Build an effective skills and professions repository in just 6 steps
A competency framework is a list of competencies drawn up in line with an organization's strategic issues. We're not talking about an apprenticeship or a school course where a teacher acts as a student's advisor, but rather the establishment of an essential HR tool, a mine of information that contributes to a company's success.
As a human resources professional or manager, you have this tool at your disposal to manage the careers, talents and strategic skills of your company or team, in order to achieve your performance objectives.
What exactly is the purpose of a competency framework? And how do you build one? This article will guide you through the process, so that this support contributes to optimal management of your human capital.
What is a competency framework?
Definition of a competency framework
A skills repository is an exhaustive, descriptive list of the skills required by a company. In the form of a table, it presents all the skills required to perform each job within an organization, together with the degree of mastery expected.
Also known as a skills and professions repository, it provides a common basis for all members of an organization. With language elements shared by all, it provides benchmarks in a demanding and constantly evolving professional context, and harmonizes HR and managerial practices.
This tool provides a global and detailed vision of the skills required at the level of :
- a profession or family of professions,
- a function,
- department, etc.
It helps to identify all the knowledge, personal qualities and know-how required to excel in the performance of one's duties and to meet the company's strategic needs.
Competency framework: example
To take an example, here's an extract from a competency framework for an operational manager:
Differentiation between skills repository and skills map
Although the two terms are closely related, skills repository and skills mapping differ. A skills repository is different from a skills map, which is a fixed snapshot of all the skills held by a company's employees at a given time.
This visual, evolving representation can be created on the basis of a job and skills repository, and must be kept up to date. These two tools are by no means equivalent, but complementary.
Why build a skills framework?
When should a skills framework be used?
This document is generally used as a preliminary step in the launch of a GPEC (forward-looking management of jobs and skills) approach. In this context, it is a key tool for :
- list and identify the skills required for the efficient operation of a business, a department or a company ;
- assess the gaps between the skills required and those actually mastered by employees.
This skills management tool can be used as a basis for creating an action plan to steer the organization's human resources, as well as an operational guide for managers supervising a team.
What are the different objectives of a skills framework?
The main aim of a skills repository is to match the skills required with those of employees, in order to adapt them to the needs of the company's global strategy, both in the short and long term.
Among its many uses, the skills framework can be used to :
- draw up a training plan to bridge the gap between available skills and those required to succeed ;
- anticipate professional training needs;
- draw up job descriptions;
- manage talent and staff rotation to limit staff turnover;
- manage internal mobility opportunities and promotions;
- calculate remuneration ;
- attest employee progress, validate their mastery of key skills to succeed in their missions, during the annual interview; etc.
💡 Speaking of the annual interview, keep in mind that it's an important exercise for HR, since it makes it possible toidentify, assess and develop key skills to meet current and future business needs.
Learn why you need to build a competency framework in just a few minutes with this video :
How do you build a skills repository?
Step 1: Set an objective
As with the launch of any project, it's important to define your expectations regarding the creation of a skills repository:
- What is the document intended to be used for?
- How will the results be used?
- Who will use it, and how?
This first step provides a framework for the process, enabling you to draw up a document that is useful, meets your expectations and is ultimately usable, since its content will be relevant to all its users.
Step 2: Define your scope
The questions posed upstream will also serve as a guide for defining the scope of your repository and determining the scale at which you will be working:
- that of a position,
- a department
- a site,
- a company, in the case of a small organization?
It all depends on the use you've defined in your objectives. Keep in mind that the approach must remain realistic and relatively targeted to avoid becoming tedious or too complex to implement.
Step 3: Involve the people concerned
If you choose to carry out this approach in project mode, you'll need to set up a team or working group dedicated to its realization.
This team can include not only HR staff, but also managers or any competent person involved in the operational side of the business. This allows you to gather concrete, precise feedback on the missions and positions under consideration.
Step 4: Draw up a skills inventory
You can group them by activity or by field (organizational, relational, managerial, technical, etc.). You can also classify them by category :
- knowledge: theoretical knowledge;
- know-how: operational practices in a specific field or trade, and the level of mastery and experience expected;
- interpersonal skills: personal and interpersonal qualities, interpersonal and behavioral aptitudes.
To ensure that your skills inventory is as representative as possible, structure it in a way that makes sense for your organization, and be rigorous and clear in the vocabulary you use.
Step 5: Prioritize skills
Use gauges or levels to indicate the degree of mastery required for each skill.
These levels need to be discussed and validated upstream, so that they can serve as a benchmark against which to build sound evaluation indicators, and then be able to measure their attainment.
Step 6: Formatting the document
Once these elements have been gathered and defined by the team, the reference framework can be formalized in a table listing :
- all skills,
- the expectations for each degree of mastery
- and the level requirements for each.
Once formatted, the document can be submitted for validation.
💡 To ensure that this document is put to good use, make sure you share it with everyone concerned, and communicate how to access it if necessary.
It can be found in a shared document or a collaborative tool accessible to anyone at any time.
Other main missions are listed, such as "Developing and sustaining team skills" or "Supporting change", and each skill is graded on 4 levels :
- beginner,
- mastery,
- confirmed,
- expert.
Bonus step: use a tool to set up a skills repository
The skills repository can be built directly into an HRIS or LMS (Learning Management System) software package. It is then more flexible and less time-consuming to maintain than an Excel file.
This agility is particularly welcome in a context where professions evolve rapidly and need to adapt to an organization's growth.
Many tools are available on the market to assist you. ⚒️
360Learning
360Learning transforms skills management to help you gain competitiveness and reduce gaps in your teams through collaborative learning. How does it work? The tool automates various processes:
- it generates lists of skills required within the company to prepare the necessary training paths,
- establishes evaluation grids,
- and assesses the criticality of skills for each sector.
AI assistance reduces manual effort, allowing you to focus on innovation and strategic talent development. At the same time, optimized skills development prepares teams for future requirements.
Factorial
Factorial stands out for its rich functionality and ease of use. This comprehensive and innovative HRIS offers a skills and professions repository, useful for creating and managing a complete and personalized database within your company.
- Easily associate these skills and professions with the company's various employees, to create a precise map of skills and training needs.
- When an employee is hired for this job, all the administrator has to do is assign specific skills to that employee.
[FAQ] Competency framework: we answer your questions
What are the 4 types of skills?
Competencies can be grouped into 4 main categories:
- behavioral,
- cognitive
- technical,
- sector-specific.
Behavioral skills
These skills, also known as "savoir-être", refer to all the personal and relational qualities that enable you to adapt to various situations.
👉 For example: knowing how to express yourself clearly, working in a team, managing stress, etc.
Cognitive skills
These refer to the intellectual abilities that enable you to reason, analyze and learn.
👉For example: solving problems, making decisions, analyzing information objectively, etc.
Technical skills
These skills refer to your knowledge and know-how specific to a particular trade.
👉For example: for a job in IT, this means mastering office software, surfing the web, analyzing data, etc.
Sector-specific skills
These cover all your knowledge and skills specific to an industry sector.
👉 For example: in a particular sector, knowing the challenges and trends, standards and regulations, etc.
Where can I find a skills repository?
There are many resources available to help you find a skills repository that suits your needs. Here are a few tips to help you:
- Online resources are a mine of information. A large number of websites provide detailed information on the different professions and the skills required.
- Recruitment and training organizations. They often use skills repositories, so don't hesitate to contact them to share them with you.
👉 For example, the French government's official website provides a wealth of information on professions and the skills required.
How do you measure the effectiveness of a skills repository once it's been put in place?
There are several indicators you can use to assess the effectiveness of your skills repository:
- Impact on employee performance, productivity and service quality.
- The level of use of the repository, the number of employees who refer to it, and the number of training sessions carried out on the basis of the repository.
- Your employees' level of satisfaction with the relevance and usefulness of your skills framework.
- The impact of this framework on career development within your company, the number of promotions, job changes, etc.
The essential HR tool for skills management
Designed primarily for operational use, the skills repository is now being extended to more global HR practices. It makes it possible to establish a common vision of the skills required for the success of a function, business or company, by setting requirements and challenges that are shared and understood by all.
It facilitates and structures skills management at all levels, and will become the tool of success when its ultimate goal is achieved: to link the skills base present in the company to its global strategy.
Have you implemented a skills repository within your organization? What are the main uses for it?