Do you want to understand and optimize your employees' skills?
Rest assured, the solution might be simpler than you think!
In this article, AirProcess takes you through skills mapping, a structured method for aligning employee skills with your company's strategic needs.
Here's what we'll cover:
- Identifying existing skills: how to gather valuable information directly from your employees?
- Determining required skills: aligning skills with the company's future objectives.
- Gap analysis: identifying where skills are missing and what is needed to fill them.
- Action planning: developing strategies to close those gaps through training, recruitment, or other methods.
By the end of this article, you will not only be able to set up an effective skills mapping system, but also use it to transform talent management within your organization.
Without further delay, let's dive into this topic and discover how this concept can become a key tool in the strategic management of your human resources.
1) What is skills mapping?
a) Definition
Skills mapping is a structured method used to identify, document, and analyze the skills required within an organization.
This process aims to align employees' skills with the company's strategic needs, promoting optimal human resources management.
b) Methodology and application
1) Identifying existing skills
This first step involves collecting information about employees' current skills through assessments, interviews, or job analyses.
This creates a comprehensive inventory of the abilities available within the organization.
2) Determining required skills
Next, the company defines the essential skills needed to achieve its medium- and long-term objectives.
This step often requires the involvement of multiple departments to ensure all perspectives are considered.
3) Gap analysis
Comparing existing skills with those required reveals the gaps.
This guides the organization on actions to take, whether through training, recruitment, or redeployment of employees.
c) Practical examples
1) In the technology sector
A tech company may find it needs to strengthen its cybersecurity skills to meet new market requirements.
Skills mapping helps identify this need precisely and organize targeted training sessions.
2) For management consultants
A consulting firm can use this tool to ensure its consultants have the skills necessary to manage complex projects, improving the quality of services delivered to clients.
2) Why is skills mapping essential for companies today?
a) Strategic and operational stakes
This mapping aligns human resources with the organization's strategic and operational objectives.
The goal is for employee skills to directly meet the company's evolving needs.
1) Adapting to technological changes
In sectors like technology, where changes happen quickly, skills mapping helps companies identify current skills and anticipate those needed to remain competitive.
For example, a software company might use mapping to ensure it has enough employees skilled in artificial intelligence or cybersecurity.
2) Optimizing talent management
Mapping facilitates talent management by identifying skill gaps and forecasting future needs.
This enables HR to plan targeted training and strategic recruitment.
3) Impact on productivity and competitiveness
Good mapping directly influences employee productivity and the company's competitiveness.
It allows optimal allocation of human resources, reducing inefficiencies and maximizing each employee's potential.
4) Proactive resource management
By precisely identifying who can do what, companies can better distribute tasks according to each person's skills, avoiding overload and improving job satisfaction.
For example, an employee with hidden project management skills might be more useful in a coordination role than in a purely technical position.
5) Strengthening employability
Mapping also helps employees understand their own skills trajectories and visualize their professional development within the company.
This fosters engagement and motivation, key elements for retaining talent.
b) Role in organizational planning and development
It plays a crucial role in strategic planning and organizational development.
It allows leaders to make informed choices about the company's future direction based on a clear understanding of internal capabilities.
1) Support for internal mobility and succession
With a clear view of available skills, companies can better plan internal mobility and succession, ensuring business continuity even when key employees leave.
2) Facilitating social dialogue
Mapping enables more constructive discussions with employee representatives about training needs and career opportunities, strengthening employer-employee relations.
3) What are the first steps to implement skills mapping in an organization?
a) Identifying existing skills.
1) Data collection
This first step involves assessing employees' current skills through performance assessments, interviews, or job analyses.
For example, a skills audit can reveal that some employees have unused skills which could be applied to new projects.
2) Documentation and analysis
The data collected are then documented in a centralized database that makes it easy to analyze available skills and unmet needs.
b) Determining required skills
1) Projecting future needs
Leaders define the essential skills for the organization's future objectives.
This may include specific technical skills or broader skills such as leadership (soft skills).
2) Cross-departmental involvement
It is important to involve multiple departments to ensure all perspectives are taken into account, helping create a comprehensive skills plan representative of all aspects of the business.
c) Gap analysis and action planning
1) Identifying gaps
A comparison between current skills and required ones highlights skill deficits.
2) Development and recruitment
Based on this analysis, the organization can plan training to develop internal skills or carry out targeted recruitment to fill immediate gaps.
4) What tools are available to help with skills mapping?
a) Overview of market tools
Tools are the foundation to help organizations identify, analyze, and plan the development of their employees' skills.
They facilitate talent management and align human resources with strategic objectives.
1) Categories of tools used
Human Resource Management Software (HRMS):
1️⃣ Features: these platforms often include modules dedicated to skills mapping, allowing systematic collection and analysis of skills data.
2️⃣ Example: SAP SuccessFactors or Workday.
2) Tools specific to mapping:
1️⃣ Features: tools like AirProcess using customizable forms allow precise assessment of individual and collective skills.
They provide graphical visualizations of skills and gaps, greatly facilitating rapid identification of training needs.
2️⃣ Example: AirProcess is a tool that can be configured to track and manage skills, tailored to each organization's specific needs.
3) Data analysis platforms
1️⃣ Features: advanced analytics tools, such as Tableau or Power BI, can be used to create customized skills dashboards.
These platforms allow combining data from various sources for a complete view of the company's capabilities.
2️⃣ Example: a company can use these tools to cross-reference data from performance assessments with future needs identified in strategic plans.
4) Integration and automation
Process automation: integrating these tools with existing HR systems enables process automation, reducing the time required for assessments and increasing the accuracy of collected data.
Practical example: by automating skills data collection through regular surveys and integrated performance assessments, companies can keep a skills database up to date, allowing them to adapt quickly to market changes.
5) What is the importance of skills mapping for internal mobility?
a) Facilitating career management and internal mobility
1) Identifying career paths
Career path planning: mapping helps identify possible progression routes for employees based on their current skills and the skills they can reasonably develop.
This allows planning training or internal transfers that promote personal growth while meeting the company's needs.
Practical example: a customer service employee could, through skills mapping, be identified as having potential in customer relationship management, leading to targeted training and an internal promotion.
2) Optimizing human resources
Effective resource allocation: by knowing each employee's skills precisely, managers can assign human resources more strategically, maximizing operational efficiency and reducing under- or over-utilization costs.
Practical example: when implementing new technology, a company can use mapping to quickly reassign employees with the right technical skills to projects requiring those technologies.
b) Strengthening employee engagement and retention
Increased job satisfaction: mapping shows employees that the company actively cares about their professional development and careers.
This can boost engagement and job satisfaction, thus reducing turnover.
Practical example: implementing a development plan can motivate employees to stay, knowing they have clear internal growth prospects.
6) How does skills mapping help identify training needs?
a) Assessing current skills
The assessment process: as mentioned earlier, everything starts with a detailed assessment of the skills employees currently hold.
This includes formal assessments, performance reviews, and direct feedback from supervisors and colleagues.
Concrete example: in a software development department, an assessment might reveal that while most developers master Java, only a few are competent in Python, a skill needed for planned new projects.
b) Analyzing skills required for future objectives
Defining strategic needs: the company identifies the key skills necessary to achieve its medium- and long-term objectives, taking technological and market developments into account.
Concrete example: a company planning to adopt AI may identify a need for machine learning skills, requiring specific training for its current engineers.
c) Comparison and gap identification
Highlighting deficiencies: mapping allows comparison of existing skills with those required, revealing skill deficits that must be addressed through training.
Concrete example: if analysis shows a manufacturing company lacks skills in automated supply chain management, targeted training programs can be implemented.
d) Data-driven training planning
Targeted actions: thanks to precise data provided by mapping, training programs can be precisely targeted to develop skills where they are most needed, optimizing training ROI.
Concrete example: identifying a need for negotiation and communication skills for the sales team, leading to specific workshops to address this need.
7) How to identify key skills needed for the company's future?
Detecting the key skills needed for the company's future involves a series of strategic and methodical steps to align the organization's capabilities with its future ambitions.
1) Assessing market trends and technological innovations
Strategic monitoring: analyze market trends, technological innovations, and sector developments to anticipate which skills will be in demand.
This helps remain competitive and responsive to change.
Example: for a company in the ICT sector, tracking developments in artificial intelligence and machine learning can reveal the need to develop skills in data science and predictive model development.
2) Consulting internal and external stakeholders
Collaborative engagement: include insights from internal opinion leaders, managers, and employees to understand skills currently perceived as missing or underdeveloped.
Example: organize workshops with R&D, marketing, and sales departments to identify key skills that will support innovation and product improvement.
3) Analyzing internal data
Skills audit: use mapping tools to analyze current profiles and performance histories to detect gaps and development potential.
Example: using software like AirProcess to map existing skills and detect unmet needs in strategic skills.
4) Aligning with strategic objectives
Long-term planning: align identified skills with the company's strategic plans to ensure skills development efforts directly support long-term objectives.
Example: if a company plans international expansion, mastery of new languages and intercultural skills may be identified as crucial for future success.
5) Implementing a talent management system
Continuous development: establish training and professional development programs to cultivate identified skills, using performance indicators to measure initiative effectiveness.
Example: create personalized training paths that target future skills, with regular assessments to adjust programs based on results and feedback.
8) Which methods are most effective for collecting skills data?
Collecting skills data is important to carry out effective mapping.
Here are the most effective methods to achieve this, allowing precise analysis and optimal talent management.
a) Performance assessments and feedback
Technique: use regular performance assessments to collect data on employees' skills.
Combine this with continuous feedback from supervisors and colleagues for a complete view.
Example: conduct annual performance reviews where skills are rated according to predefined criteria and discussed in detail with each employee.
b) Surveys and self-assessments
Methodology: distribute surveys where employees self-assess their skills.
This can include detailed questionnaires on specific skills related to their work.
Example: an online survey where IT department employees evaluate their skills in programming, project management, and technical support.
c) Interviews and focus groups
Approach: organize individual interviews and focus groups to explore employees' skills in depth and obtain qualitative insights.
Example: group sessions with project teams to discuss skills that contributed to the success or failure of recent projects.
d) Job analysis
Process: conduct job analyses to determine the skills required for each role.
This can be done through field observations and interviews with job holders.
Example: a detailed analysis of the product manager role to identify key skills in leadership, market analysis, and communication.
e) Using specialized software
Tools: use human resources software that integrates skills mapping modules, such as AirProcess.
Example: use AirProcess to create dynamic skills profiles that update with information gathered through assessments and surveys.
f) Advanced analytical techniques
Technology: apply advanced data analysis tools like Power BI to analyze and visualize skills data collected from various sources.
Example: create an interactive dashboard that shows the distribution of skills across the company, identifying areas of strength and gaps.
9) How to involve employees in the skills mapping process?
To effectively involve employees in the skills mapping process, adopt approaches that value their participation and strengthen their engagement.
1) Provide transparent and inclusive communication
Goal: clearly inform employees about the objectives, benefits, and steps of the process.
Example: organize information sessions and workshops to explain how skills mapping can contribute to their professional development and the company's strategic goals.
2) Acknowledge contributions
Approach: recognize and value employees' participation in the process, which can include incentives or formal recognition.
Example: implement a points or rewards system to encourage and acknowledge active contributions to the process.
3) Training and development
Strategy: offer training and development opportunities related to skill gaps identified during mapping, ensuring employees see a direct benefit from their involvement.
Example: provide personalized training paths that address specific skill needs detected during the gap analysis, allowing employees to choose the training modules that interest them most.
4) Incorporating employee feedback
Tactic: regularly integrate employees' feedback and suggestions to continuously improve the process.
Example: create feedback channels where employees can submit ideas on how to improve or adapt the project to be more inclusive and representative.
5) Ongoing monitoring and updates
Planning: set up mechanisms to review and regularly update the mapping to adapt to rapid changes in the work environment and employees' development needs.
Example: organize semi-annual reviews to adjust the mappings to new technologies, market developments, or organizational changes.
10) How to ensure data accuracy in skills mapping?
To ensure data accuracy, adopt a methodical and rigorous approach.
Here are some strategies to guarantee the precision of collected information:
a) Establish clear standards
Goal: define uniform standards for collecting and assessing skills.
Example: use standardized evaluation criteria during performance reviews to ensure all employees are assessed under the same parameters.
b) Train evaluators
Goal: ensure everyone involved in skills assessment is properly trained.
Example: organize training sessions for managers on best practices for skills assessment, focusing on objectivity and consistency.
c) Use appropriate technology for data collection
Goal: rely on reliable technological tools like AirProcess for collecting and analyzing data.
Example: implement the system to enable systematic and accurate data collection.
d) Cross-validation of data
Goal: compare and corroborate data from different sources to verify accuracy.
Example: cross-check information from performance assessments with peer feedback and employees' self-assessments to identify discrepancies and confirm data validity.
e) Regular audits
Goal: perform periodic quality checks on skills data to ensure ongoing accuracy.
Example: conduct annual audits where a sample of skills data is reviewed and verified by an independent committee.
f) Continuous feedback
Goal: integrate employee feedback to improve and refine the accuracy of collected data.
Example: set up channels where employees can report errors or omissions in their skills profiles, allowing real-time corrections.
These strategies, combined with a corporate culture that values data accuracy and transparency, can greatly contribute to the reliability of skills mapping.
11) How to use skills mapping to promote employees' personal growth?
Mapping can be a powerful tool to promote employees' personal growth.
Here's how it can be used effectively:
a) Identifying career pathways
Skills mapping allows clear identification of employees' current skills and the skills required for different roles within the company.
This helps employees understand where they stand and which skills they need to develop to move toward desired roles.
For example, an employee in the customer service department may find that developing project management skills could lead to a team manager role.
b) Personalized development planning
With a clear map of required skills, employees and managers can collaborate to create personalized development plans that meet the employee's career aspirations while closing skill gaps for the company.
This can include specific training, workshops, certifications, or project assignments to practice and develop those skills.
c) Increasing engagement and motivation
When employees see a clear path for development and career progression within the company, their engagement and motivation can increase significantly.
They feel valued and understood by their employer, which can also reduce turnover.
d) Promoting a culture of continuous learning
This concept encourages a culture of continuous learning within the company.
By regularly identifying new required skills and offering opportunities to develop them, the company demonstrates its commitment to employees' personal and professional growth.
e) Tracking progress
With skills mapping, it's easier to track employees' progress in their skill development.
This can be encouraged by regular assessments that help both the employee see where they have improved and where they may need more training or support.
12) How can skills mapping facilitate social dialogue within the company?
Case of a technology company: after implementing a mapping, a tech company can identify and develop internal talent for emerging technologies like artificial intelligence.
By training employees on the skills needed for innovative projects, the company can not only increase their satisfaction, but also their engagement and productivity.
13) How does skills mapping contribute to better change management?
a) Proactive identification of skill needs
Skills mapping allows companies to anticipate the skills needed to respond to future changes, whether technological, regulatory, or market-driven.
By identifying these needs early, the company can prepare effectively, avoiding hasty and often costly reactions to unexpected changes.
Example: a technology company could, thanks to mapping, anticipate the need for AI skills and start training employees well before the technology becomes essential in its field.
b) Facilitating transitions and adaptation
With a clear understanding of available and required skills, companies can better plan transitions.
This includes targeted training, recruitment, or staff reassignment to fill skill gaps.
Example: during a major reorganization, a company can use its mapping to reassign employees to new roles that match their skills, reducing stress and increasing the chances of a successful transition.
c) Improving organizational resilience
This contributes to creating a more agile and resilient organization capable of quickly adapting to change.
With a skills strategy already in place, the company can respond agilely to emerging challenges without losing time identifying what it needs.
Example: in an economic crisis, a company can quickly adjust strategies to maintain operations without major disruption, relying on skills identified as crucial.
14) How to include AirProcess in the skills mapping project?
a) Creating a skills management system with AirProcess
Our platform, known for its flexibility and no-code approach, offers an ideal framework for organizations looking to develop an effective and interactive skills mapping.
Using AirProcess's customizable forms and intuitive workflows, you can easily collect detailed information about your employees' skills.
1) Collecting skills data
Thanks to AirProcess's dynamic forms, HR can design surveys to assess employees' technical and cross-functional skills.
These forms can include various field types (text, multiple choice, rating scales), enabling comprehensive and structured data collection.
2) Skills analysis and visualization
AirProcess's customizable views make it easy to aggregate and sort collected data, allowing managers to quickly visualize the skills available within the organization and identify competitive gaps.
These views can be configured to display information by department, skill level, or even development potential.
b) Developing and tracking training plans
AirProcess can be used to plan and track training initiatives through its customizable workflows.
HR can configure specific processes for training plan approvals, participation tracking, and evaluation of training outcomes.
Managing development paths:
AirProcess workflows enable creating personalized development paths for each employee based on identified skill gaps.
These paths can be continuously updated and adjusted based on feedback and ongoing assessments, ensuring targeted and effective skills development.
c) Integration with existing HR systems
AirProcess can integrate seamlessly with other HR systems thanks to its ability to import and export data via CSV or Excel files, and through its API.
This integrability allows synchronization of skills data with other human resources management tools, ensuring unified talent management within the organization.
In summary, AirProcess positions itself as a valuable tool for implementing skills mapping in companies.
Its flexibility, ease of use, and advanced features enable strategic skills management that is both effective and tailored to each organization's specific needs.
Using AirProcess for skills mapping represents an opportunity to maximize human resources and align talent with the company's strategic objectives.
15) Which professionals should you consult for an effective implementation of skills mapping?
For an effective implementation of skills mapping within an organization, consult various professionals with complementary expertise.
Each of these experts brings specific added value that enriches the process and ensures its success.
Here are the main professionals to consult:
a) Human resources specialists
HR specialists play a key role in defining required skills, managing skills assessments, and integrating results into training and development plans.
Practical example: a CHRO could oversee the setup of assessments and coordinate development actions based on identified gaps.
b) Training and development experts
These professionals design and implement training programs that address needs identified during the skills analysis.
Their expertise is vital to ensure training sessions are relevant and effective, thereby efficiently closing skill gaps.
Practical example: a training manager develops a tailored leadership training module for mid-level managers.
c) Management or organizational consultants
Consultants bring a neutral perspective and are often experts in implementing skills frameworks across sectors and companies.
Practical example: a management consultant can help integrate skills mapping with existing performance management tools.
d) Data analysts and IT specialists
These technicians ensure that the tools and systems needed to collect, store, and analyze skills data are in place, reliable, and effective.
They play an important role in process automation and ensuring the accuracy of collected data.
Practical example: a data analyst sets up a dashboard to monitor skills evolution in real time.
e) Operational leaders and line managers
Managers who directly supervise employees are essential to validate the relevance of identified skills and encourage their teams' active participation.
Their involvement is decisive for the practical success of skills mapping.
16) Which performance indicators should be used to evaluate the effectiveness of skills mapping?
To evaluate the effectiveness of the concept, use precise and relevant performance indicators that directly reflect the company's strategic objectives.
Here are some key indicators to consider:
a) Skills coverage rate
Definition: measures the percentage of key skills currently possessed by employees compared to the skills identified as necessary.
Use: this indicator helps identify skill gaps within the organization and prioritize training or recruitment needs.
b) Effectiveness of development plans
Definition: assesses the success of training and professional development initiatives implemented to close skill gaps.
Use: allows tracking the impact of training on skill improvement and achieving strategic objectives.
c) Retention rate of key talent
Definition: measures the percentage of retention of employees with skills critical to the company.
Use: indicates how well the company succeeds in retaining essential talent, often a sign of employee satisfaction and engagement.
d) Employee productivity
Definition: evaluates employees' effectiveness and efficiency in their roles after skills development interventions.
Use: helps measure how skill improvements directly influence work productivity.
e) Success rate of internal moves
Definition: the proportion of successful internal transitions compared to attempted moves, where employees moved to new roles for which they were trained.
Use: reveals the effectiveness of skills mapping in promoting internal mobility and matching skills to new roles.
f) Practical example
In a technology company, after implementing a cybersecurity training program, managers measure skill increases via competency tests before and after training.
They also track changes in productivity on cybersecurity projects and retention of trained employees over a given period to evaluate the program's effectiveness.
17) Conclusion
This article highlights the importance of skills mapping in today's professional context.
It explored how this strategic practice not only aligns employees' capabilities with the company's long-term goals but also addresses immediate challenges such as technological changes and market shifts.
We described the key process steps, from identifying existing skills to planning actions to close identified gaps. This approach proves to be a strategic lever for any organization aiming to optimize its human resources.
Frequently Asked Questions
How do you build a skills and versatility matrix?
To build a skills and versatility matrix, the following steps are essential:
Step 1: gather necessary information
Start by assessing employees' current skills through performance assessments, interviews, or job analyses.
This data collection helps understand the abilities available within the organization, identifying strengths and development needs.
Step 2: create a skills matrix
Use the collected data to create a matrix that lists employees on one axis and skills on the other.
Each cell of the matrix can indicate the skill level of each employee in each specific domain, facilitating visualization of collective skills.
Step 3: define the skill level
For each skill, define clear mastery criteria, such as beginner, intermediate, and advanced.
These definitions should be adapted to the company's specific needs and consistent across all departments to ensure uniform assessment.
Step 4: analyze the table and define an action plan
Analyzing the matrix reveals where skills are strong and where they are lacking.
From there, develop an action plan to fill gaps through targeted training, strategic recruitment, or internal reassignments, ensuring human resources are fully aligned with the organization's strategic objectives.