Regular recording of competences

by Apr 11, 2022Competency Management

Once the right talent management strategy has been found, management software has been implemented and employees have been trained, it is time for ongoing management. If this is not done, the skill management tool can quickly lose its usefulness as the content is incomplete or some may be missing. The next paragraphs explain how incompleteness can be prevented and how regular recording of competences in competence management systems can be successfully mastered.

Consequences of irregular recording

If competences and skills in talent management systems are not kept up to date, disadvantages for the organisation can arise. We have summarised the biggest possible problems for you in the following list:

  • The overview of skills in the company is lost. The purpose of a competence management system is to make all essential skills of an organisation visible. This can create competitive advantages and increase employee satisfaction. However, if the skills are not managed regularly, the overview is lost. This can mean lost work, dissatisfaction, resource shortages, misallocation of resources and financial risks.
  • Talents are wasted. Certain activities in organisations require special skills and know-how in order to carry them out successfully and safely. If these informations are not recorded, employees may be assigned to jobs for which they are not qualified. This can result in financial, material, psychological and physical damage, which could be avoided through regular recording of skills.
  • Additional costs arise. If an employee already has a competence that is needed in the organisation but is not recorded in the talent management system, it cannot be used. It may be decided to provide training or further education for another staff member to learn this competences instead. This results in costs that could have been saved if the competences of the first employee had already been recorded in the talent management tool.

All at once or in small steps?

Due to the possible consequences of irregular recording of competences just mentioned, it becomes clear how important it is to implement continuity in the administration. In this context, the training measures, the organizational culture and the available capacities are decisive factors for the choice of management approach.


Monthly. This approach is useful for organizations with a large capacity to manage a competency management system, which provides a lot of training, grows a lot, and changes a lot as new competencies are added all the time. This is mostly the case for medium to large companies in fast-moving industries.

Quarterly. If the capacity to manage the competency management system is medium to low, an update can be performed quarterly. For organizations that do not change much and where training is offered, managing competencies on a quarterly basis is a reasonable approach.

Semi-annually. A semi-annual approach is a good approach for organizations that have low capacity available for management.

    We recommend the quarterly approach to realize regular recording of competencies. If organizations are smaller or there is little training or employee growth, at least a six-month approach can be taken. Of course, it is also possible to enter a competence into the competence management solution directly after acquiring it or receiving a certificate. However, this approach is more time-consuming.

    Who is responsible for regular recording?

    Depending on the competency management system used and the size of the organization, one or more stakeholders may be responsible for regularly recording competencies. In general, the responsibility often lies with HR managers. Department heads are also given management over the competence management of the employees in their department. In small organizations, managers may also be responsible.

    In hybrid solutions, it may also be the case that employees themselves participate to a certain extent in the management of competencies. Various types of skills, often soft skills or skills that do not require certification or are essential to perform the job description, can be freely specified here. For those skills that should not be easily entered into the system by employees, validation by supervisors may be required. This results in the regular recording of competencies by several participants. Such a hybrid solution represents skilltree.

    About the Author

    Nadja Weinzettl

    Nadja Weinzettl

    Digital Marketing Manager at Skilltree. In addition to marketing-related topics, her interests include skills management and human resources development.

    Skills gap analysis

    The skills and experience of employees can and often should change over time. Internal training measures, new experience and external training are just a few examples of reasons why the qualifications of employees can change. Therefore, the use of a skill gap analysis...

    Competency-based organisations: paving the way for the competency revolution

    Often, leaders take a two-dimensional approach to building new competencies. If you fall into this category, you might be thinking about skills on the one hand and your employees on the other. You're likely analysing the skills your company needs and looking for...

    Regular recording of competences

    Once the right talent management strategy has been found, management software has been implemented and employees have been trained, it is time for ongoing management. If this is not done, the skill management tool can quickly lose its usefulness as the content is...

    Skill Matrix in Excel

    Lesedauer: 2minSkill Matrix in Excel erstellen Die Skill Matrix ist ein wertvolles Werkzeug um die Qualifikationen von Mitarbeitern innerhalb der Organisation oder Abteilung anzuzeigen. Sie hilft eine Übersicht über vorhandene und fehlende Fähigkeiten zu erhalten und...

    5 tips for successful skill management

    In many companies, skills management or competency management does not always bring the expected success. Skill management often fails again and again due to the same problems. For example, contrary to expectations, no further training measures can be taken, or hidden...

    Employer Branding

    Employer branding is a concept that assists businesses in enhancing their employer brand and making it more appealing to potential employees. To attract and retain the greatest talent, it is important to define and communicate your employer brand to the outside world....

    Key positions

    In every company, there are so-called key positions essential for the company's successful functioning. These positions describe strategically relevant personnel positions for companies. One of these key positions is the single point of knowledge.Table of content:...

    Basics of competence management

    In this chapter, you will learn the basics of competence management. How is competence management defined? Why should competence management be practised? Where can it be applied? And how is it demarcated as part of human resource management? We will address these...

    Skill Matrix Excel Template

    Some organizations start with their skill management in Excel. This can bring some advantages but also disadvantages. To help you get started quickly with a Skill Matrix in Excel, we have provided an Excel template for download.This Excel matrix is also called a...

    Practical implementation of competence management

    This chapter is about the practical implementation of competence management. Hacks on topics related to skill management and skill matrices will be shown. Furthermore, various skill management systems are explained and topics on further education and training are...
    success icon

    Your download has started!

    Why have an Excel matrix when you can have a whole tree?
    Try Skilltree for free and start growing your skills.

    14 days free | No credit card required

    success icon

    Dein Download ist gestarted!

    Warum eine Excel Matrix wenn man gleich einen ganzen Baum haben kann?
    Probiere Skilltree
    gratis aus und wachse mit all deinen Fähigkeiten.

    14 Tage kostenlos | Keine Kreditkarte erforderlich