What is a skills matrix?
A skills matrix makes a team's capability visible. Supervisors use it to plan shifts with the right people, training coordinators to decide who to train in what, and auditors to check competence. The matrix is most useful when it also shows the need: how many competent people each skill requires, so that the gaps stand out.
Skill levels (ILUO)
| Level | Symbol | Meaning |
|---|---|---|
| 0 | ○ empty | Not trained |
| 1 (I) | ◔ one quarter | In training |
| 2 (L) | ◑ half | Can do the task with supervision |
| 3 (U) | ◕ three quarters | Competent, works independently to standard |
| 4 (O) | ● full | Expert, can train others |
Skills matrix example
A packaging line team of eight people needs eight skills. Line clearance and in-process checks are well covered with six competent people each. Three skills are short: capper changeover and autonomous maintenance have two competent people against three needed, and the vision system has only one (the shift lead), a single point of knowledge. None of those three skills has anyone who can train others. Two new operators are competent in nothing yet. The training plan starts with the vision system and capper changeover.
Tips
- Define each level for each skill, ideally with an assessment, so ratings are consistent.
- Link skills to procedures: when a procedure changes, the affected people need retraining.
- Plan for absence: cover each critical skill on every shift.
- Use the matrix in a gap analysis of competence, and in TPM training and education.
How to use this Skills Matrix tool
- Name the team. Name the team or department the matrix covers.
- Add people and skills. Use + to add people (rows) and skills (columns); click a skill to set how many competent people it needs.
- Set the levels. Click each cell to cycle the level from 0 (not trained) to 4 (can train others).
- Check coverage. The bottom rows show competent people against the need, trainers and people in training per skill.
- Plan training. Train people in skills that are short, single points of knowledge and skills with no trainer first.
- Export. Export the matrix and coverage to PDF, PNG or Excel.
Frequently asked questions
What is a skills matrix?
A skills matrix (or competency matrix, training matrix) is a grid of people against the skills a team needs, showing each person's level in each skill. It shows at a glance who can do what, where the team is short of competent people, and who needs training.
What is ILUO?
ILUO is a common way to show skill levels with a circle filled by quarters: I (one quarter) is in training, L (two quarters) can do the task with supervision, U (three quarters) is competent and works independently, O (full circle) can train others. This tool adds level 0 for not trained.
How many people should be competent in each skill?
Enough to cover shifts, holidays, sickness and turnover. Many teams aim for at least three competent people per critical skill. Set the number needed for each skill; the matrix flags skills that fall short.
What is a single point of knowledge?
A skill that only one person has. If that person is absent or leaves, the work stops. The matrix flags these so you can cross-train before it becomes a problem.
Does ISO 9001 require a skills matrix?
ISO 9001:2015 clause 7.2 requires you to determine the competence needed, ensure people are competent, take action to acquire competence and keep evidence. A skills matrix with linked training records is the most common way to show this.
How often should it be updated?
Whenever someone completes training or is assessed, when people join or leave, and when processes change. Review it at least quarterly to plan training.