Skill level: Intermediate
A training/competency matrix is a tool used to document and compare the required competencies for a position with the current skill level of the employees performing the roles. It is used in a gap analysis for determining where you have critical training needs and as a tool for managing people development. It can also be used in succession planning as a means of identifying employees who have critical skills needed for promotion.
- Provides a comprehensive view of all the skills and behaviors needed
- Aids in managing your training budget because it identifies skill gaps across your organization rather than just one person at a time
- Assists with planning by helping you identify and target new skill areas that you might need for the long term
- Helps managers with development planning by providing a framework of common skills required
How to Use
- Step 1. List the key roles in your organization.
- Step 2. List the competencies required for each role. The example below is intended to be simple, but the competencies you list can be much more thorough. If you have many, it is suggested that you cluster them: leadership skills, business acumen, technical skills, and so on.
- Step 3. List the names of each individual for each role.
- Step 4. Determine how you want to code the matrix to indicate skill level, training needed, etc. This can be by color, like the simple example below, or you could use symbols.
- Step 5. Fill out the matrix for each person, using your coding system to indicate current skills and any skill gaps.
- Step 6. Look for patterns, opportunities, and areas of need. In the example below, several people need “PC hardware” skills, so this is an area that likely needs a coordinated training plan. Notice that Barbara, the project manager, has skills in several areas beyond her current role and therefore might be a good candidate for succession planning or promotion. Finally, you can see that Susan is lacking several key skills required for her role – a sign of either a new hire or perhaps a potential performance issue.
Succession planning: A process used to prepare for future staffing needs through identification of critical roles and the focused development of employees who can potentially fill those roles.