A skills map is a visual tool for capturing and displaying employee abilities. It provides an at-a-glance view of which competencies exist within the organization, where skill gaps occur, and what training needs exist. HR teams use skills maps for strategic workforce planning, targeted talent development, and efficient resource management.
Definition: What Is a Skills Map?
A skills map (also known as a skill matrix or competency matrix) is a structured tool that systematically captures and visualizes employee abilities. It is typically displayed as a table or grid, with employees assigned to rows and relevant skills to columns. Each cell contains an assessment of the respective skill level.
The term "skill" refers to concrete, learnable, and measurable abilities – so-called hard skills such as programming languages, foreign language proficiency, or machine operation. The skills map provides HR managers and leaders with a transparent overview of available resources within the organization and supports strategic decisions regarding project assignments, training planning, and recruitment.
Difference: Skills Map, Competency Matrix, and Qualification Matrix
These terms are often used interchangeably but differ in their focus:
A skills map focuses on concrete, technical abilities (hard skills). It answers the question: "Who can do what?"
A competency matrix is broader in scope and encompasses soft skills, behaviors, and knowledge in addition to hard skills. It answers the question: "Who is suitable for which tasks?"
A qualification matrix focuses on formal credentials such as certificates, licenses, and degrees. It is particularly important in regulated industries where certain qualifications are legally required.
Benefits of a Skills Map
Benefits for Organizations
A well-maintained skills map offers organizations several strategic advantages:
Transparency about existing competencies: You can immediately see which skills exist within the organization and who possesses them. This facilitates project staffing and task assignment to the right people.
Identification of skill gaps: Comparing existing and required skills reveals competency gaps. This allows you to plan training measures early or recruit in a targeted manner.
More efficient resource planning: According to studies, 66 percent of organizations already use some form of skill mapping to optimally deploy their teams. The skills map enables you to quickly find suitable replacements or assemble project teams.
Foundation for succession planning: Through systematic competency capture, you identify high-potential employees and can plan career paths strategically.
Benefits for Employees
The skills map also brings advantages for employees:
Clarity about development opportunities: Employees can transparently see which abilities are relevant for their current role or the next career step.
Targeted training: Instead of generic courses, employees receive individual development offerings that match their strengths and gaps.
Recognition of competencies: Systematic capture makes hidden talents visible and creates the foundation for fair promotion decisions.
Creating a Skills Map: Step-by-Step Guide
Step 1: Define the Objective
Before you begin creation, you should clearly define the purpose of the skills map. Is it primarily about resource planning for projects, talent development, or strategic workforce planning? The objective determines which skills you capture and how detailed the assessment will be.
Communicate the initiative transparently within the organization. This reduces resistance and increases acceptance among managers and employees.
Step 2: Identify Relevant Skills
Create a list of skills relevant to your organization. You should distinguish between:
- Technical skills: Programming languages, software knowledge, machine operation
- Methodological skills: Project management, data analysis, problem-solving
- Soft skills: Communication, teamwork, leadership competency (if you're creating an extended competency matrix)
Involve managers and experienced employees in the identification process. They know best which abilities are critical for success in certain roles.
Step 3: Establish an Assessment Scale
Define a uniform scale to assess employees' competency levels. A five-level scale is common:
Ensure that assessment criteria are clearly defined and comprehensible to everyone. This prevents subjective distortions.
Step 4: Capture and Assess Competencies
Now comes the actual data collection. There are various methods:
Self-assessment: Employees rate their own abilities. Advantage: Low effort. Disadvantage: Subjective distortions through over- or underestimation.
Manager assessment: Leaders assess their team members' competencies. Advantage: More consistent evaluation. Disadvantage: Blind spots possible.
360-degree feedback: Combination of self-assessment and assessment by multiple others. Advantage: More comprehensive picture. Disadvantage: Higher effort.
For small companies, an Excel spreadsheet often suffices. In larger organizations, specialized HR tools are recommended as they facilitate continuous updating and analysis.
Step 5: Analyze Skill Gaps and Define Actions
Compare existing skills with target requirements. The difference shows you where action is needed:
- Short-term: Targeted training, mentoring programs, or job rotation
- Medium-term: Recruiting specialists with missing competencies
- Long-term: Strategic talent development programs
Important: The skills map is not a static document. Update it at least annually – or more frequently when requirements change or employees complete training programs.
Objective Competency Assessment: Challenges and Solutions
One of the biggest challenges in skill mapping is assessment objectivity. Self-assessments are often biased, and manager assessments can also be influenced by unconscious biases. The result: The skills map doesn't reflect actual competencies.
A solution is offered by standardized assessments that measure competencies independently of subjective evaluations. The digital platform Aivy, for example, enables objective competency measurement through scientifically validated game-based assessments. Instead of relying on self-reporting, abilities are captured through psychometric methods – developed in collaboration with Freie Universität Berlin.
Practice shows: Companies like OMR use assessment scores as an additional source of information for strength matching. People Lead Kaya Kruse reports that through objective evaluation, candidates were invited who would have been rejected based on their CV – some of whom were ultimately hired. Objectivity in the hiring process also strengthens diversity within the organization in the long term.
Learn more about objective talent assessment with Aivy: Book a demo
Frequently Asked Questions About Skills Maps
What is a skills map?
A skills map is a visual tool for systematically capturing employee abilities. It shows in a clear matrix which competencies exist, what level employees are at, and where gaps occur. HR teams use it for workforce planning, project staffing, and training management.
What is the difference between a skills map and a competency matrix?
A skills map focuses on concrete, measurable abilities (hard skills) such as programming or foreign languages. A competency matrix is broader and additionally encompasses soft skills, knowledge, and behaviors. In practice, both terms are often used interchangeably.
How do I create a skills map?
Creation follows five steps: define the objective, identify relevant skills, establish an assessment scale, capture and assess competencies, analyze skill gaps and define actions. For small teams, Excel is sufficient; larger organizations benefit from specialized HR tools.
Which assessment scale is suitable for skills?
A five-level scale from "no experience" to "expert" is common. It's important that each level is clearly defined. Level 1 means no experience, level 3 means working level with support, level 5 means can mentor others and solve complex problems.
How often should a skills map be updated?
At least once a year. Additionally, you should update it when employees complete training, new employees are hired, or strategic requirements change. An outdated skills map quickly loses its value.
How can I assess competencies objectively?
Combining different methods increases objectivity: self-assessment, manager assessment, and 360-degree feedback. Even more reliable are standardized assessments and scientifically validated diagnostic tools that measure competencies independently of subjective evaluations.
Conclusion
The skills map is an indispensable tool for modern HR management. It creates transparency about existing competencies, reveals skill gaps, and forms the foundation for strategic personnel decisions. The key to success lies in regular maintenance and the most objective competency assessment possible.
For HR professionals who want to supplement their skills map data with objective competency measurements, Aivy offers scientifically validated assessments – without distortions from self- or manager assessment.
Sources
- Stifterverband & McKinsey (2021). Future Skills Framework. https://www.stifterverband.org/future-skills
- World Economic Forum (2023). The Future of Jobs Report 2023. https://www.weforum.org/reports/the-future-of-jobs-report-2023/
- Personio (2024). Skills Matrix How-To Guide. https://www.personio.com/hr-lexicon/skills-matrix/
- AG5 (2025). Everything you need to know about skills mapping. https://www.ag5.com/everything-you-need-to-know-about-skills-mapping/
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