July 06, 2017

Skills Matrix Template

What is a Skills Matrix?

A skills matrix is a table or grid that helps to visually depict the competency of an individual against specified skills and knowledge areas.  Skills matrix template is essential for a manager to know who of his team members has the capability and skills to do a particular job. It is also a managerial tool which presents the skills, interests, and knowledge of the team members within an organization/project. The main goal of the matrix is to identify the skill sets a specific role requires, match them with those of a team member and identify any gaps between the two.
skills matrix template
Skills Matrix Template
An effective way to validate the skills and knowledge of his team members, a manager can use an employee skills matrix. This employee skills matrix demonstrates the capabilities of the team members in specific skills and knowledge areas. It can also be used to identify the interests of the individuals to work on any future assignments using these employment skills. This tool can be easily reviewed and needs to be updated regularly.

During the evaluation process, this tool can help identify any gaps in terms of the skills and knowledge required by the team members to complete a job and thus can be used to manage and monitor the training needs of an individual. It can also be used as an input during a performance review. The key step of a skill matrix is to identify the job description, roles, and responsibility of the employees and the skills and capabilities required by an individual to fit a particular role.

Skills Matrix Example

The Excel template presents a skills matrix example which can be used for gauging the skills of team members in a server engineering project. The grades used are “Expert”, “Intermediate”, “Novice” or “Not familiar”, and they are represented by colors only. An “X” in one of the Excel cells means that the specific skill is crucial for the specific role.
skill matrix template excel with example, skill matrix templates
Skill Matrix Template

Excel Skills Matrix Template

List down the employee names and their current job roles in the team in the first two columns. Employees can be grouped based on their roles (E.g. Developer, QA, Project Lead, PMO, etc). List down the skills and knowledge areas required by the team in the following columns at the top. This includes an exhaustive list of all employment skills like technical and non-technical skills and can be grouped into broad categories (e.g. Technical, Generic, Business or Project Management). 

Employee Skills Rating
Employee Skills Rating
Evaluate the employees row by row against each skill and knowledge area listed and assign them rating from “0” to “4”, with “0” indicating ‘Not Applicable’, “1” indicating ‘Beginner’, “2” indicating ‘Intermediate’, “3” indicating ‘Advanced’, “4” indicating ‘Expert’. 

This helps to assess the training needs of the employees and to increase employee productivity. Once the evaluation process is complete and the gathered information of the employee’s skills have been captured and incorporated in the excel template, it is advisable to review the final draft with the team members. This enables them to verify that the information captured is correct and gives them an opportunity to comment on any discrepancies.

Employee Competency Matrix Template

The competency matrix is similar to the skills matrix in column headers and team members’ names, but they differ in the grading legend: Instead of the level of knowledge, they measure the level of training an employee needs for each skill. In the Excel template example, the following grades are used: “Requires Basic Training”, “Requires Advanced Training”, “No Training Necessary” or “Trainer” (expert level).
employee skill matrix template, employee competency matrix template
Employee Competency Matrix Template

IT Skills Matrix Template

The IT skills matrix template (in a PowerPoint format) can be used for assessing the skills of team members of an IT project. The skill sets which are relevant for this type of project include technical and managerial (all in one table). Each employee is graded on these skills, while the legend consists of numbers: 1 through 5 (highest level).

IT Skills Matrix Template, IT Skills Matrix Template in PPT
IT Skills Matrix Template

How to create a skills matrix?

Matching team members to the roles: 

Discuss with each potential team member their skills, knowledge level and interests in reference to the tasks which have been identified for the project. The goal of this exercise is to match the team members with the task they are interested in completing and are qualified to do so.

Gauge the level of interest: 

Try and assess the level of interest each team member has with roles which are in their skill set, and that they have been proposed for. This can be achieved by presenting to each team member the roles and tasks which they have been proposed for, and getting their feedback. Another method is to ask them what they believe to be their first steps. If they present them in Matching team members to the roles: Discuss with each potential team member their skills, knowledge level and interests in reference to the tasks which have been identified for the project. The goal of this exercise is to match the team members with the task they are interested in completing and are qualified to do so.

Consulting with their supervisors: 

This step should be done in parallel with the previous one. It involves speaking to the team members’ manager (either past or present) and hear which tasks they feel are most suited for their employees. The goal is to recognize which current tasks have already been performed in the past and get specific feedback regarding them.

Review the matrix: 

Meet with each team member individually and review the matrix with them. The goal is to verify the matching of their skills with their proposed roles and tasks. It is important to understand why they aren’t interested in a specific task, this can assist in matching it to another team member. The Concise way it usually means that they thought this trough and are interested in seeing them come to fruition. If they don’t have an idea what to do it usually means that this task didn’t spark their interest.

How to create a Skills Matrix
How to create a Skills Matrix

Benefits of a Skills Matrix 

  • Provides complete awareness among team members on what their role involves and what skills and competencies are required to succeed in that role. It's kind of a employee motivation for more employee productivity
  • Creates an awareness on the areas of growth and helps identify focus areas for training
  • Enables managers to understand the skill strengths and weaknesses of their reporting  employees
  • Facilitates search for desired skills and talents across the organization (e.g. to help fill a role,   resource for a short term assignment)
  • To the organization: Enables the PM’s to match employees with tasks. 
  • To the individual: Visibility of which skill each task/role requires, and can easily aim to receive training in them for future projects. 
  • To the customer: Shorter staffing lead times and higher levels of confidence in the ability of the team members.
Thus, the employee skills matrix is a simple but highly effective skill matrix tool which should be monitored regularly to identify any skill gaps and assess the training needs of individuals within the team.

5 Simple Steps to use the Skills Matrix Template

  1. Writing the team members name in column A.
  2. Match their proposed roles in column B.
  3. From column C enter the skills that are relevant to the project. This can be split into a group of skills, for example: Technical, managerial, generic, etc.
  4. Decide on a grading legend: Either numbers or words, for example, 0 through 5 where 1 is low competency, 5 is very high competency and 0 is “Not relevant”. Another grading example is “Expert”, “Intermediate”, “Novice” or “Not familiar”.
  5. Each team member receives a grade for each column. It is recommended that each grade will be given a specific color (using the “Conditional Formatting” option).

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