Keep the skills matrix: who can run which machine, and who to train next
Once a month Claude updates your skills matrix from the month's training records, then shows the gaps: machines only one person can run on a shift, licences about to expire, and who to train next with who can train them.
FullProductionWhen you need it
Set it up6 steps
Open the Claude desktop app and sign in with the Claude account you use for work. On a personal Free, Pro or Max plan, chats can be used for training unless you switch off SettingsPrivacyHelp improve Claude.
No account yet? Ask your manager.
Where things are in Claude
- CustomizeConnectors In Claude's left sidebar: connect your email and files.
- /schedule Type it in a new Cowork task to run a prompt on a schedule.
- Scheduled In Claude's left sidebar: what runs, to pause or change it.
- Once for the whole company: your Microsoft admin approves Claude's Microsoft 365 connector and turns on its write tools, so Claude can save drafts and files. If connecting asks for an admin's approval, this is still to do: send them this step.
- Nothing to prepare: on the first run Claude builds a "Skills matrix" sheet in your Production folder from the training records, with levels 0 to 4 (0 not trained, 1 in training, 2 works with supervision, 3 works alone, 4 can train others).
- Put the month's training records in a Training folder inside your Production folder: who was trained on what, by whom, on which date, and who signed it off. Add the shift roster and how many trained people each machine needs per shift.
- In Cowork, connect your Production folder in OneDrive or SharePoint (the one synced to this computer).
- Once a month, open Cowork and paste the prompt.
- Check every level change against its record before you print the matrix. The training plan is a suggestion: agree it with the shift leads.
Set this up on your computer: the Claude desktop app runs it.
The prompt
- Read the "Skills matrix" sheet in my Production folder (on the first run, create it from the training records: one row per person, one column per machine or process, levels 0 to 4), and the training records, shift roster and staffing needs in the Training folder inside my Production folder.
- 1. Update the matrix from this month's records. Raise a level only where a record shows the training and who signed it off, and list every change with its record. Never lower a level, and never mark someone trained without a record: list what looks wrong for me instead.
- 2. For each machine and shift, count the people at level 3 or 4. Mark every machine below the number it needs, and every machine only one person can run on a shift.
- 3. List the licences and certificates that expire in the next 90 days, such as forklift, crane or welding, each with whose it is and the day it runs out.
- 4. Suggest next month's training: for each gap, a trainee already on that shift at level 1 or 2, and a trainer at level 4 on the same shift. Where nobody fits, say so.
- Write the gaps and the plan as a Word document in the Training folder. This is about skills on machines, never about how well someone works: do not rate or rank people. Use only what the records say, and write [CHECK: what] where a record is unclear.
What you get
An up-to-date matrix, the gaps by machine and shift, and next month's training plan with a trainer and a trainee for each gap.
Get this workflow for your team
Two minutes each: everyone gets a plan of ready workflows like this one, inside your company's rules.
Your manager sees progress and hours. Never what Claude reads or writes.
FirstPrompt's workflow library adapts parts of Anthropic's knowledge-work-plugins (Apache-2.0), rewritten by FirstPrompt. Source and licence