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1、Skills Gap AnalysisA step-by-step guide for L&D professionals“2 2Did you know that 87%of organizations will have a skills gap in the next few years?Finding more people to fill in the gap is not the answer.Upskilling is.You dont have to leave addressing your skills gap up to fate,or to an unpredictab

2、le labor market.You already have a pool of diverse skill sets waiting to be developed to their full potential.All you need to do is understand how you can upskill your people to achieve key business objectives.And thats where a Skills Gap Analysis comes in.This tool allows you to determine the gap b

3、etween your workforces current skills and those that they need to succeed in the future.87%of organizations will have a skill gap in the next few years.A Skills Gap Analysis is the tool you need to ensure your organization remains competitive.Source:McKinseyOvercoming the skills gap3How to use this

4、guideIn this guide,we will explain step-by-step how you can carry out a thorough skills gap analysis for specific job titles in your organization.This will allow you to:Identify the most important trends and developments affecting your business.Determine the essential skills and knowledge your emplo

5、yees are currently missing.With these insights,you will be able to effectively address your organizations skills gap through targeted measures.This is how you can ensure that your employees and organizations have the capabilities to thrive now and in the future!3The 5 steps of the Skills Gap Analysi

6、s4Step 5.Skills Gap Analysis workshop Perform the analysis and create an action plan.Step 4.Quantitative impact workshopUse the predicted changes in work to calculate the size of your future workforce.Step 3.Qualitative impact workshopAnalyze what the trends mean to your organization and how L&D can

7、 help.Step 2.Trends&development workshopDiscover which factors are going to shape the future of your workforce.Step 1.IntakeLay the foundation for the success of your project.Page 16Page 23Page 13Page 9Page 55 5Step 1.IntakeIn this critical first step,you will lay the foundation for the projects suc

8、cess.You have four main goals:Clarify the project objective Define the scope Select team members Create the project planning61.Get the right stakeholdersIn this first step,you will need to arrange an intake meeting.This is where you will make decisions that will affect the entire skills gap analysis

9、 process.Which makes it crucial that you gather the right people to provide input and insight for this meeting.62.Create a clear objectiveStart with creating a clear overview of the crucial skills your organization is currently missing.Make sure to dig deep to get to the bottom of the issue.To do th

10、is,you should ask the meeting attendees questions such as:What challenges will your department and workforce likely face in the future?What problems should we solve in this project?What are the urgency and timeline for this project?This should help you determine exactly what it is that your skills g

11、ap analysis needs to address.TipsYour intake meeting should include:A business leader A project manager An HR Business PartnerStep 1.Intake 73.Define the project scopeIts always good to have a general idea of the challenges ahead.But you also need to think about whether you want to focus on a certai

12、n department,or maybe specific jobs.When discussing project scope,you also need to decide on the projects time horizon.Do you want to create a skills gap analysis for 5 years down the line?Or even further?This will depend on the needs and situation of your organization.But the usual projects will ha

13、ve a scope of between 4 and 10 years.7Step 1.Intake 84.Select project team membersThose attending the intake meetings wont be the only ones providing input for your skills gap analysis.You should also consult others in your organization,such as:Analyst(or a financial controller)Managers Subject of a

14、nalysis Recruiters L&D specialists85.Create a project planning The main factor here is the urgency of the project.If a skills gap is already affecting your organization,you can aim to wrap up the project in a matter of weeks.If the skills gap is less pressing,you can also consider spreading the proj

15、ect over several months.Now that you have laid the foundation for your skills gap analysis project,lets head to the second step of this process.TipsWho you consult should be based on the challenges in the project scope.For example,if you will only focus on training current employees and not hiring n

16、ew ones,you can consider leaving out recruiters.Step 1.Intake 9 9Step 2.Trends&development workshopLets discover which factors will shape the future of your workforce.This is the first workshop with your complete project team.Your goals are:Making sure everyone is caught up Explaining the scope and

17、objective Mapping development and trends10Step 2.Trends&development workshop 1.Explain the scope and objectiveFirst things first:you need to update the entire team on the details of the project.This means making sure to inform new members on the goal of the skills gap analysis,as well as the project

18、 scope and timeline.102.Map developments and trendsYour goal in this workshop is to create an overview of the most impactful trends and developments affecting your organizations current jobs and ways of working.These trends can either be internal or external.TipsThis is how you can explore trends in

19、 a structured way:1.First,everyone works individually.Have the entire team take 15 minutes to list trends and developments they think are important.2.Pair up.In groups of 2 or 3,discuss the ideas and try to combine them if possible.3.Bring the team back together and plot the trends in an impact/prob

20、ability matrix.113.Select trends using a matrixAn impact/probability matrix is an useful tool to quickly rank the various trends your team has identified.Its best to include a maximum of 5 trends.This helps you save time and focus the project to create a more detailed and actionable plan.The matrix

21、provides a quick and easy way to select these trends.Heres how you can set it up:1.Draw a matrix that lets you map the impact and probability of trends.2.Divide it into four quadrants.3.Mark where each trend sits on the matrix.Once youre done,youll be able to see at a glance which trends have the hi

22、ghest impact and probability.These will need to be included in the project.11ImpactProbabilityLowLowHighHighTrends to focus onStep 2.Trends&development workshop 124.Trends discussionOnce you have selected your trends,its time to discuss them further.Ask your team questions such as:What happens if we

23、 dont act on these trends?Will these jobs still exist in the future?Which tasks will change?Which ones will remain?With these answers,you will have great input for the next workshop!Step 2.Trends&development workshop 1313Step 3.Qualitative impact workshopIts time to find out what the trends mean for

24、 your organization,and how L&D can help.This workshop focuses on exploring the effects of the trends youve selected on three key areas.From this,you will get a clearer picture of the challenges ahead,making it easier to perform your analysis.Step 3.Qualitative impact workshop1.Context:What will chan

25、ge in your employees surroundings?Consider how the trends will change your employees everyday work.This can be absolutely anything to do with their work,such as:Customers Stakeholders Systems and tools142.Results:What will the jobs future objectives be?Have the team answer questions such as:Which ta

26、sks will the employee perform?What products or services will they deliver?What will their KPIs be?153.Employees:What will these changes mean for the employee?Now that you have a better understanding of the impact of the changes,you can explore what these changes mean for the employee on a personal l

27、evel.With these answers,you understand what learning interventions will be most valuable to your employee and organization.TipsAsk the team to consider matters such as:What expertise does the employee need?What will employees need to do less,more,or differently?What dont we want to change about the

28、job?Step 3.Qualitative impact workshop1616Step 4.Quantitative impact workshopLets use predicted changes in work to calculate the size of the future workforce.Your goal is creating a future workforce model by:Finding the drivers of the number of employees Determining what decides the amount of work f

29、or a specific job Identifying the level of productivity per FTE 171.Adjusting the teamIn this step,you will need to determine the size of the future workforce based on the changes you have mapped so far.You,and a few other members of your team dont need to be there for this workshop.Herere some sugg

30、estions for those who need to join and those who can skip the workshop:Step 4.Quantitative impact workshopRequired members Business managers Subjects of analysis Analyst Ideal members Project manager HR business partnerAttendance optional Business leader Recruiter L&D specialist182.Homework for the

31、analystThis workshop is all about numbers.This means youll need some data to start with.Before the workshop,ask your analyst to gather this data for the team.At the start of the workshop,review these numbers with the team members present.Here are the data points your analyst should focus on:Current

32、number of FTE How many employees are in scope?Age distribution What is the age distribution of your employees?Years of service How long have these employees worked for your organization?Years in position How long do people work in the same job?Voluntary turnover How many people left voluntarily over

33、 the past three years?Performance How do people score on the desired skills?Step 4.Quantitative impact workshop193.Discover the drivers of workThe drivers of work are the elements that determine the amount of work.They show the FTE you need.After reviewing the numbers,the first thing you need to do

34、is pinpoint the drivers of work.This might not sound important,but its not unusual for managers to not know why they need 50 FTE to get the job done instead of 40 or 60.Drivers of work examples The number of vacancies determines the amount of work for Recruitment.The number of plans determines the a

35、mount of work for Planning.The number of customer queries determines the amount of work for Customer Service.4.Determine the productivity per FTE You will be using this productivity indicator in combination with the driver of work to create a workforce model.This means you need to determine producti

36、vity in the same unit as the driver.It should also be calculated per year.Here are possible productivity levels of the example drivers:A recruiter can manage 60 vacancies a year.A planner can deal with 50 invoices a year.A customer service rep can handle 4300 customer queries a year.If your organiza

37、tion does not keep track of productivity data,you will need to make an educated guess.Step 4.Quantitative impact workshop205.Analyze tasks&calculate the size of the workforceTo understand the future impact of your selected trends and developments,you will need to create a more detailed breakdown of

38、how tasks are performed.To achieve this,create an overview of the tasks needed for the drivers youve previously identified.With this,you will be able to more accurately calculate the impact of trends and developments on the(future)workforce.Example Normally,a planner will spend 50%of their time maki

39、ng plans.But if you expect that an algorithm will make 30%of the plans in 5 years time,then you will only need 85%of your current FTE to complete the same amount of work.Planning job breakdownCreate a list of the tasks(no more than 5),and estimate how much time an employee(FTE)spends on each task,ex

40、pressed as a percentage.Heres the task breakdown for a planner:Task 2:Collecting data(20%)Task 1:Making the plan(50%)Task 3:Performing analyses(20%)Task 4:Team meeting(10%)Step 4.Quantitative impact workshop216.Determine the changes per yearTime to estimate the changes per year.For each of the trend

41、s,map out what needs to happen per year.Based on that,you will be able to calculate the impact on the workforce.ExampleLets return to the example of the planning algorithm.You expect that in 5 years time,30%of plans will be made using an algorithm.This means that in 5 years,your workforce will be af

42、fected.However,before that happens,you need to people to know how to make a plan to generate data for a training,validation,and testing data set.You will need your current planners to do this,so the FTE might remain the same for the coming years.Step 4.Quantitative impact workshop227.Create a table

43、of changing tasksYou wont use this in your model,but its important for the next workshop.For each year of your analysis,put in the time spent per task and make a note of when new tasks will be added to a job.8.Make a modelAfter the workshop,the analyst will make an FTE demand model based on the work

44、shop outcomes,and the turnover and retirement data gathered beforehand.Remember that the number of FTE the model predicts is an estimate,not the exact number.You will need to remodel every year.The number of FTE will be more precise each time you get closer to the final year of your analysis.Step 4.

45、Quantitative impact workshop2323Step 5.Skills Gap Analysis workshopIn the final workshop,you will perform the analysis and create an action plan.Its now time to use the input you gathered in the previous steps to make a concrete analysis and plan.Your goals are:Understanding the gap Creating an acti

46、on plan24Step 5.Skills Gap Analysis workshop1.Analyze the qualitative gapWe will use the three elements used in the third step:Context,Results,and Employees.For each element,consider the changes that you identified,and think of if and how this will impact your employees.For example:If one of the cha

47、nges in Context changes is the need to get new customers,will these customers be different to your current clients?Will your employees need new skills to deal with them?If one of the changes in Results is the need to perform new activities,will your current workforce need a learning intervention to

48、carry out these new tasks?Do this for all the changes you identified in the third step,and note all the differences between your current and future situation.What will you need to do to close this gap?Extra consideration:changes in funAnother important dimension you need to consider is how changes c

49、an impact job satisfaction in your workforce.Some changes might be positive.Automating repetitive admin to free up time for more creative tasks can make your employees more satisfied.Changes can also reduce the jobs fun factor.You can outsource challenging technical maintenance work to reduce your t

50、ech staffs workload,but that can also take away their most interesting tasks.Our advice is:write down all the differences you can think of when it comes to expertise,skills,and what makes the job fun to do.252.Analyze the quantitative gapDiscuss the model created in the previous workshop and determi

51、ne how the predicted changes will impact the workforce.Make a note of all the gaps you see.Its important to keep in mind that regardless of trends and developments,you will have a quantitative gap due to turnover.3.Create the action plan Time to consider the actions for each of these gaps.To keep th

52、ings clear and concrete,you should divide these actions into 4 categories:L&D,Recruitment,Employee Turnover,and Organization.For all domains,write down actions based on these questions.With that,youll have an action plan to help your organization thrive,no matter the challenges ahead!ExampleSome que

53、stions and topics to consider for L&D:How to measure employees future skills?What do we offer when it comes to training?What is the financial impact of developing the current workforce?Step 5.Skills Gap Analysis workshop 100%online Inspiring HR community Digital certificate&LI token HRCI&SHRM credit

54、sLearn moreGet the knowledge,tools,and templates you need to become an L&D specialist with our Learning&Development Certificate Program.Learning&Development Strategy Designing Digital Learning ExperiencesSkills Gap AnalysisCoachingLearning AnalyticsTrain your most talented peopleUPSKILLAt the Academ

55、y to Innovate HR(AIHR),it is our mission to make HR future-proof by offering world-class,online education programs available anywhere,anytime.Any HR professional who is committed to lifelong learning can expand their skill set with relevant and in-demand skills.AIHR is the place to learn the skills

56、you need to advance your career and secure a job at the forefront of HR.Browse our programs at AIHR.comAIHR|Academy to Innovate HRCOPYRIGHT 2023 AIHR.All rights reserved.This publication may not be reproduced or transmitted in any form by any means,electronic,mechanical,photocopying,recording,or otherwise,without the prior written permission of AIHR.Illustrations by Storyset.