Competency mapping: A tool for HR excellence

Competency mapping is important and an essential exercise. Every well managed firm should have well defined roles and list of competencies required to perform each role effectively. Such list should be used for recruitment, performance management, promotions, placements and training needs identification. In performing or carrying out work, it is essential that the required job skills first be articulated. This information not only helps to identify individuals who have the matching skills for doing the work but also the skills that will enhance the successful performance of the work. Yet often to perform well, it is not enough just to have these skills. It is also critical to complement the skills with the necessary knowledge and attitudes. The intent of this object is to trace the concept of competency mapping and its impact on HR practices. Human resource management (HRM) is a distinctive approach to employment management which seeks to achieve competitive advantage through the strategic deployment of a highly committed and capable workforce using an array of cultural, structural and personnel techniques. Over the years, highly skilled and knowledge based jobs are increasing while low skilled jobs are decreasing. This calls for future skill mapping through proper HRM initiatives. Indian organisations are also witnessing a change in systems, man-agreement cultures and philosophy due to the global alignment of Indian organisations. There is a need for multi-skill development. The role of HRM becomes more important. Companies are dramatically shifting their approach of having multi-competent employees with knowledge of only one competency. Companies are interested in knowing the present competency level of their employees so that training can be given to improve their performance. This is where competency Mapping comes in to focus. Competency Any underlying characteristic required performing a given task, activity, or role successfully can be considered as competency. Competency may take the following forms: n Knowledge, n Attitude, n Skill Other characteristics of an individual include: n Motives, n Values, n Traits, n Self Concept etc. Competency Mapping Competency mapping is a process through which one assesses and determines one's strengths as an individual worker and in some cases, as part of an organisation. It generally examines two areas: emotional intelligence or emotional quotient (EQ), and strengths of the individual in areas like team structure, leadership, and decision-making. Large organisations frequently employ some form of competency mapping to understand how to most effectively employ the competency strengths of workers. They may also use competency mapping to analyse the combination of strengths in different workers to produce the most effective teams and the highest quality work. Competency Mapping Techniques n Behavioral event interview n Using the STAR Technique n Repertory grid n Assessment Center Exercises Execution of Competency Mapping Technique Identify the positions to be studied: The first step in competency mapping is to identify the job positions to be studied and while doing competency mapping we need to keep in mind that it is done for job positions and not for persons holding job position. Job analysis: The next step is to conduct the job analysis of the selected job position through observation, questionnaire, interview method, diary method, log record, critical incident method or with the help of panel of experts. Prepare job description and job specification to identify the KRA' s and KPA's: Based on the information taken through the job analysis, prepare competency based job description and job specification and also identify the KRA's and KPA's for each job position. Identify the required competencies: Based on identifying the KRA's and the KPA's for each job position identify 6-7 most crucial competencies required to do a job. Preparing a competency dictionary: Once the competencies are identified the next step is to prepare a competency dictionary. For this, the competency has to be defined first and then using the behaviorally anchored rating scales the competencies need to be classified into 3-level or 5-level rating scale. Preparing a competency matrix: Once the dictionary is prepared and the classification is done for each competency the next step is to prepare competency matrix clearly showing the level of competency required for each job position against each competency. The level required for each job position may be decided either by a brainstorming session with the HR and the management or through 360 degree feedback depending upon the suitability of the organisation. Measuring the gaps: Once the matrix is designed the next step is to check the deviation between the required level of competency and the actual level of competency possessed by the employee holding a particular job position. The ratings may be given either by the brainstorming session or through 360 degree feedback depending upon the suitability of organisation. Thus, these are the steps of competency mapping process and once the gaps are found in the performance training can be given to employees to fill the gap; it can be used for performance appraisal. Competency mapping can also be used for coaching and succession planning, and finally if HR knows exactly the right kind of skills for a particular job position it can acquire as well as make just the right kind of talent. Md. Ishtiak Uddin, Lecturer, University of Asia Pacific, Dhaka-Bangladesh can be reached at Email: ishtiak.hrm@gmail.com and Masud Al Noor, Assistant Professor, University of Asia Pacific, Dhaka-Bangladesh can be reached at E-mail : masud.noor@gmail.com