HR Skills

Creating a Skills Matrix Template




A skills matrix is a simple but powerful tool to map employee skills against the skills required for specific roles or projects. It helps you visualize your workforce's capabilities, identify skill gaps, and plan for training or recruitment.

Below is a guide to create a skills matrix template, along with examples and downloadable formatting suggestions.

1. What is a Skills Matrix?

A skills matrix is a visual chart that outlines: - Skills: The specific competencies or abilities required for a role or project. - Proficiency Levels: The current skill level of employees in those competencies. - Skill Gaps: The difference between the required level and the current level.

Purpose: - Identify skill gaps for workforce planning or upskilling.
- Match employees to roles, tasks, or projects based on their abilities.
- Plan succession by evaluating high-potential employees.

2. Key Components of a Skills Matrix

| Component | Description |
|---------------------------|-------------------------------------------------------------------------------|
| Skill Categories | Group related skills (e.g., technical skills, soft skills, or leadership skills). |
| Employees | List employees whose skills you want to evaluate. |
| Required Skill Levels | Define the skill proficiency required for each role or project. |
| Current Skill Levels | Rate each employee's proficiency in specific skills. |
| Skill Gap (Optional) | Calculate the difference between required and current skill levels. |

3. Steps to Create a Skills Matrix Template

Step 1: Identify Roles and Skills

  • Objective: Determine the skills needed for specific roles, teams, or projects.
  • Key Actions:
  • Review job descriptions, performance reviews, or team objectives.
  • Break down skills into categories:
    • Technical Skills: E.g., Data analysis, coding, CRM tools.
    • Soft Skills: E.g., Leadership, communication, teamwork.
    • Industry-Specific Skills: E.g., Compliance knowledge, project management.

Step 2: Define Proficiency Levels

  • Objective: Create a consistent rating scale to measure proficiency.
  • Example Proficiency Scale:

| Rating | Proficiency Level | Description |
|------------|------------------------------|---------------------------------------------------------|
| 1 | Beginner | Basic understanding; requires supervision. |
| 2 | Intermediate | Can complete tasks independently with some guidance. |
| 3 | Advanced | Performs tasks independently with strong competence. |
| 4 | Expert | Deep expertise; trains or mentors others. |

Step 3: Create the Template

  • Objective: Design a table or spreadsheet that is easy to update and interpret.

Basic Structure:

| Employee Name | Skill 1 | Skill 2 | Skill 3 | Skill 4 | Skill 5 |
|--------------------|-------------|-------------|-------------|-------------|-------------|
| Required Level | 3 | 4 | 2 | 4 | 3 |
| Employee A | 2 | 3 | 2 | 4 | 2 |
| Employee B | 3 | 4 | 1 | 3 | 3 |

Step 4: Populate the Skills Matrix

  • Objective: Rate employees’ current skill levels and compare them to required levels.

Key Actions: 1. Self-Assessments: Allow employees to rate their own skills.
2. Manager Assessments: Have managers provide skill ratings based on performance.
3. Objective Assessments: Use tools or tests for technical skills (e.g., coding tests, certifications).

Step 5: Calculate and Highlight Skill Gaps

  • Objective: Identify discrepancies between current and required levels.

Formula for Skill Gap:
Skill Gap = Required Level - Current Level

| Employee Name | Skill 1 Gap | Skill 2 Gap | Skill 3 Gap | Skill 4 Gap | Skill 5 Gap |
|--------------------|----------------|-----------------|-----------------|-----------------|-----------------|
| Employee A | 1 | 1 | 0 | 0 | 1 |
| Employee B | 0 | 0 | 1 | 1 | 0 |

Step 6: Analyze and Take Action

  • Objective: Use the skills matrix to inform decisions.

Key Actions: 1. Prioritize Gaps: - Focus on skills critical to the role or project first.
2. Plan Upskilling: - Offer training, workshops, or mentoring for employees with skill gaps.
3. Reassign Resources: - Use the matrix to assign employees to tasks that match their skills.
4. Recruit for Gaps: - Hire externally if key skills are missing across the team.

4. Example Skills Matrix Template

Scenario: Marketing Team Skills Matrix

| Employee Name | Data Analysis | SEO | Content Strategy | Leadership | Creativity |
|--------------------|-------------------|---------|-----------------------|----------------|----------------|
| Required Level | 4 | 3 | 4 | 3 | 5 |
| Employee A | 3 | 2 | 4 | 2 | 5 |
| Employee B | 4 | 3 | 3 | 4 | 4 |
| Employee C | 2 | 1 | 3 | 3 | 3 |

5. Tools for Creating and Automating a Skills Matrix

| Tool | Purpose | Example Use |
|---------------------------|----------------------------------------------|-----------------------------------------------|
| Microsoft Excel/Google Sheets | Create manual or semi-automated skills matrices. | Use formulas to calculate gaps automatically. |
| HR Software | Automate skills tracking and gap analysis. | BambooHR, Workday, or SAP SuccessFactors. |
| Survey Tools | Collect self-assessment data. | SurveyMonkey, Google Forms. |
| Assessment Platforms | Test technical or soft skills. | TestGorilla, HackerRank, LinkedIn Learning. |

6. Best Practices for Using a Skills Matrix

  1. Keep it Updated:
  2. Regularly update the matrix to reflect new skills, training, or role changes.
  3. Involve Employees:
  4. Encourage employees to participate in self-assessments and skill-building initiatives.
  5. Focus on Critical Skills:
  6. Start with a small set of high-priority skills before expanding.
  7. Integrate into Talent Management:
  8. Use the matrix for succession planning, training programs, and project assignments.
  9. Visualize Data:
  10. Create color-coded charts or heatmaps to quickly identify gaps or strengths.

7. Downloadable Skills Matrix Template (Text Version)

| Employee Name | Skill/Category | Required Level (1-5) | Current Level (1-5) | Gap |
|--------------------|------------------------|--------------------------|-------------------------|-----------|
| Employee A | Data Analysis | 4 | 3 | -1 |
| Employee B | SEO | 3 | 2 | -1 |
| Employee C | Leadership | 3 | 4 | +1 |
| | | | | |

❤ If you liked this, consider supporting us by checking out Tiny Skills - 250+ Top Work & Personal Skills Made Easy