Free template
Cross-training plan template
A cross-training plan sets out who will learn which task, from what level to what level, with which trainer and by when, so that every task has enough qualified people to cover absences and turnover. The Excel version has one row per person and task with the current and target level on the 0 to 4 skills matrix scale (3 or 4 counts as qualified), the trainer, start and target dates, the date qualified and a status. A Coverage sheet counts the qualified people on each task, the people in training and the number you will have at the target dates, and flags any task with no one qualified or fewer than you need; the need starts at two per task and can be raised for critical tasks. The PDF has the plan on page 1 and the coverage count on page 2.
Free to use: print it, copy it and edit it for your team. Enter your name and work email once to download.
When to use it
When to use a cross-training plan
- When the skills matrix shows tasks with only one qualified person.
- Before a retirement, a long leave or a busy season.
- When absences keep stopping a line or moving people to jobs they are not trained for.
- To plan training time across a team without leaving stations short.
How to fill it in
- 1
List the tasks
On the Coverage sheet, list each task once and set how many qualified people it needs.
- 2
Add everyone's current level
One row per person and task, including the tasks people already know, so the coverage count is complete.
- 3
Set targets
For the tasks with too few qualified people, pick who will learn them and the target level, usually 3.
- 4
Assign trainers and dates
A trainer at level 4 where you can, a start date and a target date.
- 5
Track the status
Update the levels as people are signed off. Overdue training turns dark.
- 6
Check coverage
Review the Coverage sheet each month and plan the next round for the tasks still flagged.
A filled-in example
Illustrative, not a benchmarkAn example: a four-person assembly cell with six tasks (illustrative).
- Coverage at the start: the torque station and the leak tester each had one qualified person; the other four tasks had two or more.
- Plan: two people to learn the leak tester (level 1 to 3) and one the torque station (level 2 to 3), over eight weeks, trained by the level 4 operators.
- Status at week 6: leak tester one person qualified, one in training; torque station qualified.
- Coverage at week 8: every task with at least two qualified people.
The next month a sick day on the leak tester was covered from inside the cell instead of stopping it.
Common mistakes
Training everyone on everything
Start with the tasks with the fewest qualified people, and the critical ones.
No time planned for training
A person in training is not at their own station. Book the time.
Skills that fade
Newly qualified people need to do the task regularly, or their level drops.
Counting people twice
Keep one row per person per task, or the coverage count is wrong.
Download the template
Free to use: print it, copy it and edit it for your team. Enter your name and work email once to download.
Run this template in LeanSuite
In LeanSuite the Job Cover Matrix flags jobs with no trained backup; you assign that job's courses, SOPs and OPLs, and a designated trainer's on-the-job sign-off updates the person's level and qualification.
In the lean glossary
Free tools
FAQ
Cross-training plan template: common questions
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