How to create a Skills Matrix for employee development: A practical guide

Tracking your team's skills doesn't have to be complicated or expensive. A simple, yet effective way to do this is through a skills matrix. In this guide, we’ll walk through how to create a basic skills matrix using a free Excel template, which is available for download, and how to use it to identify gaps, develop talent, and improve overall team performance.

Step 1: Define key skills for your team

Defining key skills for your team is an excellent first step when building a skills matrix. Starting at a high level keeps things simple and manageable, which is particularly important when you're introducing the matrix for the first time. By focusing on broader, more general skills, you can quickly get the process moving without overwhelming yourself or your team.

Why starting simple works

High-level skills, such as "troubleshooting network issues" or "project management," are often easy to identify and make the process of defining competencies more approachable. They strike a balance between being comprehensive and easy to assess at a glance. This simplicity allows you to immediately capture a snapshot of your team's current capabilities, enabling you to spot strengths and potential gaps without delving into minute details.

The key here is to avoid paralysis by analysis! If you try to over-engineer the process from the start by breaking down every skill into micro-tasks, you risk making the matrix too complicated and time-consuming to maintain. Instead, focus on getting started - you can always break down and refine skills over time.

Breaking down skills as you progress

Once you’ve identified high-level skills, you can begin to refine them. Breaking skills down into more specific, measurable components allows for a more detailed assessment and helps improve objectivity. However, this step doesn’t have to happen immediately. In fact, it’s perfectly okay to start simple and evolve the matrix as you go.

For example, if one of your key skills is “effective management of tickets in Jira,” you could start by assessing general proficiency in this area. Later, as you refine the matrix, you could introduce more specific metrics such as:

• Creating and assigning new tickets in Jira: Understanding how to accurately create new tickets, assign them to the appropriate team members, and categorise them based on priority and project.
• Updating ticket status and workflow transitions: Competently move tickets through the various stages of the workflow (e.g., open, in progress, under review, closed) while ensuring the accuracy of each status update. Training step: Practice updating ticket statuses based on real scenarios in a simulated Jira environment.
• Documenting resolution steps within a ticket: Writing clear and detailed resolution steps within each ticket, so that others can understand the actions taken to resolve the issue. Training step: Review examples of effective ticket documentation and practice logging detailed resolution steps for different types of issues.
• Using Jira filters and queries to prioritise work: Ability to create and apply Jira filters or JQL (Jira Query Language) queries to manage, track, and prioritise tickets based on specific criteria, such as due date, priority, or project. Training step: Complete a JQL query-building exercise to filter and prioritise tickets for a week-long project.
• Generating and interpreting Jira reports: Generating relevant Jira reports (such as workload distribution, resolution times, or project progress) and interpreting the data to inform decision-making or adjust workloads.

This gradual breakdown of skills allows you to scale the matrix without overwhelming yourself or your team at the start. As you gather more data, you can introduce more detailed assessments without disrupting the flow of work.

The balance between simplicity and detail

There is always a balance to be struck between simplicity and detail. Start by identifying broad competencies that are critical to your team’s success. Once the matrix is in place and your team is familiar with it, you can begin to explore ways of adding more depth. This allows you to move forward quickly while still keeping the door open for more thorough assessments in the future.

For instance, in an IT department, you might start with high-level skills such as:

• Troubleshooting network connectivity issues
• Diagnosing and repairing hardware malfunctions
• Configuring and managing operating systems
• Implementing and managing network security protocols
• Managing cloud infrastructure
• Setting up and supporting virtual machines (VMs)
• Administering user accounts and permissions
• Managing and maintaining data backups and recovery systems
• Installing and configuring enterprise software
• Supporting and managing VPN connections

As your matrix evolves, high-level skills can be broken down into specific, measurable tasks that reflect the team’s progress and growth. For example, “troubleshooting network connectivity issues” can be refined into the following:

• Identifying network failures within 10 minutes
• Running basic diagnostic tools like ping or traceroute
• Resolving DNS issues within defined parameters
• Verifying network configurations within 5 minutes
• Documenting troubleshooting steps for future reference

This ensures continuous refinement of the matrix while keeping the process focused and efficient.

Getting Input from your team

It’s also beneficial to involve your team in this process. Ask them to contribute their thoughts on which skills are most critical and how they see their own competencies. This not only ensures that you capture the most relevant skills but also encourages team members to take ownership of their development right from the beginning.

Starting with high-level skills is a great way to launch your skills matrix. It gives you a quick, easy-to-manage overview of your team’s capabilities and allows you to identify strengths and gaps without getting lost in the details. As you move forward, you can refine and break down these skills into more specific components, ensuring that the matrix remains a powerful tool for growth and development. But remember - there’s no need to do it all at once. Start simple, and build out the details as you go. So... Start Simple, Refine Over Time! That's step 1 wrapped up.

Step 2: Assess the skill levels

Now that you’ve defined the key skills required for your team, the next step is to assess where each team member currently stands in relation to these skills. Accurate skill assessments are crucial because they form the foundation of your skills matrix. A well-executed evaluation will help you identify strengths, gaps, and areas for improvement across the team.

Methods of assessment

There are several ways to assess your team’s skill levels, and the method you choose will depend on the size of your team, the skills you're evaluating, and the available resources. The most common approaches include:

• Self-assessments ??: Allowing team members to evaluate their own skill levels. This can give you insights into how they view their own abilities, but it’s important to cross-check these with other evaluations to avoid over- or under-estimation.
• Manager assessments ????????: Managers assess each team member based on their performance and interactions. This method helps ensure objectivity and can provide a clearer view of an individual's true capabilities.
• Peer reviews ??: In some cases, peer feedback can offer additional insights into how a team member operates within the team dynamic, offering a more rounded picture of their skills.
• Performance reviews ??: Historical data from regular performance reviews can be incorporated into the assessment to ensure the matrix reflects past performance and achievements.

You may choose to use a combination of these methods to get the most accurate and well-rounded view of each team member’s skills. Regardless of the approach, consistency is key -make sure each assessment follows the same criteria so that everyone is evaluated fairly.

The 1-4 rating scale

In this example, you can use a simple 1-4 rating scale, which is a great starting point for assessing skill levels. The scale helps break down competencies in a way that is both easy to understand and actionable:

• 1 – Beginner (Red): Limited understanding and practical experience. These individuals require supervision and guidance when performing tasks. They are likely at the early stages of learning a particular skill and are not yet capable of working independently in this area.
• 2 – Intermediate (Amber): These team members have a basic understanding and some practical experience. While they can perform tasks related to the skill, they may need occasional guidance or support, especially when tackling more complex aspects of the role.
• 3 – Proficient (Light Green): At this level, individuals demonstrate good understanding and substantial practical experience. They can perform tasks independently and consistently meet the required standards without supervision.
• 4 – Expert (Dark Green): These team members have deep understanding and extensive practical experience in the skill. They are recognised as subject matter experts (SMEs) and often serve as the go-to person for guidance and mentorship in this area.

This clear structure allows both managers and team members to understand where they currently stand and what they need to do to progress to the next level.

You can download this template above by clicking here (no sign up, no payment, just good old fashioned free of charge).

Examples from the Matrix

To bring this to life, let’s look at a couple of specific examples from the matrix:

• David Wilson might receive a 4 (Expert) rating for "Troubleshooting Network Connectivity Issues." This means David is highly experienced in this area and rarely encounters issues he cannot solve. His peers and managers turn to him for advice when network problems arise, and he might even be responsible for training newer team members in this skill. David's role may involve developing new troubleshooting protocols, highlighting his value as a subject matter expert.
• Rachel Green, on the other hand, could have a 2 (Intermediate) rating in "Diagnosing and Repairing Hardware." Rachel is able to perform basic diagnostic tasks and repair common hardware issues but still requires occasional guidance from senior team members for more complex problems. This intermediate rating suggests that she is on the right path but would benefit from additional hands-on experience and possibly mentorship from a colleague like David to help her move towards proficiency.

Using the assessment results

The goal of this assessment is not just to rank people but to create a clear picture of where development is needed. Once each skill is rated, the matrix will allow you to see areas where individuals excel and areas where they could benefit from further training or mentoring. Additionally, you can identify team-wide trends. For example, if multiple people score low on "Supporting VPN Connections," it might indicate a need for a team-wide training session in this area.

By taking this objective approach, you ensure that the skills matrix serves as a roadmap for growth, providing a structured way to develop talent within the team.

Balancing self-assessment with objectivity

It’s worth noting that while self-assessments can offer valuable insight into how team members view their own skills, they can sometimes lack objectivity. Team members may either overestimate or underestimate their capabilities, which can skew the matrix. To balance this, manager evaluations are crucial in providing a more objective view, aligning perceptions with actual performance. Where there are discrepancies between self-assessments and manager evaluations, these should be discussed openly to foster growth.

Tangible benefits of skill ratings

The 1-4 scale offers a practical framework for personal and professional development. With a clear understanding of where each team member sits on the proficiency scale, you can create personalised development plans to help individuals grow. For instance:

• A team member rated as a 1 (Beginner) might be paired with a more experienced colleague or given additional training to help them build confidence and competence.
• A team member rated as a 4 (Expert) might be tasked with coaching others or leading new initiatives that challenge them further and make the most of their expertise.

Assessing the skill levels of your team is about more than just filling out a matrix - it’s about understanding where your team stands and using this insight to guide their growth. The 1-4 scale is a straightforward yet powerful way to evaluate both individual and team capabilities, helping you make informed decisions about training, development, and resource allocation. By taking the time to assess skills accurately, you set the stage for meaningful, measurable improvements across your team.

Step 3: Populate the Skills Matrix

With your assessments complete, the next step is to input the data into your skills matrix. This is where everything comes together. In the Excel template, you’ll list your employees along the rows and the key skills across the columns. Each cell represents the proficiency level of a specific employee for a specific skill, following the 1-4 rating scale.

The matrix will then be colour-coded, making it easier to quickly identify skill gaps or areas of strength. Red will represent beginners, while Dark Green will highlight experts. This visual structure allows you to quickly assess how well-balanced your team is in key areas and to spot potential issues or opportunities for growth.

Step 4: Analyse the data

Now that the matrix is populated, you can start extracting insights. This step is about recognising patterns and trends across the team:

• Identify collective gaps: If a skill, such as “Setting up and Supporting VPN Connections,” shows mostly 1s and 2s across the team, it’s a signal that a group-wide intervention (like a training session or workshop) may be necessary.
• Leverage strengths: Conversely, if you notice that several employees are rated as 4s in certain skills (e.g., “Configuring Software”), these team members could serve as internal mentors or subject matter experts to help upskill others.
• Understand individual needs: You can also start to see where certain team members excel and where they might need support. Someone who scores 4 in “Project Management” but 2 in “Troubleshooting” might be better suited for leadership roles but could benefit from technical training.

The key is to look beyond just individual scores- view the team as a whole and see where there might be imbalances. Use these insights to guide strategic decisions about training, mentorship, and project assignments.

Step 5: Develop tailored training plans

Once you’ve analysed the data, the next logical step is to create personalised development plans for each team member. This is where the matrix becomes a powerful tool for growth. For employees scoring 1 or 2 in critical areas, focus on:

• Training programs: Identify appropriate training or workshops to boost their proficiency in weaker areas.
• Mentorship opportunities: Pair them with higher-rated colleagues (3s or 4s) who can offer guidance and real-world experience.

For those scoring 3 or 4, it’s important to keep them challenged and engaged:

• Advanced projects: Assign them to more complex tasks that will push their skills further.
• Leadership opportunities: Encourage them to mentor less experienced colleagues or take on more responsibility within the team.

By tailoring these development plans to individual needs, you can ensure that every team member has a clear path to growth, which will ultimately raise the performance level of the entire team.

Step 6: Update regularly

The skills matrix is not a one-time tool. It’s a dynamic, evolving document that should be revisited and updated regularly. As employees grow and develop, their skill ratings will change, and new skills may become relevant as the needs of the business evolve. Here’s how you can keep the matrix relevant:

• Periodic reviews: Set a schedule to update the matrix every six months (or more frequently if needed). This allows you to track progress and adjust development plans as required.
• Adjust for new roles or projects: When new skills become necessary, such as with the introduction of new technologies or processes, add them to the matrix and assess the team accordingly.
• Keep the team engaged: Regularly discussing the matrix with your team ensures that they remain invested in their personal development and are aware of where they stand in relation to their goals.

By keeping the matrix current, you maintain its effectiveness as a tool for guiding team development and making strategic business decisions.

For Advanced needs

For more complex teams or larger projects, our Advanced Skills Matrix offers additional features like weighted scoring, priority tracking, and customisable fields to track competencies in detail. This version, available for a one-time fee, allows for more granular assessments and future-proofing, ensuring your team is always equipped for the next challenge.

Learn more here: https://upleashed.com/excel-skills-matrix-template/ or reach out to us to ask a question.

Final thoughts

A skills matrix is a powerful, visual way to track the abilities within your team. The free Excel template is perfect for small to mid-sized teams looking for a quick way to assess and develop talent. As your needs grow, our advanced version provides more robust tools for deeper insights and long-term development planning.

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