Whether you’re a production manager, shop floor supervisor, or HR professional, you may be tracking your teams’ skills in an outdated Excel spreadsheet—or not tracking them at all. It’s often an absence, the need to place a temporary worker, or an audit request that reveals a skill set relies on just one person.
A competency matrix maps operators to job competencies, with the observed level compared to the required level. Once filled out at the station and updated, it indicates who can take over tomorrow.
What is a skills matrix?
In a competency matrix, operators are listed in the rows, and the columns represent the skills required for their jobs, with a proficiency level in each box.
Assign a column only to what is observed on the job, never to a degree or a quality such as «rigor.» The AFNOR X50-750 standard also refers to skills demonstrated in a professional setting.
- Online, the matrix outlines what an operator can do, skill by skill.
- The column shows how many people have mastered a skill at the required level—that is, who can take over.
- A «Required Level» row at the top of the table specifies the level to be achieved for each column.
One matrix, two interpretations
Operators in rows, skills in columns, required level at the top.
| Operator | Feed the line | Driving the baler | Check weight and for leaks | Change the format |
|---|---|---|---|---|
| Required Level | 2 | 2 | 3 | 3 |
| Operator A | 4 | 3 | 3 | 4 |
| Operator B | 3 | 2 | 3 | 1 |
| Operator C | 2 | 3 | 2 | 2 |
Online: What an operator can do. Operator B meets the required level in three out of four skills.
In the column: who has mastered the skill. Only Operator A changes the format to the required level.
Example created for illustrative purposes: anonymous operators, levels 1 through 4. The values are taken from the product’s packaging specifications.
Describe the columns as tasks performed at the workstation, such as «operating the case packer» or «changing the format.» A task observed at the workstation should be noted without hesitation, whereas an HR-style job title leaves the evaluator in the dark.
The Mercateam video expands on this definition, featuring real-world examples from factory settings and the most common mistakes.
Skills Matrix or Versatility Matrix?
In a workshop, the competency matrix and the versatility matrix are The same painting, viewed from two perspectives. The first asks at what level; the second takes stock of who can do what.
The meaning of «versatile» varies from one plant to another; a company-wide agreement defines it as actually holding several positions over the course of the year. Assess your own level of versatility based on the required standard, which is measured by the matrix.
- An operator's versatility rate is calculated by dividing the number of skills the operator has mastered at the required level by the total number of skills in the line.
- The line's rate is the average of its operators' rates.
- The coverage of a skill refers to the number of people who have mastered it at the required level.
Enter in the matrix the level at which a skill is considered mastered. Without this rule, your rate cannot be compared from one quarter to the next.
What is the purpose of a competency matrix in a factory?
A competency matrix is primarily used to determine who can fill each position tomorrow morning, even before the schedule was finalized.
You might think of it as an audit file. However, its primary purpose is to help the team leader assign tasks to his or her operators, because knowledge that remains only in a person’s head disappears the moment that person is absent.
- It helps you assign staff and cover for absences by showing who has the skills required for the position at the appropriate level.
- It focuses training on the skills where the team is weakest—where the gap between their current level and the required level is the greatest.
- She is preparing the next generation, since the skills to be passed on before someone leaves are reflected in the role of the person who is leaving.
- It determines whether to hire or train internally, and what to teach a new hire first.
- It serves as proof of which individuals have undergone training and have been certified, along with the expiration date of each CACES certification or electrical certification.
A forklift operator’s CACES certification is valid for 5 years, and the INRS recommends renewing electrical certification every 3 years. Note each due date in the matrix so you can plan ahead well before the audit.
A authorization matrix matches each title with the positions that require it.
Identify the skills that a single person has mastered
A column where only one person meets the required level indicates a skill that disappears from the line on the day it is missing. This is the first discrepancy to address, before attempting to raise the average.
In the example below, only Operator A knows how to change the format as required; if he is absent, there is no one else who can do it. Determine for each skill how many people must be proficient in it, taking into account vacation time and shift schedules, since no single number applies to all workshops.
How to build a skills matrix in 5 steps?
For create a competency matrix To do this correctly, start with the line stations—which you are observing together with the operators—and follow these five steps in order.
- List 8 to 15 skills per department, those who decide on work assignments by monitoring the rotation of workstations. A cross-functional skill—such as notifying maintenance—comes into play if it is required at the workstation.
- Write down your job level hierarchy and what the person is expected to be able to do at each level in the position.
- Set the required level for each skill before grading anyone.
- Have each operator at the workstation evaluated while on the job.
- Read the table column by column, then row by row, and decide who to train and who to assign.
You'll be tempted to be exhaustive, even though every column you add means one more cell to update for each person, and a matrix of thirty skills eventually stops changing.
And if you already have a skills repository ? Use this as a guide for your columns, since it specifies the required skills, and keep the ones that change depending on the assignment.
Which proficiency levels should you choose?
No scale is required, and Four levels are usually enough If everyone is evaluated based on what they are seen doing on the job, the job classification system for a food industry training program has only three categories.
Four levels, described by what you see at the workstation
- Level 1AccompaniedThe operator follows the procedure with someone standing next to him.
- Level 2AutonomousUnder normal conditions, he works alone.
- Level 3ConfirmedIt also handles common issues, such as adjustments, shutdowns, or drifts.
- Level 4TrainerHe knows how to train a coworker.
Suggested ranking: No specific ranking is required. List your own ranking by position; never rank based on seniority.
Never assume that seniority determines skill level. An operator who has been with the company for ten years may be at Level 2 for a particular skill, while another who joined in March may be at Level 3.
You may have read that the ILUO scale—four letters ranging from dependence to independence—is considered a standard. This coding system, which is widely used in workshops, varies in definition from one company to another and is therefore adapted for your positions.
Who conducts the evaluation: the operator, the team leader, or HR?
The team leader gives the score afterward having observed the operator at the workstation, once the employee has self-assessed; HR ensures the scale and methodology are followed.
When observed in a real-world situation, a skill is demonstrated through specific actions on which two evaluators agree, such as the result achieved, the equipment chosen, or the response to an unexpected event.
- Before observing the operator, give him or her the skills evaluation grid of their position, so that everyone is evaluated based on the same criteria.
- When the team leader's evaluation and the self-evaluation differ, schedule one more observation, because an average would mask the discrepancy.
- If the employee is undergoing AFEST—the on-the-job training required by the Labor Code—record this based on the times when the expected outcomes are compared with what the employee actually did, and then record their evaluations separately.
- Avoid having the person who just trained the operator be the only one to evaluate him or her, because that person is also evaluating his or her own work as a mentor.
Example of a skills matrix for a packaging line
Here is a matrix created for illustrative purposes, based on a packaging line with six areas of expertise, five permanent operators and one temporary operator. The levels range from 1 to 4.
The matrix of the packaging line
The levels that meet the required standard are shown in purple. At the bottom is the number of employees by skill.
| Operator | Feed the line | Driving the baler | Check weight and for leaks | Change the format | Clean at the end of the production run | Palletizing and Labeling |
|---|---|---|---|---|---|---|
| Required Level | 2 | 2 | 3 | 3 | 2 | 2 |
| Operator A | 4 | 3 | 3 | 4 | 3 | 2 |
| Operator B | 3 | 2 | 3 | 1 | 3 | 3 |
| Operator C | 2 | 3 | 2 | 2 | 2 | 3 |
| Operator D | 2 | 1 | 1 | 1 | 2 | 2 |
| Operator E | 3 | 2 | 2 | 2 | 1 | 3 |
| Interim | 2 | 1 | 1 | 1 | 2 | 2 |
| Starting Players | 5 | 4 | 2 | 1 | 4 | 5 |
Swipe the table to see the six skills.
Versatility of the line: 70 %, 21 out of 30 skills acquired, but only one person has switched formats.
Example created for illustrative purposes: anonymous operators, levels 1 through 4. Permanent employees and rates calculated based on the five permanent employees, excluding temporary staff.
- In this column, only Operator A knows how to change the format to the required level, and the weight and leak-tightness checks rely solely on A and B.
- Online, A meets the required level in all six skills, B in five, C in four, and D and E in three.
- In total, the five permanent employees meet the required level for 21 out of 30 skills, representing a versatility rate of 70 % for the line, excluding temporary staff.
That rate seems reasonable, and yet The 70 % codes conceal a skill mastered by only one person. An average combines strong and weak skills; the column, on the other hand, shows how many regulars remain. On the day A is absent, no one changes their format.
Read the columns before the rate, and form the fragile columns in order. Here, the team leader is training Group B on the format change and Group C on weight and leak testing.
- 1 permanent employeeTo change the format at the beginning: if A is missing, the skill disappears from the line
- 70 %versatility on the starting lineup, a rate that seems reasonable
- 77 %with B and C already formed; on the day A is absent, B changes the formats
Example created for illustrative purposes: anonymous operators, levels 1 through 4.
Update the matrix with each event
A competency matrix is being updated for each completed training session, arrival, or departure, and also when an operator changes stations or a new product is added to the line.
Updated the day before the audit, it's only accurate for one day; the rest of the year, you're basing your schedule on outdated figures.
- The matrix, which was filled out at the office based on the job descriptions, describes what the position entails, without mentioning what the operator is capable of doing.
- If no proficiency level is listed at the top of the column, a score does not indicate whether the skill has been acquired.
- Updated once a year, it describes last year's team.
- Temporary workers who are left off the roster become invisible, even though they fill positions every week.
- Without a tracking indicator, no one notices that a position has just lost its second holder.
Reread it every month the number of positions with a single incumbent, which lists the next position to be frozen and the clearances that will expire within 60 days.
Should temporary workers be included? Yes, as soon as they arrive, because a temporary worker assigned to a high-risk position must receive enhanced safety training (Labor Code, Art. L.4154-2).
In the example, the temporary employee meets the required level in three out of six skills—precisely those that the team has already mastered. His integration should therefore focus on changing the format and monitoring.
Excel or software: When should you switch platforms?
If you manage a single team, Excel is all you need to get started with a matrix ; a shared tool becomes useful when teams, time-sensitive authorizations, and audits are all taken into account.
The file you've been managing for years—and that no one dares to touch anymore—eventually ends up containing errors, and it is no longer sufficient in the five situations listed below.
Excel is all you need to get started as long as even one of these situations applies to you; if two or more apply, a shared tool becomes useful.
These issues are more significant than the number of employees at the site. As long as you're using Excel, keep just one file and designate a single person to handle updates, because a spreadsheet won't automatically alert you to an expired authorization.
For an entire site, a skills matrix software recalculates the holders of each competency with each entry and issues a warning before an authorization expires.
This video testimonial from LISI Aerospace details the transition from Excel to a shared tool.
Free Competency Matrix Template: Start with Your Excel File
Between Excel and the software, Mercateam's free template imports your Excel file With just one click—no credit card or installation required.
It is «the first free competency matrix tool designed for the industry.» Use the same format: list the job tasks in columns and note the required level before any assessment.
- It recreates your employees, their skills, and their authorizations based on the workbook you're already using.
- It recalculates the table and the versatility rate with every entry, without the need to copy and paste any formulas.
- It distinguishes between authorizations that are about to expire and those that have already expired.
Would you rather stick with a spreadsheet? The free Excel template links skills to key positions, with color-coded levels and a versatility tab, and can also be imported into Google Sheets.
Is a competency matrix required?
No, No regulation requires a competency matrix, but the Labor Code and ISO 9001 require that it be used to prove something.
The law sets out the results and leaves the means up to you. On the day of an inspection or audit, you must show who is trained and authorized, in what position, and since when.
- The employer ensures that each employee is able to adapt to their position and maintains their ability to perform their job as technology or organizational structures evolve (Labor Code, Article L.6321-1).
- The ISO 9001 auditor requests evidence of each person's competence (requirement 7.2).
- Operating a rider-operated forklift or an aerial work platform requires authorization from your company, in addition to operator training.
In a company with at least 300 employees, the matrix also serves as the basis for the triennial negotiations on job management and career paths, known as GEPP (Labor Code, Article L.2242-20).
A ISO 9001 skills matrix links each level to its training certificate and date, which the auditor checks first.
Get started on your matrix this week
- Start by a single line and its key competencies.
- Rate each operator at their workstation while they are on the job.
- Look for the column that has only one person listed to determine which skill to prioritize.
To get started for free, open the free skills matrix and import your Excel file there. To set up an entire site, request a demo.
