A competency definition works as the foundation for skill requirements to specify the knowledge, skills and abilities necessary for success at work.
Helping clients write out competency definitions is one of the most important roles I play, while helping clients automate their talent management strategy. Below are some of the tips and tricks I have learned along the way.
What is a competency definition?
A competency framework is the ability to implement or utilize a set of related knowledge, skills, and abilities needed to effectively carry out “critical work functions” or duties within an identified work environment.
Competencies often work as the foundation for skill specifications that specify the degree of knowledge, skills, and abilities necessary for success at work along with possible measurement criteria for evaluating competency definition attainment. These definitions serve as the basis for competency assessment and future learning initiatives in any competency based learning platform.
What is the difference between a competency and a learning goal?
Competencies determine the utilized skills and knowledge that enable individuals to effectively conduct their work while learning goals tend to be distinct to a course of training. Competencies are related to an individual’s work responsibilities, roles and abilities. These are generally a way to validate that a learner has in reality learned what was designed within the learning goals.
Learning goals on the other hand explain what the learner must be able to accomplish at the conclusion of a learning period. Learning goals ought to be specific, quantifiable statements and written in behavioral terminology. In a nutshell, goals state what we should want the individuals to understand and competencies state how you could be certain they will understand it.
The following is an example of competencies and learning goals and how the inter-relate
Competency definition for a spreadsheet: Use standard formulas and functions, format and modify content, and demonstrate competence in creating and formatting spreadsheets, graphs, or charts
Learning goals from a training course that pertain to the competency spreadsheet:
- Indicate the names and functions of the Excel interface components
- Enter and edit data
- Format data and cells
- Construct formulas, including the use of built-in functions, and relative and absolute references
- Create and modify charts
- Preview and print worksheets
How to write a competency definition:
- Start with a present tense action verb. (Example: Transform standard references to absolute references)
- Every action verb needs an object. (Example: Recognize cell errors.) (Verb followed by object)
- Every competency definition is quantifiable and/or observable. (Example: Explain common methods creating a chart.)
- Each competency definition will be based on overall performance. (Example: Assess spreadsheet function validity testing values against know outcomes.)
- Do not utilize evaluative or relative adjectives. (Never utilize terms like good, successful, suitable.)
Conclusion
If you follow these simple rules as you write out your competency definitions, your framework will be bound for success.
Below is a list of blog articles that will supplement your knowledge in building out competency frameworks
- Developing Your Competency Framework – Linking Skills to Company Objectives
- Skills Competency Frameworks Demystified
- How to Define Employee Skills for Your Organization
- Just for fun International Space Station Human Behavior & Performance Competency Model
FAQ
What is a competency definition?
A competency definition specifies the knowledge, skills, and abilities required for success in a particular role or function. It serves as the foundation for competency assessments, learning initiatives, and measurable performance criteria.
How do competencies differ from learning goals?
Competencies define the skills and knowledge employees need to perform their work effectively, while learning goals describe what a learner should accomplish by the end of a training course. Competencies validate that learning goals have been achieved in practice.
What makes a competency definition measurable and effective?
An effective competency definition starts with a present-tense action verb, includes a specific object, and describes observable or quantifiable behavior. It should be based on overall performance and avoid subjective adjectives like "good" or "successful."
Why should competency definitions avoid evaluative adjectives?
Evaluative adjectives like "good," "successful," or "suitable" are subjective and difficult to measure consistently. Removing them ensures competency definitions remain objective, clear, and uniformly interpretable across the organization.
How do you write a competency definition step by step?
Start with a present-tense action verb, follow it with a specific object, ensure the statement is measurable or observable, and base it on overall performance. Each definition should be concise and free of vague or relative language.
What is a competency framework in an organization?
A competency framework is a structured model that maps the related knowledge, skills, and abilities needed to carry out critical work functions. It forms the basis for hiring, training, performance evaluation, and career development across the organization.
How do competency definitions support employee assessments?
Competency definitions establish clear, measurable criteria that assessors can evaluate employees against. They remove ambiguity from the assessment process and provide a consistent standard for identifying skill gaps and development needs.
Can you give an example of a competency definition?
A spreadsheet competency might read: "Use standard formulas and functions, format and modify content, and demonstrate competence in creating and formatting spreadsheets, graphs, or charts." It starts with action verbs and describes specific, observable outcomes.
How does SkillsDB help manage competency definitions?
SkillsDB provides a competency-based platform where organizations can define, track, and assess competencies across roles. It connects competency definitions to skills profiles, career pathways, and development plans in a single system.
What happens when competency definitions are poorly written?
Poorly written definitions create confusion during assessments, inconsistent evaluations across managers, and misaligned training investments. Clear, specific definitions are essential for a competency framework that actually drives performance improvement.