus on the skills and experience needed to raise the performance of groups of people in the same job role and then drill down to the training needs of individuals. The training needs of individuals, captured in personal development plans can then be included in your employee training information chart.

  2. 2

    Develop a training matrix to track knowledge levels and training requirements across an organisation. A matrix can be designed for gap analysis between required and actual knowledge levels, to give a visual snapshot of individual skill levels and weaknesses, and to track competency levels in an organisation. In the construction industry for example, a training matrix might cover areas such as health and safety training, management training and general training. The matrix would then cross reference job roles including joiners, drivers, roofers and health and safety managers against a range of training courses and qualifications. Typical courses in this trade would range from manual handling to working with power tools and first aid training. You can find examples of training matrixes on the Construction Industry Training Board Northern Ireland website.

  3. 3

    Use a basic programme such as Microsoft’s Employee training tracker if you want just a simple training log recording names of employees, training courses taken and the dates. The Microsoft tracker also includes trainer name and can indicate whether an employee passed or failed a particular course. You can download a copy of this tracker from the Microsoft website.

  4. 4

    Design your own employee training information chart using spread sheets such as Excel. Create a table with headings for the information you want the chart to hold. These will typically include employee name and staff i.d. number, job role, start date, manager’s name and department. You can add further columns to the chart including contact information and additional notes about an individual’s training and development programme. You can also set up different pages on separate worksheets for individual departments.

  5. 5

    Use the information chart to monitor and evaluate the training and development of staff in your organisation. Analyse which employees have completed which courses and identify whether certain courses of training providers are improving performance. You can find a range of free training matrix templates and training needs analysis tools on the Business Balls website to use alongside your own employee information chart to monitor and evaluate training.

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