What is competency management?
Competency management is a structured, strategic process for the identification, development and targeted use of competencies within a company. It aims to systematically match the individual skills and potential of employees with the requirements of the organization - today and in the future.
Properly implemented, competence management provides support:
- Strategic Personnel Development
- Succession Planning and career paths
- Qualification planning in the event of changes or growth
- and a data-based, transparent personnel strategy
What is a skills matrix?
The skills matrix is a central tool in skills management. It clearly shows which skills are available in a team, a department or an entire company - and to what extent.
Typical structure:
| Know-how | Communication | Project management | Excel skills |
Employees A | 3 | 4 | 2 | 5 |
Employees B | 2 | 5 | 3 | 2 |
Employees C | 4 | 3 | 1 | 4 |
Legend (e.g. 1-5):
1 = no experience
2 = basic knowledge
3 = application under supervision
4 = independent application
5 = expert / multiplier
Benefit:
- Overview of actual competencies per employee
- Comparison with target competencies per role
- Targeted planning of training courses, transfers or new hires
- Quick decision support for project staffing or Succession Planning
What is a skills gap?
A skills gap is the difference between the existing level of competence and the level required for a specific role, task or target position.
Typical reasons for skill gaps:
- New technologies or tools (e.g. AI, data analysis)
- Extended areas of responsibility (e.g. management or internationalization)
- Strategic realignment within the company
- Promotion opportunities for which certain qualifications are still lacking
Good skills management recognizes skill gaps automatically - e.g. via target/actual comparisons - and derives suitable development measures from this.
Key terms in competence management
Term | Meaning |
Hard Skills | Measurable, technical skills (e.g. programming languages, accounting) |
Soft skills | Personal and social skills (e.g. ability to work in a team, communication) |
Future Skills | Competencies that will be particularly relevant in the future (e.g. digital agility, resilience) |
Competence profile | Structured compilation of the competencies of a person/role |
Skill gap | Competence gap between actual and target level |
Competence model | Framework for the standardized definition and evaluation of skills in the company |
Practical example: competence management in application
A medium-sized IT company wants to set up a new department for data analytics. A competency model with key competencies such as statistics, Python, data visualization and presentation techniques is created for this purpose.
A skills matrix is used to determine this:
- Who in the team already has these skills
- Who can be retrained
- Where external recruitment is necessary
Employees with strong potential but still gaps receive automatic learning recommendations (e.g. e-learning, specialist seminars). Managers receive monthly reports on progress and skill gaps.
Result: 60% of the department can be filled internally, staff turnover decreases and the level of expertise increases.
Advantages of digital skills management at a glance:
✅ Clear overview of all existing and missing skills
✅ Faster personnel and project decisions
✅ Transparent, fair and strategic employee development
✅ Automated training suggestions & learning paths
✅ Basis for targeted Succession Planning
Competence management is the key to a learning organization
In a constantly changing working environment, skills management is not an optional extra, but a duty. Only those who know which skills are available - and which are missing - can take targeted action.
With software solutions such as the Umantis HR-Suite, skills models can be set up, skills profiles maintained, skill gaps identified and individual development plans managed - completely digitally and strategically aligned.
Discover now: Competence management with Umantis
We will be happy to advise you:
Severin Ravaioli
Head of Sales Switzerland
severin.ravaioli@umantis.com
+41 76 415 32 45
