What is a competency assessment?

A check of what a person can do against the standard for each task in their role, based on evidence such as watching them work, questioning them or checking their output.

How often should competency be assessed?

When someone starts a role or task, after training, after an incident or quality problem, and on a regular cycle, often once a year, so the skills matrix stays accurate.

What is the difference between a competency assessment and a skills matrix?

The assessment is the check for one person, with the evidence. The skills matrix shows the results for the whole team, so you can see coverage and gaps.

Free template

Competency assessment form

Q: What scale does this form use?

The same 0 to 4 scale as the free skills matrix template: 0 not trained, 1 in training, 2 can do it with help, 3 can do it alone to standard, 4 can train others. Level 3 or 4 counts as qualified. Use your company's scale if it has one.

A competency assessment checks what a person can do against the standard for each task in their role, from evidence rather than time in the job. This form uses the same 0 to 4 scale as the free skills matrix template: 0 not trained, 1 in training, 2 can do it with help, 3 can do it alone to standard, 4 can train others; level 3 or 4 counts as qualified. Page 1 has 14 tasks, each with the standard it is assessed against, the level now, how it was assessed (observed, questioned, product checked, records) and what the assessor saw, and a target level. Page 2 turns every gap into a training plan with the training, trainer and dates, and records strengths, the employee's comments and sign-off.

Free to use: print it, copy it and edit it for your team. Enter your name and work email once to download.

Page 1 of the competency assessment form: fields for employee, role, department, assessor and dates, tick boxes for the reason, keys for the 0 to 4 levels and the types of evidence, and a table of tasks with the standard, level now, evidence, what was seen and target level. — 0 to 4 skills matrix scale14 tasks with the standardLevel now and targetEvidence and what was seenGaps and training planStrengths and commentsSign-off

When to use it

When to use a competency assessment

When someone is new in a role, to set their starting levels.
On a regular cycle, to keep the skills matrix honest.
After training, to confirm the person can do the task to standard.
After an incident or quality problem, or when a person moves to a new task.

How to fill it in

1
List the tasks
The tasks in the role, each with the work instruction or SOP it is assessed against.
2
Assess from evidence
Watch the person do the task, ask questions, check the product or the records. Circle how you assessed it.
3
Rate the level
Circle 0 to 4 for what you saw, not for how long they have done the job. Write what you saw.
4
Set the target
The level the role needs for each task. Every task below its target is a gap.
5
Plan the training
For each gap: the training, the trainer, a target date and the level after.
6
Sign and update
Employee, assessor and supervisor sign, and the skills matrix is updated.

A filled-in example

Illustrative, not a benchmark

An example: assessing a packing line operator six months into the role (illustrative).

Case erector setup: level 3, observed doing it to the work instruction. Target 3.
Label printer changeover: level 2, observed; needed help to load a new ribbon. Target 3.
Checkweigher verification: level 1, questioned; knew the steps but had not done it alone. Target 3.
Palletizing pattern changes: level 4, trains new starters. Target 3.

The training plan booked OJT on the label printer and checkweigher over the next month, and the operator was asked to train two new starters on palletizing.

Common mistakes

Rating by time in the job
Two years on a line does not make someone level 3 on every task. Rate what you see.
No evidence
Write how you assessed each task and what you saw, so the rating can be checked.
Treating it as a performance review
It is a check against the standard. The output is training, not a grade.
Gaps with no plan
Every gap needs a training action with an owner and a date.

Download the template

Free to use: print it, copy it and edit it for your team. Enter your name and work email once to download.

Run this template in LeanSuite

In LeanSuite each job profile sets the skills and levels it needs with criteria for moving up each level, levels update from courses, assessments and sign-offs, and gap planning suggests the training to close each gap.

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