A training plan is a structured document for planning, implementing, and documenting employee training. It typically includes the training topic, dates, participants, learning objectives, and an effectiveness assessment. As a template in Excel or Word, it helps HR professionals systematically organize professional development measures – while also meeting ISO 9001 requirements.
Definition: What Is a Training Plan?
A training plan is a planning document that records all planned and completed training measures within an organization. It serves as a central overview for employee development and documents which employees participate in which training programs and when.
Unlike a skills matrix, which shows the current state of employee competencies, the training plan shows the planned target state: What training is scheduled? Who will participate? And how will success be measured?
Common formats include Excel spreadsheets, Word documents, or specialized HR software. The choice of format depends on company size and individual requirements.
Why Is a Training Plan Important?
Benefits for Organizations
A systematic training plan offers several advantages:
Planning reliability increases significantly. Dates, responsibilities, and content are clearly defined. HR professionals maintain an overview of all upcoming and completed measures.
Documentation becomes more professional. Every training session is recorded in a traceable manner – important for internal audits, certifications, and meeting compliance requirements.
Budget management improves. With an overview of all planned training, costs can be realistically calculated and resources efficiently deployed.
Benefits for Employees
Employees also benefit from a structured training plan. They know in advance which professional development opportunities are planned and can prepare accordingly. Transparent planning also demonstrates that the company invests in their development – an important factor for employee retention.
What Should a Training Plan Include?
Essential Elements for Every Training Plan
A professional training plan should contain at least the following information:
Training topic and learning objectives: What should participants be able to do after the training? The more specifically learning objectives are formulated, the better effectiveness can be assessed later.
Date, duration, and location: When does the training take place? Is it an in-person event, an online seminar, or a hybrid format?
Participants: Which employees are attending? In larger organizations, it's advisable to include department and position.
Trainer or training provider: Who is conducting the training? For external providers, the service provider should also be documented.
Effectiveness assessment: How will you verify whether the training achieved its objectives? This point is particularly relevant for ISO 9001-certified organizations.
Optional Elements
Depending on the organization and requirements, additional fields may be useful:
- Training costs (participation fee, travel expenses, work time)
- Training certificate (certificate, attendance confirmation)
- Document storage location
- Repeat date (for mandatory training such as workplace safety)
- Approval status (requested, approved, completed)
Creating a Training Plan: Step-by-Step
Step 1: Identify Training Needs
Before creating a training plan, you need to understand the actual needs within the organization. Training needs assessment is the most important step – because only relevant training delivers real value.
Ask yourself the following questions:
- What qualifications are urgently needed in the organization?
- Where are there knowledge gaps among individual employees or teams?
- What mandatory training is required by law (e.g., workplace safety, data protection)?
- What strategic goals require new competencies?
Use employee meetings, goal agreements, and feedback from departments for this purpose. A skills matrix can also help identify gaps.
Step 2: Plan and Document Training
Once needs are clear, enter all planned training into the training plan. Ensure realistic scheduling – not all training can happen simultaneously.
Prioritize by:
- Legally required mandatory training (highest priority)
- Training for current projects or tasks
- Strategic professional development for future requirements
- Individual development wishes of employees
Communicate the training plan to all stakeholders in good time – both to participants and their supervisors.
Step 3: Assess Effectiveness
After each training session, you should verify whether it achieved its objective. Effectiveness assessment isn't an end in itself but helps you improve future training.
Possible methods for effectiveness assessment:
- Knowledge test: Brief assessment before and after training
- Observation: Has work performance improved?
- Feedback: What do the participants themselves say?
- Goal achievement: Were the defined learning objectives met?
Document the results in the training plan. If effectiveness is insufficient, follow-up training or an alternative format may be appropriate.
Training Plans and ISO 9001
Many HR professionals ask: Is a training plan mandatory under ISO 9001?
The short answer: No, not explicitly. The standard doesn't require a specific document called a "training plan." However, according to ISO 9001:2015, Section 7.2, organizations must ensure that persons performing work affecting the quality management system have the necessary competence.
In practice, this means: You must be able to demonstrate that employees are competent – and how you ensure this competence. A training plan is a proven and recommended tool for this purpose.
Particularly important for ISO 9001: Documented effectiveness assessment. It's not enough to just plan – you must also demonstrate that training achieved its objectives.
Training Plan Template: Excel, Word, or Software?
The choice of the right format depends on your requirements:
Excel template: The most popular option for small to medium-sized organizations. Excel offers flexibility, automatic calculations (e.g., total costs), and filter and sort functions. Ideal when you manage many training sessions and need analytics.
Word template: Better suited for individual training sessions or when you want to create a structured report. Easier to format but less flexible with large data volumes.
PDF template: Useful for unchangeable records, for example as an attachment to personnel files. Not suitable for active work.
HR software: Beyond a certain organization size, specialized software is worthwhile. It offers automatic reminders, links to employee master data, and professional analytics. The downside: higher costs and learning curve.
For getting started, a free Excel template is perfectly sufficient. More important than the format is that the training plan is actually maintained and used.
Frequently Asked Questions About Training Plan Templates
What should a training plan include?
A complete training plan contains at minimum: training topic, learning objectives, date and duration, location, participants, trainer, and an effectiveness assessment. Optionally, costs, certificates, and follow-up dates can be added.
Is a training plan mandatory under ISO 9001?
No, ISO 9001 doesn't explicitly require a training plan. However, it does require proof that employees are competent. A training plan is a proven tool to meet this requirement – especially the documented effectiveness assessment is important.
Which template is better – Excel or Word?
Excel is better suited for managing many training sessions as it enables filters, calculations, and analytics. Word is more practical for individual training sessions or formatted reports. PDF is useful for unchangeable records.
How do I conduct a training needs assessment?
Use employee meetings, goal agreements, and feedback from departments. Identify skills gaps, record legally required mandatory training, and consider strategic organizational goals. A skills matrix can help with this.
How do I assess training effectiveness?
Possible methods include: knowledge tests before and after training, observation of work performance, participant feedback, and verification of goal achievement after a defined period.
Who is responsible for the training plan?
Typically, responsibility lies with the HR department or HR management. In QMS-certified organizations, the quality management representative should be involved. Departments provide needs assessments.
Conclusion
A training plan is an indispensable tool for systematic employee development. It helps you plan training, document it, and assess its effectiveness – while also meeting the requirements of quality management systems like ISO 9001.
Whether as an Excel spreadsheet, Word document, or in specialized software: More important than the format is consistent use. Start with a simple template, adapt it to your requirements, and develop it over time.
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