10 steps to implement skill mapping (with definition and benefits)

What is skill mapping?

Skill mapping, also known as competency mapping, is an HR strategy used to evaluate a business’s workforce skills. It gives organisations clearer visibility into employee competencies and helps shape training programmes and recruitment strategies to address skill gaps. HR teams and managers use skill mapping to assess the strengths of their teams and identify any missing expertise. This insight informs decisions on professional development and hiring.

Benefits of competency mapping

There are many benefits to skill mapping. These go beyond identifying the skill gap and may be a game changer for the organisation. Here are some key benefits of competency mapping:

Identifying skill gaps

One of the main benefits of skill mapping is the ability to pinpoint gaps in knowledge, experience, and skills within your existing teams. The process shows where to upskill current employees or hire new talent to strengthen the workforce.

Developing targeted training programmes

Skill mapping helps businesses deploy targeted training opportunities accordingly. It can reveal when formal training is needed or when employees can learn from each other. By identifying who has the right skills, companies can create smarter development plans and strengthen their teams from within.

Improving employees’ performance

Skill mapping shows how employees are performing. It highlights areas for growth and helps organisations target their training and development programmes where they are needed most. By doing so, it ensures a stronger and more capable workforce.

Benchmarking the overall business against its competition

Skill mapping helps organisations compare their employees’ skills and performance against their competitors. It provides a benchmark to spot gaps, improve capabilities, and stay ahead in the industry. With this insight, businesses can make informed decisions to maintain a competitive edge.

Allowing informed decisions

Competency mapping helps organisations make informed decisions regarding resource management. By examining the data collected during the analysis, they can see which skills to develop and which employees are ready for promotion or new roles. This insight allows businesses to make talent choices that support the company’s goals and growth.

Influencing employees’ retention

Improved employee retention is one of the indirect impacts of skills mapping. When organisations have a clear picture of their employees’ skills, they can keep them engaged and motivated. This boosts retention, reduces turnover, and ultimately saves money while improving productivity.

Boosting productivity

By understanding their staff’s skills and abilities, organisations can match tasks and projects to the right resources. This leads to higher productivity and quality work. It also helps employees feel valued and motivated, knowing they are in roles that make the most of their strengths.

10 steps to implement skill mapping

Skill mapping is an HR initiative that should take place regularly. Conducting skill mapping is not straightforward; it requires structure and cross-departmental collaboration. Here are some essential steps that will help deliver successful outcomes:

Step 1: define the skill mapping goals and scope

Start by defining your company’s goals for skill mapping. For example, you may want to improve your training programme, career development, employee engagement, or recruitment. Make sure your objectives align with the company’s mission and strategic direction. Also, define the scope of the skill mapping. The process may apply to the entire organisation or may be focused on a department or specific employees.

Step 2: identify the skills needed within your teams

Assess the existing roles in the organisation and the skills needed for each one. Be specific and break down each role to understand its key responsibilities and the necessary competencies. Although this process may be time-consuming, it helps you prioritise skills that drive your organisation’s success. Avoid scope creep and ensure you don’t overlook any critical skills.

Step 3: analyse the existing competencies

Once the skills that the business needs are identified, assess the skills your team already has. The result may show gaps between your current competencies and what’s needed to meet your goals. The assessment should cover core, functional, technical, and leadership skills. Use tools like self-assessments, skills tests, and performance reviews to get an accurate understanding of your team’s strengths and areas for improvement.

Step 4: pinpoint any skill gaps in soft and hard skills

This step involves using the current skills within a competency matrix to highlight any gaps. The competency matrix provides a visual representation of where employees meet the required competencies and where they fall short. For example, if your customer support team excels in communication but struggles with technical troubleshooting, the matrix makes this gap clear. During this step, it is essential to include both soft and hard skills. Both types of skills are essential for success; keep the matrix focused to evaluate both task performance and behaviour.

Step 5: be clear on the competencies needed

Once you’ve identified the gaps, the next step is to define the competencies needed for each role. Be clear about the skills and behaviours required for success. For example, a project manager might need leadership, risk management, and communication skills. Well-defined competencies help with performance reviews, development plans, and hiring. They ensure employees know what’s expected and how to grow within the company.

Step 6: evaluate the need for skills management software

There are various skills management software options that can help you with skill mapping. These tools simplify the process, making it easier to manage and update matrices. They also offer features that provide deeper insights into each employee’s skills, with real-time access through cloud-based storage.

Step 7: develop a plan

This step involves creating an action plan to address the skill gaps. This could involve hiring new talent, launching training programmes, or reorganising team roles. Set clear goals, timelines, and follow-up steps to stay on track with your plan.

Step 8: launch your plan to fill the gap

Launch the plan with a project lead and associated stakeholders. Begin by implementing the changes you have planned, such as new hires, training, or shifting responsibilities. Make sure you conduct regular reviews to see how things are progressing. Set clear, measurable KPIs to track success and adjust the plan as needed to stay on track.

Step 9: deliver any necessary training

To make your competency mapping efforts successful, provide your employees with the right tools and resources. This could include access to online learning platforms, workshops, or new software that supports the skills they need to grow. Investing in development isn’t just about filling gaps; it boosts engagement and retention, as employees who have access to learning resources are more likely to remain committed and loyal to the company.

Step 10: ensure relevance and continuous improvement in the competency framework

Involve the right people through workshops, feedback, and consultations to keep your competency framework relevant. For example, before finalising competencies for a new role, gather insights from the relevant departments to ensure accuracy and completeness. Competency mapping isn’t a one-time task; treat it as an ongoing process that evolves over time.

Skill mapping is a valuable tool for businesses, but it only works when completed correctly. Including too many employees or focusing on similar skills can make competency mapping less effective and limit its usefulness for the organisation. With the business world constantly changing, especially regarding the use of technology, regularly identifying skill gaps is more important than ever to stay competitive and adapt to new challenges.

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