The Role of a Skill Matrix in EHS Management Lessons from Experience

A skill matrix enables organizations to map key competencies, plan for absences, and ensure seamless operations through effective cross-training and backup strategies.

• By Olga Bodiagina
• Dec 26, 2024

The concept of a skill matrix was introduced when a manager’s supervisor asked about coverage during vacation and whether a matrix of key competencies was in place. This highlighted the importance of such a tool for ensuring seamless operations, especially in roles like EHS management where even brief absences can create significant challenges.

A skill matrix is a tool organizations use to evaluate and track the skills and competencies of their employees. It visually maps the abilities of individuals or teams, enabling managers to identify who has the necessary skills for specific tasks or roles. And it can be invaluable in preventing safety and health compliance risks from emerging.

Industry research highlights the growing importance of skills matrices in improving organizational performance, productivity and workforce planning. A global survey by ability6 involving over 17,000 respondents revealed that organizations use skills matrices primarily to identify available and required skills, address customer demands, and design effective training programs. Studies in specific industries, such as garment manufacturing, have shown that implementing skills matrices can enhance productivity by allocating tasks based on skill levels, leading to increased profitability.

Additionally, reports like the Multiverse Skills Intelligence Report emphasize that skills matrices help organizations address skills gaps, which are responsible for significant productivity losses, estimated at 11 percent of the working week. These findings demonstrate the strategic value of skills matrices in fostering workforce efficiency and resilience across various sectors, though precise adoption rates are less consistently documented.

For EHS managers, a skill matrix is particularly important when planning for absences. In such cases, it focuses on transferring only the essential EHS competencies to another person. These key competencies ensure critical tasks can be completed without disruption.

Key competencies are the fundamental skills, knowledge and abilities required to perform essential tasks effectively. In EHS management, these might include conducting incident investigations, submitting regulatory reports on time, participating in audits, or approving safety measures related to contracts or equipment changes. These skills are non-negotiable because they address tasks that cannot be delayed or overlooked without serious consequences.

Unlike a training matrix, which identifies mandatory courses for employees (such as ISO 45001 training for a company pursuing certification), a skill matrix measures practical competence. For example, while a training matrix ensures an EHS manager completes an ISO 45001 course, a skill matrix demonstrates their ability to conduct an internal audit independently.

Creating a skill matrix for a sole EHS manager can be challenging, especially when identifying who might step in during their absence. In a large international company where I worked, this issue was addressed by involving colleagues from the same city for tasks like incident investigations, while colleagues from other cities and similar areas of responsibility managed reporting and consultations. This mutual support system fostered a collaborative culture, as each EHS manager understood the need to step in for others when required.

In smaller organizations—where such support may not be available—replacements might include specialists from other departments, such as quality managers or even trained workers. For example, in one company, an operator expressed interest in EHS projects. She was studying at university and saw this as an opportunity to grow. This led to the development of a diploma project aligned with the company’s needs. Over time, she gained practical experience and eventually stepped into a new role with ease. This story highlights how employees often see EHS responsibilities as a chance to showcase their skills and loyalty, especially when the EHS manager reports directly to senior leadership.

In another company, employees who temporarily took on EHS responsibilities received a 30 percent pay increase for the days they acted in the role. While this incurred additional costs for the company, it motivated employees to willingly accept extra duties. In cases where responsibilities were shared among multiple employees, the additional pay was divided proportionally. These practices highlight how incentives can make temporary replacements more effective and seamless.

The same principles apply when developing key competencies for the head of an EHS team. Potential replacements might include department managers or motivated team members. Ideally, the department head possesses the key competencies of all team members and can step in temporarily if needed. However, as Ichak Kalderon Adizes notes in Managing Corporate Lifecycles, no leader possesses all the competencies required to manage an organization alone. Leadership is inherently a team effort, relying on complementary skills to address complex challenges. This insight applies equally to EHS management.

EHS roles demand a diverse skill set. Some tasks require meticulous attention to detail and deep focus, while others call for strong communication skills and the ability to train others. A balanced team not only shares the workload but also ensures that no single individual becomes indispensable. If only the department head can cover for absences, it limits their flexibility, making it difficult to travel for work or take personal leave.

To address this, distribute competencies across the team based on individual strengths and temperaments. Ideally, employees with similar skills and traits should back each other up, with one having advanced proficiency and the other being adequately trained. In this model, the department head provides guidance and support as needed, ensuring continuity without overburdening any single individual. For a practical example, a skill matrix for a department of five people can be visualized in a table.

The current classification of skill levels as "High," "Medium," and "Low" could be improved by more nuanced categories. Using terms like "beginner," "intermediate," "advanced," and "expert" would provide a clearer understanding of each role's proficiency. A potential challenge for implementing such a matrix is the need to establish a comprehensive scale for assessing key competencies, which can be time-consuming. However, once developed, this scale provides significant opportunities for fostering employee growth and development, while also enabling objective performance evaluations for determining bonuses.

The backup distribution information could also be presented more clearly. While backups are mentioned in this example, their readiness levels are not sufficiently detailed. It would be helpful to indicate the current level of training and the desired level for each backup. Adding a column to reflect these details would make the information more actionable. A color-coded system could also be introduced to visually highlight readiness. For instance, green could represent cases where the desired level has been achieved, while yellow could indicate minimal expectations being met but with further training needed. These adjustments would provide a more comprehensive view and support more informed decision-making.

In EHS management, even a single absence can disrupt critical operations. But a well-designed skill matrix can prevent this. By mapping key competencies and ensuring backup plans are in place, organizations can maintain safety, compliance and operational integrity without interruption.

Start building a skill matrix today by identifying essential tasks and assigning clear responsibilities. Collaborate with the team to address skill gaps and create a structured plan for cross-training. A strong, actionable skill matrix isn’t just a management tool—it’s the first line of defense against unexpected challenges. Take action now to secure the team’s performance and safeguard the organization’s success.