How to create and use a skills matrix (with templates & examples)

Today’s HR leaders are under pressure to build agile, future-ready teams, on smaller budgets. They need to capitalize on the skills they have in-house, and make strategic hiring decisions that not only support the development of existing team members, but align with the wider business development goals too. Yet without a clear view of existing competencies — you can’t expect workforce planning to be accurate or effective.

Enter the skills matrix. Also known as a competency or training matrix, a skills matrix is a simple, visual tool that allows HR teams and managers to map the performance of individual team members in specific roles against a range of relevant skills. With the right approach, the insights generated by a skills matrix can be funnelled into succession planning, training and development programs and even resource allocation. 

Keep reading as we unpack the key benefits of a skills matrix, how to build and populate one that meets your needs, and share our own downloadable skills matrix excel template, which you can customize and scale up or down, depending on the use case.

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Downloadable skills matrix template (Excel & Google Sheets) 

To help you get started, we’ve built a downloadable skills template which is simple to edit and populate. Note how columns on the left contain relevant competencies, while rows across the top contain the different levels of proficiency you’re ranking them against, and each individual box in the grid contains a description of what that specific skill level looks like. 

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Download Leapsome’s editable Excel template and customize it to meet your skills matrix requirements, so you can visualize your team's capabilities at a glance. 

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💡 “Visual representations enable rapid data analysis, improving decision making efficiency by providing an instant overview of critical information.”

— Paul Ross, Forbes Council Member & Co-founder of Reptile

Real-world skills matrix examples by team

So what do these steps look like in practice? To help you envision the process, we’ve put together a few examples of skills matrices, populated with hypothetical data for specific disciplines — like engineering, sales and HR. In these examples, we’ve mapped out individual competencies relevant to each team on the far left, then laid out five different proficiency levels — but this can be scaled up to incorporate as many skillsets as you need. 

The insights generated by a skills matrix provide a valuable springboard for 360-degree performance reviews, and should be used to feed into development plans too, so for each example we’ve also provided three follow-up actions that could be taken from the results captured during the exercise. 
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Skills matrix example 1: Engineering 

Skill: Coding languages

• ‍Level 1 - beginner: I'm just starting to learn programming fundamentals. I can write basic scripts and understand syntax with guidance and documentation.
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• Level 2 - developing: I'm comfortable with 1-2 languages and can build simple applications. I understand core concepts but still need to reference documentation frequently.
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• Level 3 - proficient: I'm proficient in 2-3 languages and can develop full applications independently. I understand design patterns and best practices.
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• Level 4 - advanced: I'm highly skilled in multiple languages and can architect complex systems. I mentor others and contribute to technical decisions.
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• Level 5 - expert: I'm a recognized expert across multiple paradigms and languages. I drive technical strategy and can rapidly adapt to new technologies.
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Skill: Code review

• Level 1 - beginner: I'm learning to read and understand others' code. I can spot basic syntax errors but struggle with design critiques.
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• Level 2 - developing: I can review simple code changes and provide basic feedback on functionality and style with some guidance.
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• Level 3 - proficient: I confidently review code for logic, efficiency, and maintainability. I provide constructive feedback and catch most issues.
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• Level 4 - advanced: I excel at comprehensive code reviews, identifying architectural issues, security concerns, and performance bottlenecks.
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• Level 5 - expert: I'm a master reviewer who shapes coding standards. I can quickly assess complex systems and guide architectural decisions through reviews.
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Skill: System design

• ‍Level 1 - beginner: I'm learning basic system concepts like databases and APIs. I can understand simple architectures with explanation.
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• Level 2 - developing: I understand common patterns and can design simple systems. I'm learning about scalability and reliability considerations.
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• Level 3 - proficient: I can design moderately complex systems and make informed trade-offs. I understand distributed systems basics and common pitfalls.
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• Level 4 - advanced: I excel at designing scalable, reliable systems. I consider performance, security, and operational concerns from the start.
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• Level 5 - expert: I'm a systems architecture expert who designs enterprise-scale solutions. I influence platform decisions and set technical vision.
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Skill: DevOps

• ‍Level 1 - beginner: I'm learning about deployment and basic tools like Git. I understand the concept of CI/CD but need guidance to implement.
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• Level 2 - developing: I'm comfortable with version control and basic deployments. I can work with existing CI/CD pipelines and cloud services.
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• Level 3 - proficient: I can set up and maintain CI/CD pipelines, manage containerized applications, and handle routine infrastructure tasks.
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• Level 4 - advanced: I'm skilled in infrastructure as code, monitoring, and automation. I can architect deployment strategies and optimize operations.
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• Level 5 - expert: I'm a DevOps expert who drives platform strategy. I design robust, automated systems and lead operational excellence initiatives.
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Skill: Testing

• ‍Level 1 - beginner: I'm learning testing basics and can write simple unit tests with guidance. I understand why testing is important.
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• Level 2 - developing: I'm comfortable writing unit tests and understand testing frameworks. I can follow established testing patterns in the codebase.
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• Level 3 - proficient: I write comprehensive tests including integration and end-to-end tests. I understand test-driven development principles.
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• Level 4 - advanced: I excel at test strategy and can implement sophisticated testing approaches. I optimize test performance and maintain test infrastructure.
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• Level 5 - expert: I'm a testing expert who defines quality standards. I drive testing culture and implement advanced testing methodologies across teams.
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Skill: Problem solving

• ‍Level 1 - beginner: I'm learning to break down problems systematically. I can solve basic issues with guidance and clear requirements.
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• Level 2 - developing: I can tackle moderate problems independently and know when to ask for help. I'm developing debugging and analytical skills.
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• Level 3 - proficient: I confidently solve complex problems and can work with ambiguous requirements. I use systematic approaches and help others debug.
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• Level 4 - advanced: I excel at solving difficult technical challenges and can see the big picture. I anticipate problems and design preventive solutions.
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• Level 5 - expert: I'm a master problem solver who tackles the most challenging issues. I innovate solutions and teach problem-solving methodologies.
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Skills matrix example 2: Sales

Skill: Lead generation

• ‍Level 1 - beginner: I use provided lead lists and basic research to identify potential customers. I still need guidance on qualifying leads and understanding ideal customer profiles.
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• Level 2 - developing: I independently research and identify prospects using multiple channels (LinkedIn, company websites, referrals). I can qualify basic leads using established criteria.
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• Level 3 - proficient: I consistently generate quality leads through diverse channels including social selling, networking, and inbound marketing. I effectively qualify leads and prioritize pipelines.
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• Level 4 - advanced: I develop sophisticated lead generation strategies, and leverage advanced tools and analytics. I mentor others on lead qualification techniques and pipeline management.
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• Level 5 - expert: I innovate lead generation methodologies, and build strategic partnerships for lead sharing. I’m recognized as a go-to expert for complex prospecting challenges across the organization.
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Skill: Relationship building

• ‍Level 1 - beginner: I can establish basic rapport with clients through friendly conversation and active listening. I make sure to follow up on scheduled calls and meetings consistently.
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• Level 2 - developing: I build trust through reliable communication and demonstrate genuine interest in client needs. I stay in regular contact with prospects and existing customers.
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• Level 3 - proficient: I create strong, lasting relationships by understanding client business challenges and personal motivations. I effectively manage multiple relationship touchpoints and communication preferences.
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• Level 4 - advanced: I can develop strategic relationships with key decision-makers and influencers. I’m also skilled at navigating complex organizational structures and building multi-level relationships.
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• Level 5 - expert: I masterfully cultivate executive-level relationships and become a trusted advisor. I aim to create advocates and champions within client organizations who actively promote their services.
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Skill: Product knowledge

• ‍Level 1 - beginner: I understand basic product features and benefits. I can deliver standard presentations and answer common questions with support materials.
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• Level 2 - developing: I know product capabilities well and can articulate value propositions clearly. I can handle most customer questions independently and know when to escalate.
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• Level 3 - proficient: I demonstrate deep product expertise and can customize presentations to specific customer needs. I confidently handle objections and competitive comparisons.
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• Level 4 - advanced: I possess a comprehensive knowledge of the entire product suite and competitive landscape. I can design complex solutions and articulate technical details to various stakeholders.
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• Level 5 - expert: I’m recognized as a product expert who contributes to product development discussions. I train others and serve as an escalation point for complex technical sales situations.
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Skill: Negotiation

• ‍Level 1 - beginner: I follow standard pricing guidelines, but still escalate when customers request discounts or modifications. I use basic negotiation tactics with coaching support.
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• Level 2 - developing: I negotiate within approved parameters and can secure small concessions. I understand value-based selling principles and apply them in straightforward situations.
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• Level 3 - proficient: I’m skilled at win-win negotiations, balancing customer needs with company objectives. I create value through creative solutions and package structuring.
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• Level 4 - advanced: I’m an advanced negotiator who handles complex, multi-party discussions. I’m also an expert at uncovering hidden interests and creating innovative deal structures that maximize value for all parties.
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• Level 5 - expert: I’m a masterful negotiator who sets standards for the team. I regularly close high-stakes deals and teach advanced negotiation strategies to colleagues.
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Skill: CRM management

• ‍Level 1 - beginner: I can enter basic customer information and update opportunity stages as directed. I use the CRM for scheduling and task management with regular reminders.
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• Level 2 - developing: I keep accurate customer records and track sales activities consistently. I can also generate basic reports and use CRM data to inform follow-up strategies.
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• Level 3 - proficient: I know how to leverage CRM analytics to optimize sales approach and forecast accurately. I maintain detailed opportunity records and effectively use automation features.
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• Level 4 - advanced: I use advanced CRM functionality to identify trends, predict customer behavior, and optimize territory management. I also create custom reports and dashboards for strategic insights.
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• Level 5 - expert: I’m a CRM power user who maximizes system capabilities for competitive advantage. I provide input on CRM improvements and train others on advanced features and best practices.
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Skill: Sales presentations

• ‍Level 1 - beginner: I can deliver standard presentations with confidence and can answer basic questions. I always use prepared materials and follow established presentation structures.
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• Level 2 - developing: I adapt presentations to audience needs and incorporate customer-specific examples. I can engage an audience through interactive elements and storytelling techniques.
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• Level 3 - proficient: I create compelling, customized presentations that clearly demonstrate ROI and business impact. I also handle interruptions and questions smoothly while maintaining presentation flow.
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• Level 4 - advanced: I develop sophisticated presentations for C-level audiences with complex decision-making processes. I’ve mastered various presentation technologies and formats for different selling scenarios.
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• Level 5 - expert: I’m renowned for presentation excellence, and regularly present to the largest prospects and at company events. I mentor others on advanced presentation techniques and executive communication.
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Skills matrix example 3: HR

Skill: Recruitment & selection

• ‍Level 1 - beginner: I assist with basic recruitment tasks like posting jobs and scheduling interviews. I review resumes with guidance and take notes during interviews.
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• Level 2 - developing: I conduct initial phone screenings and participate in interview panels. I can assess basic qualifications and cultural fit with minimal supervision.
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• Level 3 - proficient: I manage the full recruitment cycle from job analysis to offer negotiation. I use diverse sourcing strategies and conduct effective behavioral interviews with strong candidate assessment skills.
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• Level 4 - advanced: I develop comprehensive recruitment strategies for complex roles. I'm expert in advanced interviewing techniques, assessment methods, and building talent pipelines for future needs.
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• Level 5 - expert: I lead organizational talent acquisition strategy, innovate recruitment methodologies, and serve as a subject matter expert. I build industry networks and represent our company at recruitment events.
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Skill: Employee relations

• ‍Level 1 - beginner: I respond to basic employee inquiries about policies and procedures. I escalate complex issues to senior team members and document interactions appropriately.
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• Level 2 - developing: I handle routine employee concerns and grievances with supervisor guidance. I conduct initial fact-finding and can facilitate basic conflict resolution conversations.
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• Level 3 - proficient: I independently manage employee relations cases including investigations, disciplinary actions, and conflict resolution. I provide coaching to managers on people management issues.
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• Level 4 - advanced: I'm expert in complex employee relations matters including workplace investigations, union relations, and legal compliance. I design and implement ER strategies and policies.
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• Level 5 - expert: I'm a recognized expert who handles the most sensitive and complex employee relations issues. I provide strategic counsel to senior leadership and serve as organizational ombudsperson.
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Skill: Performance management

• ‍Level 1 - beginner: I support managers with basic performance documentation and understand company performance review processes. I help employees navigate performance systems.
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• Level 2 - developing: I coach managers on setting goals and providing feedback. I can facilitate performance discussions and assist with performance improvement planning.
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• Level 3 - proficient: I design and implement performance management processes. I'm expert in goal-setting methodologies, feedback techniques, and managing underperformance situations effectively.
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• Level 4 - advanced: I lead organizational performance management strategy, develop innovative approaches to performance measurement, and train senior leaders on performance conversations.
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• Level 5 - expert: I'm a thought leader in performance management who influences industry best practices. I design cutting-edge performance systems that drive organizational success and employee engagement.
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Skill: Employment law & compliance

• ‍Level 1 - beginner: I understand basic employment laws and company policies. I can identify when legal consultation may be needed and follow established compliance procedures.
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• Level 2 - developing: I'm knowledgeable about key employment legislation and can interpret policies for employees and managers. I stay current on basic legal updates affecting the workplace.
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• Level 3 - proficient: I'm an expert in employment law with a deep understanding of federal and state regulations. I ensure organizational compliance and provide guidance on complex legal matters.
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• Level 4 - advanced: I serve as internal legal counsel for employment matters, manage relationships with external attorneys, and develop policies to minimize legal risk while supporting business objectives.
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• Level 5 - expert: I'm a recognized employment law expert who influences policy development at industry and legislative levels. I regularly speak at conferences and contribute to legal publications.
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Skill: Training & development

• ‍Level 1 - beginner: I assist with training logistics and delivery of established programs. I collect feedback and maintain training records with attention to detail.
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• Level 2 - developing: I facilitate standard training programs and can customize content for specific audiences. I assess basic training needs and evaluate program effectiveness.
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• Level 3 - proficient: I design comprehensive learning and development strategies aligned with business objectives. I'm expert in adult learning principles, various training modalities, and measuring training ROI.
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• Level 4 - advanced: I lead organizational learning strategy, develop innovative training solutions, and build learning cultures. I'm an expert in succession planning and leadership development programs.
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• Level 5 - expert: I'm a visionary learning strategist who transforms organizational capability through innovative development approaches. I'm a recognized industry expert who influences L&D best practices.
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Skill: Training & development

• ‍Level 1 - beginner: I assist with training logistics and delivery of established programs. I collect feedback and maintain training records with attention to detail.
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• Level 2 - developing: I facilitate standard training programs and can customize content for specific audiences. I assess basic training needs and evaluate program effectiveness.
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• Level 3 - proficient: I design comprehensive learning and development strategies aligned with business objectives. I'm expert in adult learning principles, various training modalities, and measuring training ROI.
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• Level 4 - advanced: I lead organizational learning strategy, develop innovative training solutions, and build learning cultures. I'm an expert in succession planning and leadership development programs.
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• Level 5 - expert: I'm a visionary learning strategist who transforms organizational capability through innovative development approaches. I'm a recognized industry expert who influences L&D best practices.
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Skill: HR analytics & data

• ‍Level 1 - beginner: I maintain basic HR databases and generate standard reports using templates. I understand key HR metrics and can identify data quality issues.
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• Level 2 - developing: I analyze HR data to identify trends and patterns. I create reports and dashboards that provide insights into workforce metrics and program effectiveness.
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• Level 3 - proficient: I use advanced analytics to predict workforce trends, measure program ROI, and provide strategic insights to leadership. I'm an expert in HRIS systems and data visualization tools.
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• Level 4 - advanced: I lead people analytics strategy, develop predictive models for talent decisions, and create sophisticated measurement frameworks that demonstrate HR's business impact.
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• Level 5 - expert: I'm a data science expert who revolutionizes HR through advanced analytics, machine learning, and predictive modeling. I set industry standards for people analytics and measurement.
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Benefits of using a skills matrix 

When used properly, a skills matrix ensures decisions around workforce management are based on a comprehensive combination of quantitative performance data and qualitative insights — rather than simply going off “gut feel” or the most obvious performance metrics.  But there are many other benefits to using a skills matrix, including: 

• Clear view of skills gaps
  By laying out the current capabilities within your team, you should get a clear view of any skills gaps, helping to inform decisions around upskilling and employee development. 
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• Smarter hiring decisions
  With full visibility of your employee competencies, you’ve got the contextual knowledge needed to strategically approach talent management, and hire candidates with skills that complement those already on the team, rather than doubling up on key strengths. 
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• Easier internal mobility
  By revealing transferable skills, this tool also enables you to pinpoint high-potential candidates for specific lateral moves or promotions, helping to retain talent, boost employee satisfaction and reduce recruitment costs. 
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• Targeted employee development
  An employee skills matrix helps you identify specific areas for progression, so you can consider tailored employee development methods, and feed these goals into performance reviews. 
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• Better resource allocation
  Filling out a competency matrix gives HR leaders and managers a data-backed view of which team members have the right expertise for each project or task; this means you can assign work based on proficiency levels, rather than assumptions. 
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• Increased organizational resilience
  Similarly, the matrix helps you quickly find a qualified stand-in when you’re dealing with a spate of staff absences, or a big spike in demand, helping to maintain productivity, seize every opportunity and reduce the risk of overwork or burnout.  
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When not to use a skills matrix

Skills matrices are a valuable tool, but it’s important to note that they’re not infallible. Rather than being used in isolation, a training matrix tends to be most impactful when it forms one element of a wider people strategy — and even then, it may not be the most fitting option for your organization or specific project.

For instance, with very small teams that have overlapping or unclear skillsets, a matrix might feel more like an administrative burden than an effective, fruitful exercise. The same can be true for large, sprawling teams, as it’s be difficult to scale up a tool which relies on manual data entry — and in industries where required competencies shift rapidly, static skills matrix excel templates might struggle to keep up.

Similarly, if roles on your team aren’t clearly defined, or competencies are too blurry to accurately name, then the end result can be vague and unproductive. The matrix might look complete on paper, but in reality the insights aren’t robust enough to feed into succession planning or decision-making around employee development.

Another common pitfall is failure to get full buy-in from managers. As Leapsome’s Senior People Enablement Manager Maria Helke says, “it’s crucial that you get your team on board. This is really a make-or-break point.” Without their time and investment, your skills assessment will be incomplete and potentially biased — meaning the matrix won’t have the input it needs to deliver an accurate picture. There are ways to combat this. For instance, in a recent webinar Maria shared that Leapsome “finds ways to gamify our performance reviews, offer focus time, and have fun enablement sessions, to get high completion rates.” 
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How competency frameworks can help 

Depending on the use case, you run the risk of oversimplifying (or overlooking) the skills of your individual team members with a capability matrix. This can be especially true when it comes to roles that require more nuanced soft skills like leadership, or creative roles where qualifications might be less relevant. 

That’s why many HR leaders find it beneficial to pair a skills matrix with a broader competency framework template. When used correctly, competency frameworks take the top-level insights gained from a matrix further, defining the knowledge and behaviors needed to perform effectively in a specific role, and driving conversations about how those abilities could be applied in the future.
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Turn your skills matrix into a strategic tool, with Leapsome

Skills matrices are a brilliant way to access a top-line visualization of the capabilities you have on board, and equip HR leaders with the context they need to manage people decisions with confidence and clarity. But as well as delivering insights to drive decisions around hiring and progression, they can be integrated into performance reviews, providing unbiased data on employee strengths and weaknesses that can inform career path frameworks or learning plans for the coming review cycle. 

That said — a skills matrix is rarely valuable in isolation — and works best when part of a comprehensive people strategy. A platform like Leapsome enables you to combine skills matrices with other data visualization tools, like people analytics and competency frameworks, while the Reviews module can actually automate the organizational element, accurately capture the resulting data, and even help scale up the process with ease. 
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See Leapsome in action 🚀

Get in touch to book a demo of the Leapsome platform to discover how our collection of tools can help you successfully build and implement a valuable skills matrix process. 

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Frequently asked questions about skills matrices 

What is a skills matrix? 

Put simply, a skills matrix is a visual tool that maps the competencies and skills of an organization’s employees against their roles, or projects. Skills matrixes are often used by HR leaders to identify strengths, as well as skills gaps and training needs, facilitating more effective workforce planning and succession management. Usually displayed as a grid, a skills matrix shows each employee’s capabilities against a proficiency scale, helping leaders match the right talent to the right tasks, and plan targeted development initiatives.
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Where can I find a free downloadable skills matrix template? 

To find free downloadable skills matrix templates, take a look at the websites of leading HRIS and people enablement platforms — it’s common for companies like Leapsome, SHRM, CIPD and Microsoft Office to have comprehensive template libraries. These might include editable grids where you can list employees, rate their skill levels, and track progress over time. Look for versions that allow customisation to suit your organisation’s competencies and job roles. These templates are usually available to download at no cost, in downloadable or editable formats like Excel and Google Sheets. 
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What's a skills matrix example for employees? 

An example of a skills matrix for employees will consist of a grid, which maps out the names of your employees along one axis, and a number of skills along the other (usually between 3 and 7). Then in each box, the employee is given a numerical or verbal rating for that skill, based on their level of competency. For example, if the matrix is for a marketing team, the skills covered might include things like content writing, reporting, campaign ideation, stakeholder engagement and organization.