Job Flexibility Chart - Skill matrix

What is Job Flexibility Chart

A Lean tool, to understand peak staff requirements and ensure availability of trained staff, manage it in a visual manner

When to use skill matrix/JFC
  • This tool is perhaps more helpful for small back office teams, with several subprocesses. Large teams can use software to do skill mapping and management 

  • If you have a team and want to increase their skill level, this is a great tool

  • Increase cross training

  • Reduce dependency on selected staff ( spread the training to more people)

  • Measure the cross skill level 

  • Know your peak staffing level and staff availability 

How to make a Skill Matrix/JFC
  • To start you need 

  • a list of team members

  • a list of processes/sub-processes your team works on

  • The average staff requirement and peak staff requirement

  • The period in which requirement peaks for each process

  • Use the template and arrange this information

  • Now - update against each team member name in the corresponding sub /process column, their training/ proficiency level on the process

  • 1 - can be trained / Not trained

  • 2 - can process with the help

  • 3 - can process independently

  • 4 - can train others

  • Interpretation 

  • If there are too many 4s for an individual, you may be dependent on that team member

  • check if you have enough people at level 3 and above to meet peak requirements

  • check if too many peak periods are the same -you may need more staff

  • Members in the team for long, still too many 1s 

  • Next Steps

  • Plan cross training sessions

  • Review JFC periodically 

Variations

Instead of numbers - you could use circle, with filled quarters to denote proficiency level

This could displayed on the team wall - but that comes with its own risks

Example of Skill Matrix - Job Flexibility chart

Instead of numbers - you could use circle, with filled quarters to denote proficiency level

This could displayed on the team wall - but that comes with its own risks

JFC.png
  • In this example notice, the requirement of more people to be trained for subprocess 1 

  • See dependency on Ramesh

  • See lack of training for John and Mark

  • Vintage here refers to the time in the team in days

  • Total staff requirement include cover for attrition and leaves