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How to Build an Effective Competency Matrix

(https://www.qualityze.com/blogs/build-effective-
competency-matrix/)
In ISO 9001:2015, the clause 7.2 specifically requires an organization to determine the necessary
competency of employees and ensure they are qualified on the basis of appropriate education,
training, or experience.

Therefore, many organizations maintain a competency matrix with nomenclatures as Qualification

Matrix or Skills Matrix to determine the required competency for employees working in different
functional areas to identify any skill gaps, bridge those gaps through a well-defined competency
development program such as training programs and assessments to verify employee comprehension.

Often times it is debated within organizations whether the competency matrix should be prepared and
maintained by the HR Department. or the responsible Operational Managers. Though, we’ll not touch
on this controversial topic here, keep in mind that the post below is specifically meant for Operational
Managers to help them develop an understanding to identify the skill gaps, growth opportunities for
their employees and ensure job activities are effectively completed.

A Competency Matrix is typically a table that displays people’s proficiency in specified skills and
knowledge.

All businesses have the requirement for qualified employees. The more competent the people, the
better potential business results. However, under certain critical environments such as technical tasks
or safety compliances, it is important to understand what employees comprehend about their specific
jobs tasks.

Have a look at figure 1 and take the following steps to prepare a Skills Matrix for your team:
(https://www.qualityze.com/qualityze_site_rel_1/wp-content/uploads/2017/05/competency-matrix-
blog.png)

1. Start with Job Description (JD):

Have a look at your job description document and ensure that for a particular job function the needed

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skill and its level are determined in it. If not then you may need to amend the JD of each function for
specifically mentioning the needed skills to perform that job effectively. In other words, your
competency matrix should have a link with the JD of various functions within the organization.

2. Determine the cluster of skills:

It is advisable if you could figure out various clusters of skills to group the various skills or the training
topics meant to develop a particular skill. For example, you may determine a cluster of basic skills
needed for all job functions like Induction training, know-how of general requirements for the
applicable industry, basic safety procedures etc. And, then separate cluster of technical topics of
critical skills. For instance, you may form a separate cluster of topics related to the management
systems and group all types of skill required on ISO standard such as basic skills, internal auditor
skills or advance knowledge of various management systems being followed within the organization. If
you wish then may put the 7 QC Tools, Six Sigma etc. in the same cluster.

3. Discuss with Team:

Discuss with each team member his or her knowledge and even their interest areas ranging all other
areas beyond their scope of work too. It’ll help you to utilize their excess knowledge for other job
functions as well.

Wherever necessary you may use appropriate assessment methods to determine their skill level. Not
to forget the 360 degree feedback comments or performance appraisal documents for focuse areas of
improvement needed for a particular employee.

4. Focus on ‘Should’ vs. ‘Actual’ level:

Prepare a skill matrix by determine the ‘should’ level of competence to effectively perform a job
function such as:

The employee has a basic knowledge. Can do the task independently (Basic Level):
The employee has the skills for independent task completion and quality that go beyond the
basics (Advance Level):
The employee has the skills for independent and qualitative task completion and can effectively
pass on this knowledge further. (Expert)
The employee has the skills for independent and qualitative task completion and may initiate
optimization approaches, sources of error fix and work out solutions (Specialist):

Thereafter, map it and mention the ‘actual’ skill level of the employees against a particular skill. The
shortfall will be the gap for which you need to work in order to fill those gaps.

You may design your matrix by putting staff name, ID, function, designation etc. and the skill in vertical
manner and the identified cluster of skills and the associated skills/topics as horizontally. Mention the
‘should’ and ‘actual’ vertically and add another topic for ‘training plan’. Refer fig. 1. You may use to
indicate the pending training status (as Red) planned date of training (as yellow) and thereafter the
completed date of training (as Green).

Incorporate all the information you gather in the Matrix and review with each team member the portion
of the matrix that contains his or her information.

5. Develop a Competency Development Plan

The identified skill gaps will be basis of your organizational training program which you may fulfill by
planning inhouse/open house training programs and wherever applicable On-job Training or Mentor-
Mentee programs can be introduced.

6. Keep Track on Training Program Fulfillment

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Keep a regular check on fulfillment level of the training programs for the nominated employees and
seek the intervention of the management wherever needed such as during non-fulfillment of training
needs after a considerable time span. Refer figure 2.

(https://www.qualityze.com/qualityze_site_rel_1/wp-content/uploads/2017/05/training-status.png)

7. Your Competency Matrix: A Live Document

Remember that your Competency matrix is a live document. It must not sit on the shelves. Hence you
should keep a track of training plan and update the completed or replanned training dates in your
matrix by highlighting it in the pre-determined colours. Refer point no. 4.

The Qualityze Training Management suite makes it easier for companies to Certify Employees for
Compliance, Drive Efficient Training Processes, Improve Employee Effectiveness with Organizational
Oversight while facilitating IT and Regulatory Compliance.

Qualityze Training Management is a comprehensive solution for ensuring employee job quality and
compliance by managing personnel skill sets/certifications and streamlining course management
activities. The system fully supports your organization’s enterprise training process and will help you
anticipate and proactively respond to training needs – enabling you to build consistent, efficient
employee behaviors to increase productivity, reduce job quality issues, and meet industry and
regulatory requirements.

To request a demo:

e-mail: info@qualityze.com (mailto:info@qualityze.com) or call us on below numbers:

USA: +1-877-207-8616

India: +91-96864-97136

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