Skill Matrix

Overview of Module
The skill matrix is a visual chart showing the
versatility of your workforce in terms of the
number of different jobs or skills each person
can perform, and to what level. For this
reason its also called a versatility chart.
Its very important to remember that the skill
matrix is not just a record keeping document
for cross training which stays filed away in a drawer, or in a computer. Instead, its a tool of visual
management.
Why Use a Skill Matrix?
The skill matrix can help identify where succession planning gaps exist. As the diagram above shows
only one office worker is able to do all the tasks. If this individual were sick or left the company
many this company could struggle mightily.
The skill matrix is mainly used to develop a multi-skilled workforce through cross training. In a
market with customers who change their minds rapidly, we need to be flexible, increasing or
decreasing the volume of our work and even the variety and mix of the work we do on any given day.
Cross training is also key to ensuring process cycle times are balanced with takt time since all
employees must be flexible and able to adapt to any job that needs to be done.
Lastly, theres a proven link between education, training and how much a person can earn. You see a
well-trained and educated person makes much more than a person who has not had the opportunity
or has not continuously educated themselves and developed their skills.
How to Use a Skill Matrix
1. First, we need to decide wholl be cross trained. Start with one team or area with a relatively
stable process, a stable team and a team leader who knows the work and can train people
effectively. Make a list of the people in the area across all shifts and put it on the vertical
column. It is also a great idea to add their photo to make the skill matrix more personal.
2. Second, identify the processes you want to cross train. Again, some people try to do too
much at once, defining every process in great detail. Apply the 80/20 rule at first and turn the
continuous improvement cycle rapidly. Start with the most common processes defined in
terms that everyone can agree with. You can always revisit these process boundary definitions
later.

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3. Third, we need to decide whether a simple two-level trained, not trained is good enough or
if we want to show who is just starting training and can help out, who is able to do it on their
own and who are the master trainers. We recommend using 4 or 5 levels as shown here.
4. Fourth, we need to put it all together by assessing peoples skills in various jobs. This is one
area where we need to exercise some respect for people. In many cases peoples feelings can
be hurt when its exposed that they have very few skills compared to other people. But this
can also be motivation for them to learn new skills and rapidly progress.
5. Once you have created a first pass skill matrix, youll begin to see gaps. The team leader of
the area should set goals to fill these gaps based on the needs of the business, the interests of
the individual team members and the day to day priorities of the team. Once you have these
targets set, youre ready to begin cross-training on the job.
Getting Started with Cross Training
Job Instruction is a four-step method for supervisors and team leaders to effectively train people in
their job. Whether you follow the Job Instruction method or another very similar method, before
you get started using a skill matrix its necessary to make sure your trainers are adequately skilled in
training others.
A job instruction timetable is simply a chart for the trainer to keep track of who he or she will train
in which element of which job at what time.
Once we have the trainer, the trainee and the training plan, what we need next is an opportunity.
Unfortunately this is one place where well-intentioned companies fall down. One of the first things to
do when planning for cross training is to create an opportunity for people to learn on the job by
rotating into other jobs. The rotation can be several times per week at first, then as you get more
cross trained it can be daily and even every two hours, synchronized with break times.
Barriers to Cross Training
Because using a skill matrix means that people will be learning to do jobs in different processes or
even different departments, the existence of multiple pay grades or job classifications can sometimes
prevent people from freely working in other areas.
The lack of documented standards, as mentioned earlier, can also lead to ambiguity when defining the
levels of training and it can also make training slower and less effective. There are certainly other
possible barriers but these are some of the most common ones to be aware of when getting started
with the skill matrix.

Key Terms

Skill Matrix: A visual chart showing the versatility of your workforce in terms of the number
of different jobs or skills each person can perform, and to what level.
Job Instruction: A four-step method for supervisors and team leaders to effectively train
people in their job.

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