Streamlining HR Functions with a Competency Framework Software

Performance Reviews, Evaluations, Appraisals, and Competency Frameworks are important for every organisation. When done manually, they can create a huge volume of work leading to data duplications, and inaccuracies, thus, opening the system up to bias.

With inadequate reviews, employees feel disengaged from their work. As per a Gallup survey, 3 out of 4 disengaged workers are looking for new employment. This can increase the amount spent on employee development due to recruiting people for the same positions repeatedly.

With a Competency Framework Software, not only can you streamline your HR tasks but also increase employee engagement, boost retention, and drive growth.

Understanding Competency Framework

The main purpose behind creating a competency framework is to identify if a person assigned a particular task has the right skill set, experience, and necessary qualifications to achieve it. To evaluate accurately, the HRMs first need to identify if the person associates with the company’s principles and adheres to its ethical bounds.

Further, they need to look for the necessary training and analytical and problem-solving skills of the said employee. Then, they need to look at the soft skills that the person has and uses regularly to complete their tasks. These pertain to their ability to delegate and work in a team or independently (as required), as well as other soft skills like EQ, effective communication, and leadership.

Should We Opt for Software Tools for HR Functions?

Traditionally, most HR tasks like having a competency framework, performance appraisals, employee feedback, and succession planning were done manually. People used spreadsheets (58%) to record data concerning various parameters and thus maintain employee records.

However, in the age of AI and data-driven software tools, there is very little reason to perform HR tasks manually. Using the right tools, you can get custom solutions to suit your organisation. Further, these can reduce the time taken for tasks from days to minutes.

Using Software tools, you can facilitate:

• Data security
• Create efficient systems for workflow
• Track how each employee performs based on assigned goals
• Understand if your workers are satisfied with the current system
• Automate employee induction
• Taking up HR and employee audits

Advantages of Using Software Tools

Using HR software, you can reap the following benefits:

• Increase efficiency and objectivity
• Ensure better management of employee data
• Set clear terms vis-a-vis job roles and expectations
• Reduce manual (duplicate data and inaccuracies) and human errors (bias) in decision making
• Boost retention of skilled talent
• Delivers custom reports to suit your business needs

Challenges That Arise

You may have to bear some costs when acquiring a Competency Framework Software or any other HR tool. Further, there can be an issue integrating the new software tools to the existing framework. Further, 51% believe that they receive biased reviews.

To overcome these challenges, you need to conduct a detailed evaluation of available resources, i.e., HR software tools before selecting.

Are Software Tools Essential in Creating a Competency Framework?

The main task of a Competency Framework is designing a strategy to align the skills of an employee with business needs and identify any scope of skill gaps or need for reskilling. However, this can be a mammoth task that takes both time and manpower to achieve.

Statistically, it has been found that HRMs and Management have spent over 210 hours to ensure that performance reviews created are adequate and accurate. However, a drastic 90% of them have been ineffective.

Using a Competency Framework Software can reduce this to a matter of minutes. Taking data inputs that pertain to your company, the Competency Framework Software creates a design tailored to your needs.

What Do These Software Tools Do?

Can Performance Management Tools Be Useful for Competency Frameworks?

Competency Framework Software differs from performance management tools based on:

●     Understanding the Goals

A competency framework looks at long-term goals and achievements while performance management software evaluates an employee based on short-term results and project-specific goals. Hence, a competency framework aims to be role-specific while performance evaluations are employee-specific.

●     Areas of Focus

A Competency Framework Software focuses on the attributes needed to fill a job profile and thus trains the workers accordingly. However, Performance Management Software will account only for the targets set and outcomes received.

●     Evaluation

The Competency Framework Software looks at a person’s proficiency while performance is the prime criterion for the other.

However, it is common to find performance evaluation tools like Success Circles™, 9 box Grid, and others being used alongside a Competency Framework Software. While similar and finding uses in common avenues, they are not identical and should not be used interchangeably.

However, both Competency Framework Software and evaluation tools like Success Circles™ and 9 box Grid can aid the succession planning process. Also, they help generate an overview of the workers for assessment vis-a-vis key skills that they have along with their most-suited job roles.

Things to Keep in Mind When Choosing the Competency Framework Software

Select a competency framework software based on the above to ensure an easy transition to HR tools.

Way Forward

Using AI-supported HR tools can make routine tasks easy. Not only can you simplify tasks but also spend a lot less time on repetitive jobs.

Further, using performance evaluation tools like Success Circles™ and 9 box Grid alongside a competency framework software can help achieve better results in terms of obtaining analytics vis-a-vis each employee.