Employee Skill Gap Analysis: What Is It & How To Conduct It?

14 mins read

Skill gap analysis is the process of identifying the difference between the skills employees currently have and the skills they need for their jobs. This analysis helps employers determine training and development needs, as well as identify areas where additional hiring or outsourcing may be necessary.

Before we dive into the benefits of skill gap analysis and steps for conducting it, let’s first understand, what is a skill gap.

What’s a Skill Gap?

According to The Future of Jobs Report by the World Economic Forum, by 2025, employers expect that 44% of current employees will require reskilling due to technological advancements and changes in job roles. This highlights the need for continuous learning and upskilling to bridge the gap between existing skills and the skills required for future job roles.

A skill gap refers to the mismatch between the skills that employers require and the skills that employees possess. It occurs when there is a disparity between the skills and knowledge needed for a particular job and the qualifications and abilities of the available workforce.

For example, let's say a manufacturing company introduces new technology to automate certain processes. If the current employees lack the necessary technical skills to operate and maintain the new equipment, there is a skill gap. This gap can hinder productivity and innovation within the organization and may require the company to invest in training or seek external talent with the required skills. Organizations can conduct technical skill tests before hiring to ensure new hires have the requisite skills. 

Skill gap analysis is the process that helps organizations identify the gap between current and required skill sets in the workforce. As PwC’s Global Workforce Hopes and Fears Survey 2023 puts it, “Employees can be forgiven for not having a clear view of their future skills requirements. Employers can’t.”

Effective workforce planning and development rely on employee skill gap analysis as it enables organizations to align their talent pool with business objectives. By pinpointing specific areas where employees lack the necessary skills, organizations can design targeted training programs to bridge these gaps.

When to Conduct a Skill Gap Analysis?

There's no set time to conduct an employee gap analysis because it depends on the nature of the business and the overall objectives. However, a yearly evaluation is commonly recommended by HR professionals or before new positions or employees are hired.

Employee Skill Gap Analysis: Why Do We Need It?

Skill gap analysis is an essential tool for organizations seeking to optimize their workforce's capabilities. Here’s why:

Gives full workforce visibility: Conducting an employee skill gap analysis allows organizations to gain an insight into the skillset of the entire workforce, from departments to individuals in a team. It also allows employers to identify people with desired skills and those with the most significant skill gap.

Enables long-term workforce planning: Workforce planning is understanding whether you’ve got the right number of people with the right skills in the right place. By identifying the skill gaps within the workforce, organizations can strategically plan for the future. They can determine what skills will be needed in the long run and develop strategies to bridge those gaps through hiring, training, or upskilling existing employees.

Boosts learning & development for individuals: An employee skill gap analysis also helps employees identify their skill gaps and areas for improvement. This analysis can be used as a basis for creating personalized learning and development plans, allowing individuals to excel in their roles, advance in their careers, and negotiate better raises and promotions by acquiring requisite skills.

Increases productivity: When employees have the right skills for their roles, they are more likely to perform their tasks efficiently and effectively. Conducting a skill gap analysis helps ensure that employees have the necessary knowledge and abilities to carry out their responsibilities, resulting in increased productivity and improved overall performance.

Creates a competitive advantage: A thorough understanding of the skills and capabilities of the workforce gives organizations a competitive edge. By identifying and addressing skill gaps, organizations can stay ahead of industry trends, adapt to changing needs, and deliver high-quality products or services. This enables them to differentiate themselves from competitors and attract top talent.

Efficient Resource Allocation: Organizations can allocate resources like training budgets, time, and personnel to address gaps in skills by identifying areas where certain skills are lacking. This ensures that organizations are not expending resources on areas with little to no returns, rather optimizing resources for maximum output.

Improves hiring planning and decision: It’s only when talent acquisition teams are aware of what skills are lacking in the workforce that they can hire effectively and improve the workforce. Skill gaps analysis allows HR professionals to tailor job descriptions and highlight the desired skills and competencies needed for specific roles. They can even design interview questions that focus on the identified skill gaps. This approach enables organizations to make informed hiring decisions.

As Kushendra Singh, Head TA, Coca-Cola stated in a podcast with Ankit Aggarwal, CEO, Unstop,

“If I’m hiring (from) the similar set of experiences, then that new hire isn’t adding anything to the team. Because everyone has the same set of thinking.”

Thus, by utilizing employee skill gap analysis, companies can bridge skill gaps, enhance overall employee performance, and boost business productivity.

How To Conduct Employee Skill Gap Analysis?

Here’s a step-by-step guide to conducting an employee skill gap analysis:

Step 1: Define the Scope

To conduct an effective skill gap analysis, it is crucial to start by clearly defining the desired skills and competencies for each job role within the organization. This involves identifying the specific knowledge, abilities, and behaviors that employees should possess to excel in their respective positions.

Simultaneously, organizations need to define the skills required for the future - this includes determining what skill set will help individuals, teams and the organization, as a whole, expand and grow.

Step 2: Assess Current Employee Skills

After defining the scope, it's time to assess employees and track their current skill levels. This can be done through surveys, interviews, tests or performance evaluations. By gathering information about their existing capabilities, organizations can gain insights into areas where employees may be lacking or where additional training may be required.

This step can be conducted at an individual level, team level, or even for the organization as a whole by finding answers to the following questions

• Individual – If an employee is unable to meet the current job demands, or if the employee is unfit to meet the changing requirements of a role.

• Team – If a team is equipped to work on a new set of deliverables, work with new technology, etc.

• Organizational – If the overall business objectives are changing, or if the organization is consistently failing to meet set objectives and goals.

Organizations can opt for a wide variety of assessment tests to understand the degree and type of skill gap in employees. 

Step 3: Identify Skill Gaps

After assessing employee skills, it's time to compare them with the desired skills identified earlier. This comparison allows organizations to identify any gaps that exist between what employees currently possess and what is needed for optimal job performance. These skill gaps highlight areas where further development or training is necessary.

Step 4: Prioritize Skill Gaps Based on Impact

Not all skill gaps are created equal. Some may have a more significant impact on business objectives than others. It is essential to prioritize these gaps based on their relevance and potential impact on organizational success. By focusing on addressing high-priority skill gaps first, organizations can allocate resources effectively and maximize their efforts towards achieving desired outcomes.

Step 5: Develop Strategies for Bridging Skill Gaps

Once skill gaps have been identified and prioritized, the next step is to develop strategies for bridging those gaps. This may involve various approaches such as training programs, workshops, mentoring initiatives, or even hiring new talent with the required skills. Organizations need to consider what methods will be most effective in closing the identified gaps while aligning with their overall business goals

By following these steps, organizations can conduct an effective skill gap analysis that provides valuable insights into areas of improvement within their workforce. Identifying and addressing skill gaps not only enhances individual employee performance but also contributes to the overall growth and success of the organization.

Sample Skill Gap Analysis: 

Addressing Skill Gaps Through Training and Hiring

Organizations can adopt various approaches to bridge the skill gaps identified through an employee skill gap analysis.

Take for example a team where content writers need to develop SEO expertise:

Targeted Training Programs

Targeted training programs can be designed to address the identified training needs based on the skill gap analysis.

Example: If content writers need to develop SEO content writing expertise, organizations can offer training sessions focused on SEO optimization techniques and best practices. By providing employees with the necessary knowledge and skills through additional training opportunities, they can become more proficient in their roles.

Workshops, Courses, or Mentoring Opportunities

Organizations can also provide workshops, courses, or mentoring opportunities to further develop employees' skills.

Example: Content writers can benefit from attending workshops conducted by industry experts that delve into advanced SEO strategies and techniques. Furthermore, pairing new team members with experienced mentors who possess strong SEO backgrounds can accelerate their learning process and help them acquire the necessary skills quickly.

Consider Hiring Individuals with Strong SEO Backgrounds

To fill skill gaps quickly and effectively, human resources departments can also consider hiring individuals who already possess a strong background in SEO. These candidates bring valuable expertise that can complement existing teams and contribute to closing the skill gaps identified in the analysis.

When incorporating new hires into the workforce, organizations should ensure a thorough hiring process that evaluates candidates' specific job-related skills and experiences related to SEO content writing.

Encourage Continuous Learning and Professional Development

To maintain a skilled workforce over time, organizations need to encourage continuous learning and professional development (L&D). It is also essential that employers create an atmosphere that fosters a culture of learning, where employees feel encouraged to investigate new ideas and experiments, and continuously improve their skills.

Example: In the case of content writers, regular L&D includes providing access to relevant resources such as online courses or subscriptions to industry publications.

These strategies not only enhance the capabilities of existing employees but also contribute to attracting and retaining top talent in the field. With a skilled and competent workforce, companies can stay competitive in today's digital landscape.

Utilizing Skills Gap Analysis for Strategic Planning

Skill gap analysis can also be incorporated into long-term strategic planning. By aligning business goals with the skills needed to achieve them, companies can ensure they have the right talent to drive success.

Align Organizational Goals with Skills

By identifying the specific skills needed to achieve business objectives, companies can develop a targeted plan for acquiring or developing those skills within their workforce. This alignment ensures that employees are equipped with the right capabilities to contribute effectively towards achieving overall business goals. For example, when hiring for customer-facing roles, organizations can conduct communication skills tests to ensure that candidates have the requisite skill set. 

Adapt Training Programs

As industries evolve and new technologies emerge, certain skills may become more critical for success. By regularly assessing skill gaps, businesses can stay ahead of these changes and provide relevant training opportunities for employees. This proactive approach ensures that the workforce remains up-to-date and capable of meeting evolving job demands.

Anticipate Future Skill Gaps

By analyzing industry trends, market shifts, and technological advancements, organizations can predict which skills will be in high demand in the future. Armed with this information, they can develop proactive strategies such as hiring plans or partnerships with educational institutions to bridge these anticipated gaps before they become a hindrance.

By leveraging data-driven insights from a comprehensive skill gap analysis, businesses can make informed decisions regarding their talent management strategies. They can identify areas where additional training or recruitment efforts are required and allocate resources accordingly. This approach helps businesses maintain a competitive edge by ensuring they have a skilled workforce capable of meeting current and future challenges.

Leveraging Employee Skill Gap Analysis: Things To Keep In Mind

Regularly Review and Update Skill Gap Analysis Data

To ensure accuracy, it is essential to regularly review and update the data obtained from skill gap analysis. This involves revisiting the assessments, feedback, observations, and other sources of information used to identify the gaps in employee skills. By doing so, organizations can stay up-to-date with the evolving needs of their job roles and make informed decisions regarding training and development initiatives.

Monitor Progress and Adjust Strategies

Once training initiatives are implemented, organizations should closely track employee performance over time to determine if there has been any improvement in their actual skills. By comparing current performance levels with baseline measurements taken during the initial assessment phase, businesses can gauge whether their strategies are effective or need adjustment.

Remember to gauge the impact: Look beyond just completion rates or attendance records when evaluating training programs' effectiveness. Instead, assess whether employees have acquired new skills or improved existing ones through post-training assessments or evaluations.

Evaluate Business Outcomes

It's equally important to evaluate business outcomes as a whole. Companies should examine how reducing skill gaps impacts key metrics such as productivity, customer satisfaction, revenue growth, or cost savings. This evaluation will help determine whether investments in training and development initiatives are translating into tangible benefits for the organization.

By following these practices, organizations can effectively evaluate and act on skill gap analysis data.

In conclusion, conducting a thorough employee skill gap analysis is crucial for businesses to identify areas of improvement and develop targeted training programs. By addressing skill gaps, companies can enhance employee performance, increase productivity, and ultimately achieve better business outcomes.

Frequently Asked Questions

1. What is skill gap analysis?

Skill gap analysis is a process of identifying the differences between the skills an organization currently possesses and the skills it needs to achieve its goals. It helps identify areas where employees lack the necessary skills, enabling organizations to develop strategies for bridging those gaps.

2. Why is skill gap analysis important?

Skill gap analysis is important because it allows organizations to understand their current workforce's capabilities and determine what skills are needed for future success. By identifying skill gaps, organizations can implement targeted training programs, hire individuals with specific skills, or develop strategies to address these gaps effectively.

3. How do you conduct an effective skill gap analysis?

To conduct an effective skill gap analysis, follow these steps:

1. Define the scope i.e. identify desired skills.
2. Assess existing employee skills.
3. Analyze the gaps between desired and existing skills.
4. Prioritize areas that require immediate attention.
5. Develop a plan to address the identified gaps through training or hiring initiatives.

4. How can skill gap analysis be used for strategic planning?

Skill gap analysis provides valuable insights into an organization's current and future workforce needs. By understanding the gaps in employee skills, organizations can align their strategic plans with targeted training programs or recruitment efforts to bridge those gaps effectively and ensure they have the right talent in place to achieve their long-term objectives.

5. How can skill gap insights enhance recruitment processes?

Skill gap insights can enhance recruitment strategies and processes by providing recruiters with a clear understanding of the specific skills required for each position within the organization. This information enables recruiters to target candidates who possess the necessary skills and proactively address any potential skill gaps during the hiring process, ensuring a better fit between candidates' abilities and job requirements.

Suggested Reads:

• Upskill And Reskill: The Learning Approaches Shaping Professional Development Today
• Role Of Soft Skills In Modern Hiring Can't Be Ignored. Here's Why
• Experiential Learning: Meaning | Benefits | Role Of Business Simulation
• Gamified Recruitment For Engaging And Assessing Top Talent