7 notes to build an Effective Competency Matrix (Part 2)

The standard requires the organization to, when appropriate, take actions to achieve the required competence and evaluate the effectiveness of the actions taken. This also means that all education, training, experience or behavior development should be done to achieve a certain goal. The effectiveness of the methods used to improve competencies is determined by the personal results achieved when performing the job.

Regardless of how education, training or behavior development must be designed and implemented, the outcome is entirely dependent on the individual’s intellectual and physical abilities. Some people learn quickly while others learn more slowly and therefore the development of human resources is incomplete until that person reaches the appropriate competence.

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.

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.

Keep Track on Training Program Fulfillment

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. 

Your Competency Matrix: A Live Document

Remember that your Competency matrix is a live document. 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.

Productivity and Quality Office