Competency matrix: mapping who can do what, and who is the only one

A competency matrix — also called a skills matrix — is a grid of people against capabilities, showing who can do what and how well. It is one of the cheapest management artefacts available: an afternoon of work that answers questions about cover, hiring and training which are otherwise answered by guesswork and rediscovered during a crisis.

The question it exists to answer is narrow and useful: for each thing the business must be able to do, how many people can actually do it? A column with one name in it is a risk you are carrying whether or not you have written it down.

What goes in the matrix

• Capabilities as rows or columns — the things the business needs done, not job titles. "Run the month-end close" rather than "Accountant".
• People, by name for a small team, by role above about thirty.
• A level per cell on a short scale: cannot do it, can do it with help, can do it alone, can teach it. Four levels is plenty.
• Required cover per capability — how many people at 'can do it alone' you need to be comfortable.
• The gap, calculated: required minus actual. This is the column that drives decisions.
• Where a capability is certified or licensed, the expiry date. That belongs in the matrix rather than in someone's memory.
• Interest or willingness, optionally — being able to do something and wanting to do it are different, and ignoring the difference produces resentful cover.
• Last reviewed date, since assessments go stale as people learn and forget.

The output that justifies the whole exercise is the list of single points of failure — capabilities where exactly one person is competent. Every business has more of them than it expects, and they are usually invisible because that person has never been away at the wrong moment. Once listed, each one is a small decision: train someone, document the process, accept the risk knowingly.

Building it without it becoming a performance exercise

1. List capabilities from what the business actually does, especially the operational things nobody thinks of as skills — issuing invoices, restoring a backup, dealing with the bank.
2. Keep the list to twenty or thirty rows. A hundred-row matrix is never completed.
3. Define the levels in words before assessing anyone, so ratings mean the same thing across the team.
4. Assess with people, not about them. Self-assessment plus a conversation is more accurate than a manager guessing, and far less corrosive.
5. Say clearly what it is for — cover, training and hiring — and that it is not an input to pay or performance. If people suspect otherwise, the ratings become negotiation rather than information.
6. Set required cover per capability, and calculate the gaps.
7. Act on the top three gaps, rather than producing a training plan for everything.
8. Review twice a year, and whenever someone joins or leaves — a leaver is exactly when the matrix earns its keep.

What to do with the gaps

A gap has three honest responses and one dishonest one. Train someone, which is slow but permanent. Document the capability well enough that a competent person could follow it, which is faster and covers the emergency case. Or accept the risk explicitly, having decided it is small enough. The dishonest response is to note the gap, plan training that never gets scheduled, and feel that the matter has been handled — which is where most competency matrices go to die.

Ettex Records fits the matrix well once it grows past a simple grid: custom tables with typed fields, so capability, person, level, required cover and expiry are real fields rather than coloured cells; relations between tables so a person's rows connect to their record; grid and kanban views with saved filters — single points of failure, expiring certifications, everything one person covers; formulas and rollups to calculate the gap; revision history where every change is tracked, which matters when you want to see how cover improved; and CSV import to bring an existing spreadsheet in. A simple version works fine in Ettex Sheets, the procedures that cover the documented gaps live in Ettex Docs, and training dates go in Ettex Calendar.

The boundary: Ettex is not an HR or learning system. There is no training catalogue, no course booking or completion tracking, no automatic reminders when a certification expires, no skills taxonomy and no integration with employee records. It gives you a table you maintain and views you build. The expiry reminder is a calendar entry you make yourself.

How matrices go wrong

• Built from job titles rather than capabilities, which hides exactly the operational knowledge you are trying to map.
• Too many rows, so it is never finished or never updated.
• Levels undefined, making ratings incomparable between assessors.
• Used, or suspected of being used, in pay and performance decisions — after which the data stops being true.
• Single points of failure identified and then not acted on.
• Certification expiries tracked nowhere, discovered when a customer asks.
• Never updated after someone leaves, which is the moment the matrix was built for.
• Willingness ignored, producing cover that exists on paper and resentment in practice.

A competency matrix is an afternoon that tells you where you are one person deep. List capabilities rather than titles, keep the scale short, promise it is not about pay — and act on the columns with a single name in them.