How To Identify The Competencies Of The Employees Working In Different Platform

Hi! I am working in a textile industry. I have been given an assignment to prepare an available skill matrix of all employees. I am a little bit confused. How should I prepare it? Would simply discussing with the department heads work?

Please guide all seniors.

Thanks,
Rahul Vaidya

Hi Rahul,

To prepare a skill matrix for the employees, first, you have to identify the different departments and sections in your organization. After that, find out from the Head of Department (HOD) what skills are required to perform each particular job. The required skill levels can vary from worker level to manager level. Then, segregate the levels and identify any skill gaps.

Regards,
Simran

Hi Rahul,

To prepare a skill matrix for the employees, first, you have to identify the different departments and sections in your organization. After that, find out from the Head of Department what skills are required to perform each particular job. The required skill levels may vary from worker level to manager level. Then, segregate the levels and identify any skill gaps.

Regards,
Simran

Hi Simran,

Thank you for your early reply.

Should I differentiate between Functional Skills and Interpersonal Skills in terms of the behaviors required to perform the job?

Also, if the Head of Department (HOD) in the concerned department is unable to elaborate on the required skills, what steps should I take?

Regards,
Rahul Vaidya

It should be functional. If the HOD does not give the required skill, go through the job description of the particular employee. Otherwise, you can also seek help from the immediate supervisors to understand the actual job done by the employee.

Hi Rahul,

There can be three different types of competencies:

1. Functional
2. Managerial
3. Behavioral

To identify each of these competencies, you need to conduct a Behavioral Event Interview with the functional heads to identify the innate and acquired skills necessary to excel in the given role.

If a BEI is too time-consuming and expensive (which it is), and you are looking for a simpler solution, you can adopt an easier technique known as Card Sorting. In this method, a list of all possible competencies is given to functional heads of diverse areas (e.g., Marketing, Finance, Operations, Technical, etc.) with HR acting as a moderator. The cards are then sorted based on the priorities of the role by displaying the KRA or the JD on the screen as they are being sorted.

Using this method, the entire set of competencies for 5-6 key roles can be assessed in a single day. This allows for the evaluation of functional skills (e.g., technical skills, knowledge, etc.), managerial skills (e.g., team management, time management, planning, result orientation, etc.), and behavioral skills (e.g., interpersonal skills) in a single day.

Regards,

Shweta
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Dear Rahul,

I totally agree with Shweta. Prior to that, one thing you need to do is if you want to be a practical HR and be able to tell your management that you have identified the competencies with knowledge. Initially, you have to check/design the working area, job descriptions, and profiles in the company. If you know about these activities, then there is no chance even if the HOD is not aware. But to do this, you have to work hard for it. Then bring the points of Shweta into the picture. Try to establish Key Performance Areas (KPA) and Key Result Areas (KRA) competencies, which will give you the optimum, accurate percentage of the work. I used 'accurate' because it will make you look into the matter more deeply.

I hope this will help you.

Regards,
Ravi

Hi,

Thank you all for the valuable inputs.

We have prepared Key Result Areas (KRA) and Key Performance Indicators (KPI) based on the Job Description. Currently, we are working on the Position Matrix where we define the position and the Knowledge, Skills, and Abilities (KSA) required.

I raised this question because I encountered significant challenges while preparing the Job Description and KRA. Only a few Heads of Departments (HODs) are able to elaborate on the competencies required to perform a specific job.

Is it necessary to educate the HODs about the competencies using a Competency Dictionary?

Regards,
Rahul Vaidya

Hi Rahul,

A competency dictionary is one of the best ways of arriving at a competency matrix for your organization. Now that you have developed a KRA system with a KPI, expose the HODs to a competency dictionary wherein you facilitate a sorting method and ensure that competencies for each unique role are framed.

Shweta G
Email: shweta@eruditesolutions.in

Hi Rahul,

It is an interesting query. I think there are so many factors that need to be taken care of and will vary according to the profile.

You can divide it into two parts: functional competency and behavioral competency, which you can map as per the desiredness of the specific position in consultation with the respective HODs.

Regards,

Balkishan Sharma
Manager HR
Paras Hospitals

Dear all,

It was nice to view your postings regarding competency mapping. I was also going through this exercise. In my Excel sheet attached, I have identified 3 sets of competencies like:
• Managerial
• Technical
• Behavioral

This will be like a competency dictionary. My plan is to sit with the concerned department manager and identify the competencies required as per the job description. I have attached a tool in my sheet (2) for this purpose. I need to identify the KPIs/KRAs for the concerned department team members.

Your suggestions are welcome.

Rajesh

Hi,

Please download the files.

Regards,
Rahul