A training matrix should be a simple, powerful tool that helps your business stay compliant, keep workers safe, and remain tender-ready at all times. But too often, companies set them up in ways that actually create more admin, introduce risk, and make it harder to demonstrate compliance when it matters most.

Here are the five most common mistakes we've seen small to medium businesses make with their training matrices, and most importantly, how to avoid them!

1. Not mapping to current industry standards

It’s easy for a training matrix to go stale. If you’re not checking back against industry requirements and certification bodies, you risk sending workers to site without the right qualifications. Outdated information is one of the fastest ways to fail an audit.

Tip: Review your matrix quarterly against the latest industry standards and accreditations.

2. Treating the matrix as a one-off project

Many companies build their matrix just before a tender or audit, then neglect it. The problem is that compliance doesn’t stand still. People join, people leave, and certificates expire.

Tip: Treat your training matrix as a living document, not a one-time tick-box exercise so you're not building up a backlog of updates to complete.

3. No ownership or accountability

If nobody owns the training matrix, updates won’t happen. Spreadsheets quickly go out of sync, and suddenly the team isn’t audit-ready.

Tip: Assign clear responsibility for keeping the matrix updated. For larger teams, spread ownership to line managers to avoid bottlenecks.

4. Focusing only on mandatory training

Some businesses only log the bare minimum legal requirements, but this narrow view misses a bigger opportunity. A well-designed training matrix can also track additional skills that improve workforce resilience and safety standards, and open up more contract opportunities.

Tip: Capture both compliance essentials and development opportunities. This helps your business grow capability as well as staying safe.

5. Failing to connect training to commercial performance

Too many businesses see the training matrix purely as an admin task. In reality, it’s a performance tool. Poor training oversight leads to downtime, lost tenders, reputational harm, and even increased safety risks. The HSE estimates workplace injury and ill health cost Britain £21.6 billion a year, so the financial stakes are huge!

Tip: Use your training matrix to demonstrate readiness in tenders and reduce hidden costs. It’s not just about compliance, it’s about growth.

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Your training matrix doesn’t need to be complicated. By avoiding these five mistakes and focusing on simplicity, ownership, and regular updates, you’ll reduce admin, protect your workforce, and make sure your business is always tender-ready. If you're not sure where to start with your training matrix, click the link below for a free training matrix template.

If you’d like to reduce the admin burden of compliance and keep your training matrix up to date without spreadsheets, Visibly can help you reduce the admin burden and go digital.

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