Performance Management

Have you ever thought of one-on-one meetings as a secret ingredient essential to effective leadership? One-on-ones are a valuable time (and in some cases the only time) to connect with your direct reports on a personal level. One-on-one meetings offer the opportunity to share constructive feedback, tackle difficult conversations, discuss career goals, and much more.

This is true when one-on-one meetings are thoughtfully planned, both parties are fully present, and respect everyone's time. On the other hand, a misused meeting can be frustrating and leave employees feeling confused without a clear understanding of their roles or tasks. That’s why we’ve rounded up some efficient one-on-one meeting tips to help you facilitate insightful conversations, develop trust with your employees, and inspire results from your team.

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What are one-on-one meetings and why are they so important?

A one-on-one meeting is (you guessed it) a discussion between two employees with an intended purpose. These chats can be formal events or more casual in nature and are usually between a manager and a direct report, between peers in the same unit, or between colleagues in different departments.

Purpose of a one-on-one meeting

The goal of a one-on-one meeting will vary according to your and your employee's needs and may change over time. Some of the main reasons for scheduling one-on-one meetings include:

• Setting goals
• Building and maintaining the manager-employee relationship
• Working on career development plans
• Giving and receiving honest feedback
• Checking in on your team members' well-being

The purpose of your one-on-one meetings may evolve as your relationships change and as projects progress. From here, you can set weekly meetings and start building a more collaborative agenda with each of your direct reports.

Benefits of one-on-one meetings

Much like team meetings, a one-on-one discussion allows you to connect, collaborate, and communicate more easily with another team member. As a manager, a one-on-one meeting can help you:

• Celebrate and recognize employee accomplishments
• Overcome project roadblocks
• Align on personal goals and company objectives
• Support employee professional development
• Collect employee feedback

13 Tips for great one-on-one meetings

1. Make one-on-one meetings a priority

One-on-one meetings with employees are a great opportunity to check in with how your team is doing overall. During stressful periods or in moments of change, it’s even more important to take the time to understand how your team members are affected.

Make sure you schedule your one-on-ones at a dedicated time you know you can make regularly. Do your very best not to cancel, or let them cancel the meeting. Keeping your commitments builds trust with your team.

⏰ Don’t be late! You may be running back-to-back meetings all day long, but your team members don’t necessarily know that. If you have multiple meetings, be clear at the start of each one when your hard stop is, and stick to it. Showing up late sends a negative message that you don’t respect their time — not the best way to set the tone for the meeting ahead.

2. Meet frequently

Get in the habit of scheduling one-on-one meetings frequently to build a better relationship with your employees. Scheduling one-on-ones at regular intervals with every member of your team keeps communication ongoing. Once a month isn’t enough to make meaningful progress. Instead, aim for either a weekly or biweekly recurring meeting. This pace is especially important when a direct report is new to a role, new to the company, or facing challenges with performance.

Not to fret: Everyone can recognize that things come up, and it might not always be possible to meet this frequently. If you have to push an upcoming meeting because of pressing priorities, consider either rescheduling the one-on-one for later in the day or week, or shortening the meeting time for the day as an exception.

It’s still possible to run an effective meeting in 15 minutes instead of 30 minutes. Your commitment to maintaining frequency will show your employees that you value your one-on-ones with them.

3. Prepare for each one-on-one meeting

Just as it would be for any other meeting, preparing in advance for one-on-one meetings is key to making the most of everyone’s time together. Review your notes from the last meeting and plan your discussion points ahead of time. Keeping a consistent meeting structure with a one-on-one agenda template will save you time and help you stay focused on the issues that matter.

Remember: You might not be the only one with an agenda. And this is a good thing! Employees might have pressing issues of their own that they want to bring up in the meeting. Encourage this engagement and be sure to dedicate time for them to bring up their issues, challenges, and ideas.

4. Share the agenda before the meeting

Improve employee engagement and participation in the conversation by sharing the agenda before the meeting. Ask them if there are any topics they would like to talk about and meeting agenda items they want to add. Sharing the agenda in advance gives you both visibility on what you’ll be discussing, making it easy to arrive at the meeting prepared.

Officevibe's one-on-one software lets managers and employees set talking points in a shared meeting agenda throughout the week. You can save on prep time by using the customizable one-on-one meeting template offered directly in the app.

5. Start with a check-in

One-on-one meetings offer the opportunity to build rapport with your employees and connect on a personal level. Spark free-flowing conversation by asking them about things they’re interested in, like hobbies, what they did over the weekend, or upcoming vacation plans. Dedicating time in the meeting to talk about more than just work shows your team members that you care about them and their well-being and encourages open and honest dialogue.

Stuck for some fresh conversation starters? Here are some different ways to check in and get to know your team members better.

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6. Ask open-ended questions

One-on-one meetings are a conversation, and often the best way to lead a meaningful conversation is to ask questions. Open-ended questions are a great way to guide the conversation, exchange important information, and find solutions collaboratively.

Come prepared with more one-on-one meeting questions like:

• What’s been on your mind during the past week?
• Can you share a recent example of a work situation in which you thrived?
• What were the key components that led to your success?
• Do you feel like your workload is reasonable? If it isn’t, can you suggest solutions that we could implement together to address the problem?
• How can I support you?

Officevibe’s one-on-one meeting tool helps you plan, track, and follow up on every conversation in a single place. Plus, dozens of recommended talking points live in our Conversation Engine so you get to the topics that matter most, every time.

7. Let them talk

Nothing is worse than being set up for a good conversation (*cough* tips #1 through #6), and then when it comes your time to talk, the other person interjects their ideas or consumes the conversation. Doing so is a surefire way to kill employee engagement.

Be open to hearing what your employees have to say with the intention of understanding, and aim to listen 80% of the time and speak only 20% of the time.

Remember: One-on-one meetings are great opportunities for employees to provide feedback and raise concerns. Create a safe space for your direct reports and have more genuine conversations with these proven tips.

8. Listen to your employees

Now is the time to be “all ears.” Do less of the talking and focus on them. Everyone’s communication and management style is different, and it’s crucial to create an environment where your employees feel comfortable expressing themselves freely. Whether it’s a virtual one-on-one meeting or you’re having it in person, being present (*hint* silence those Slack notifications) is going to make the difference between a fruitful experience or not — for both you and your employee.

💡Idea: Use active listening techniques to strengthen your interaction and build a better understanding. By giving your undivided attention while mirroring and validating what they say, you may pick up on underlying issues they hint at — and be able to bring the challenge to the surface by asking relevant follow-up questions.

9. Avoid status updates on current projects

It’s reasonable to think that you and your employees will want to touch on work priorities during your one-on-ones. However, this is not the time for a performance review. Try to avoid spending too much time on status updates and focus on the bigger picture instead. Chances are there are other meetings dedicated to those kinds of discussions. It’s also likely that others on your team need to hear status reports too, and having to repeat updates is an inefficient use of time for everyone.

10. Take meeting notes

Taking notes during your one-on-ones not only shows your employee that you value what they’re saying, but it helps you remember it, too! Writing notes will help you stay organized amid multiple meetings, track progress, bring new topics to the discussion, and keep meetings fresh. Having a clear record of what you’ve discussed helps you follow up in your next conversation.

One-on-one software like Officevibe can help you centralize your meeting notes so you have a record of your conversations with each employee on your team. You can create shared one-on-one agendas, set and track action items, and keep private meeting notes that only you can see.

11. Ask for feedback

One-on-one meetings are a perfect moment for both giving feedback and collecting critical feedback from employees. An easy question like “what can I do to help you this week?” can reveal insights that help you better support your team. Fostering a culture of feedback is a vital part of maintaining your team’s health and improving your role as a manager.

The benefits of giving and receiving feedback are countless. Check out these tips for creating a feedback culture on your team.

12. Set goals for both you and your employee

As a manager, you are uniquely positioned to align your professional ambitions with serving and supporting your employees on their career paths. One-on-one meetings are an ideal time for career discussion — for getting deep into both the wins and challenges in their current role and setting future career goals. By gaining insight into your employees’ aspirations and skill sets, you can then help structure and expand opportunities for career development.

🎯Hint: Goal setting shouldn't be an overwhelming task. We recommend getting started with these simple, straightforward goal-setting tips for every manager.

13. Be specific about the next steps

Take a moment at the end of each one-on-one meeting to decide on the next steps. After having discussed the current challenges during the meeting, now is the time to talk specifically about how they will be addressed and who will be responsible for what actions. You can then sync up on those action items at the start of the next one-on-one meeting. It’s another way to track progress over time.

Remember: Make sure you’re keeping your promises. Actionable next steps are likely to fall in the hands of both you and your employee. Lead by example and follow through on your action items on time.

Master your next one-on-one meeting

Your one-on-one meetings are a dedicated time in your busy schedule for you to connect with your employees. Just like team meetings help bring visibility to your team’s work and dynamics, one-on-ones focus on employees’ individual development and how it drives the team’s success. By providing a safe space to discuss anything from stresses and wins to performance, you build stronger relationships with your employees, enriching your experience as a manager.

In short, the many benefits of one-on-one meetings are well worth taking the time to prepare and commit to a regular schedule. And you don’t have to do it alone. With Officevibe's simple one-on-one meeting tool, you can plan meetings, set goals together with your team, and track progress easily. It’s a win-win!

Being a manager is a delicate balancing act; when to push and when to yield, how to ask and how to offer, what to accept and what to decline. One of the greatest tools to help you find this balance is having frequent one-on-ones with your employees. There are many benefits to holding one-on-one meetings and keeping this ongoing communication with your team members helps you lead them effectively and with confidence.

One-on-one meetings offer profound insight and perspective that help you make better decisions. Beyond building stronger relationships, engaging employees, and clueing you to their challenges and needs, one-on-ones help you manage projects effectively, anticipate problems, and prioritize the most important things on the day-to-day.

6 Benefits of one-on-one meetings

It's no secret that frequent one-on-one meetings foster positive employee-manager relationships, build trust within a team, and boost engagement. But do they offer value beyond that? Are they worth taking time out of your busy schedule? Spoiler: Our answer is unequivocally "YES." Let's dig into it.

1. Understand the bigger picture

As a manager, you’re guiding your team to a destination. Knowing where you want to go is a good starting point, but you need additional details to properly lead your employees.

Imagine a map that also points out mountain elevations, river depths, and dangerous or uncleared paths. One-on-one meetings help you see beyond the map and reveal the unstated or invisible on-the-ground realities that affect your team’s effectiveness. They fill in knowledge gaps to help you understand the territory.

One-on-ones can offer insight into your employees’ skill sets, focus and energy level, feelings on a project, and interpersonal dynamics that may impact employee productivity. One-on-ones uncover these hidden realities so you can efficiently guide your team.

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Need help along the way? See what managers on the ground are doing to spark better one-on-one conversations.

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2. Detect small signs of conflict

Surprises and conflict can throw your team off balance. Sometimes, small, seemingly insignificant issues can compound with time. Slowly but surely, tensions bubble into conflict. And this has the potential to result in a large, irreversible, and even costly surprise.

As a manager, you stand at a unique vantage point. Your elevated perspective allows you to see how a small or seemingly disconnected event can derail your team in the future. Your one-on-one meetings can help you detect early signs that things are off, giving you the intel you need to be a more proactive manager. They can surface potential dangers ahead, help you manage risk, and spot issues before they become problems.

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Let's outline an example:

The two employees you placed on a project have been taking two very different approaches for a few weeks. Tension is building between both employees and the project isn't advancing as it should. With one week left, you now realize you need “all hands on deck” to correct and complete the project.

You could have been alerted and prevented the crisis had you scheduled a one-on-one meeting with a project status update in the meeting agenda.

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3. Manage up more effectively

One-on-one meetings also help you manage up to your own manager. Understanding when your team is distracted, exhausted, or energized helps you manage your boss’s expectations and set clear boundaries. It also helps you make decisions on projects coming your way, balance your team’s workload, and consider your own performance. And ultimately, it will help you explain and justify those calls when you’re in a one-on-one with your manager.

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What does managing up mean?

Managing up is the art of learning to work better with your manager, as a manager yourself, no matter their skill level, work style, or personality type. It's about understanding the role you play between your direct reports and your own supervisor.

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Your one-on-ones with employees can also signal when you should request additional resources from your manager. Things like when to recruit a new hire, ask for an increased budget, plan learning and development programs, or access productivity tools to assist your team. This is how you find that sweet spot between your team and your boss.

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Equip yourself with the right leadership and conversation tools so you can be on the same page with everyone in your work circle.

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4. Celebrate and recognize accomplishments

Giving frequent, heartfelt employee recognition is a key way to boost employee engagement and keep your people happy and motivated at work. And while it's great to receive praise in writing, it's always nice to hear it verbally, too. A one-on-one offers the perfect moment to let someone know they did a good job and appreciate their hard work. These types of meaningful discussions help employees feel valued and cared for, so they should never be forgotten or swept aside.

Recognition can also go beyond employee performance. Regular one-on-ones can give you insights into your employees’ personal interests, allowing you to celebrate their achievements outside of work. This shows that you care about them as people, not just workers. What's more, addressing recognition on a personal level can even brighten team dynamics and spark more meaningful connections.

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Here’s a quick example based on a true Officevibe story.

Rodrigo asked his manager for a day off work. Curious and concerned, his manager asked if everything was okay. He shared that he had been studying for a sommelier exam and the day requested was the exam date.

When Rodrigo returned the next day, after passing the exam, his team prepared a celebratory lunch with a wine theme and gifts. They were genuinely interested in his achievement, and this small act of recognition led to more empathetic work relationships.

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Are you checking in with employees at the start of your one-on-ones? Try kicking your meeting off with a personal check-in, so you can build healthier relationships with each direct report.

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5. Support employee development

As a people manager, you've been granted a unique opportunity: a chance to align your own ambition with serving and supporting your employees in theirs.

Your one-on-ones help you understand your employees’ personal and professional aspirations. In your position, you can support their professional development by applying a coaching method like the GROW model. You can also focus on connecting them to the right people or offering stretch assignments. This includes gently and gracefully guiding them closer to their desired destination through goal setting, coaching, and mentorship.

You're more influential than you think. Your support and guidance on career growth can leave a profound and lasting impact on your team members, so make it count!

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Help your team define realistic goals that align with the global company strategy and their individual strengths and career objectives.

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6. Normalize performance management conversations

Annual performance reviews can be stressful for both employees and managers, especially if you aren't having conversations about performance often. But that's exactly the secret to making these reviews more effective and less nerve-racking. Adding talking points about your employees' ongoing performance during your weekly or biweekly meetings leaves no room for surprises when the more official conversation comes around.

When you support employees with regular check-ins on their performance goals, you can give them valuable feedback, which they can apply instantly. This gives them more confidence in their roles, betters their employee experience, and leads to more employee engagement across the board.

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☕️ Consider keeping these one-on-one meeting conversations lighthearted by approaching them as informal check-ins. For example, meeting regularly over coffee (virtually or in person) can be a great way to give useful performance feedback while keeping things human.

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How to get the most out of your one-on-ones

If you're excited about running one-on-ones and want to get the most value from them, here are three simple suggestions:

Schedule

One-on-one meeting frequency varies and depends on your and your employee's needs and preferences. Decide what works best together, and send each employee a recurring calendar invite.

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🗓️ Pro tip: Make sure the allotted time is convenient for both you and your employees. This decreases the chances of having to cancel or reschedule your one-on-ones.

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Prepare

A bit of preparation can add a whole lot of value to your one-on-ones. You can prepare by having a few one-on-one meeting questions ready, and ask your team members to do the same.

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⏳Pro tip: Time can be a scarce resource for many managers. Save on one-on-one meeting prep time by choosing a pre-existing one-on-one meeting agenda.

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Follow up

When scheduling your one-on-ones, set a reminder for yourself to follow up within two days.

Your follow up can be as simple as, “Thank you for sharing your thoughts so openly with me. Excited to discuss [insert topic] further during our next one-on-one.” And, include the main points discussed to help both sides prepare for the next one-on-one.

Your employees will appreciate your time, effort, and careful attention.

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🧑‍💻 Pro tip: Make your follow-ups simple with a one-on-one meeting tool like Officevibe that structures and keeps track of your conversations, so you don't have to do it manually.

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Discover more benefits of one-on-one meetings as you go

The more you have one-on-one meetings with employees, the more you’ll uncover the benefits they bring you as a manager. Just as every team is unique, every relationship you have with each team member has its own dynamic, too. Getting to know every person on your team will help you form these bonds, and better support them over time.

Goal setting plays an important role in everything from employee engagement to team alignment to retention. Setting goals not only helps individuals and teams alike reach their full potential but also helps with employee motivation toward big picture, organizational goals.

All goals are fit for purpose. But what types of goals should be set in different contexts? From professional development goals to employee performance goals, we’ve outlined some of the best practices when it comes to goal setting.

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What are good professional development goals for employees?

You’ll need to work with a variety of individual goal types to ensure your employees can achieve their potential, including:

• Performance goals
• Personal development goals
• Collaboration goals
• Time management goals
• Innovation goals

Aligning employee performance objectives with organizational goals is crucial for creating a unified sense of purpose within a team and achieving long-term success for both the individuals and the organization.

Officevibe' goals and OKR tool enables employees to align and connect individual performance goals to organizational objectives, ensuring strong alignment across the company.

Performance goals

Employee performance goals are an essential component of any business plan. They are the short-term performance objectives that employees must achieve to meet specific business goals or job responsibilities. For instance, a sales representative might have a quarterly sales quota they need to hit, or a marketing manager may be tasked with landing a new client. These goals serve as a benchmark for performance evaluation and help employees focus on achieving measurable results.

{emphasize}Some examples of performance goals include increasing sales revenue by a certain percentage, reducing customer complaints by a specific number, or increasing the number of successful product launches within a set timeframe.{emphasize}

Personal development goals

Personal development goals are focused on growth and learning and contribute to business objectives in a more indirect way. They are geared toward helping employees acquire new skills, knowledge, and abilities that can be used to improve their performance and participate in the success of the organization.

{emphasize}For example, an employee may want to improve their communication skills by taking a public speaking course, or they may want to earn an advanced degree to improve their expertise in a particular field.{emphasize}

Personal development goals are often self-driven, and employees may seek guidance and support from their managers to achieve them. These goals are not always tied to specific performance metrics, but they can help employees develop a growth mindset, increase their job satisfaction, and enhance their value to the organization.

Team collaboration and relationship building goals

These goals focus on improving team dynamics, communication, and trust. By setting team collaboration and relationship building goals, managers can help team members work together more effectively, which can lead to improved productivity, higher job satisfaction, and a more positive work environment.

{emphasize}Examples of team collaboration and relationship building goals may include enhancing communication and trust among team members, improving group dynamics and teamwork, and fostering a positive and productive work environment.{emphasize}

Time management goals

Effective time management is crucial to achieving business goals and staying competitive. Setting time management goals can help employees prioritize tasks, allocate resources effectively, and streamline processes, which can lead to increased productivity and better results.

{emphasize}Time management goals may include prioritizing tasks and allocating resources effectively, streamlining processes to reduce wasted time, and ensuring tasks are completed within set deadlines.{emphasize}

Innovation and creativity goals

Innovation and creativity are essential to driving growth and staying ahead of the competition. Setting innovation and creativity goals can help employees develop new ideas, products, or processes that contribute to business success.

By fostering a culture of innovation and risk-taking, managers can encourage employees to take on new challenges and think outside the box.

{emphasize}Examples of innovation and creativity goals may include encouraging the development of new ideas or processes, fostering a culture of innovation and risk-taking, and staying ahead of the competition with cutting-edge products.{emphasize}

How to align employee performance goals with organizational objectives

Aligning employee performance goals with organizational objectives is critical to ensure both employees and the organization are heading in the same direction. Here are three ways to achieve this alignment:

• Clear communication and expectation-setting: Managers should communicate the organization's objectives, mission, and values to employees to align their individual goals with the bigger picture, boost motivation, and clarify expectations.
• Link individual goals to organizational objectives: Managers should break down organizational objectives into smaller, measurable tasks and assign them to employees as specific goals tied to organizational goals. By linking individual goals to broader objectives, employees see the direct impact of their work on the company's success, motivating them to perform better.
• Provide ongoing support and feedback: Managers should regularly review employee progress, offer guidance, and adjust goals as needed to keep them aligned with evolving organizational objectives. This will foster a sense of shared responsibility and commitment. Regular feedback will also help employees understand what they need to do to improve their performance.

{emphasize}Try our helpful ways to foster strong team alignment within your business and rally your teams around shared, motivating goals.{emphasize}

Goal-setting frameworks to help reach business objectives

SMART goal setting

SMART goal setting helps employees grow and develop professionally so they can better contribute to business objectives. The SMART acronym stands for Specific, Measurable, Attainable, Relevant, and Time-based. These elements help create structure and clarity for employees to achieve their targets. Let's take a closer look at each element:

• Specific: For employees to hit their goals, they need to know precisely what they’re working toward. A vague goal is difficult to achieve, and without clear direction, employees may lose motivation. Instead, make sure your employees’ goals are specific and concrete.
• Measurable: Measuring progress keeps employees motivated and moving toward their goals. So, it’s important to set clear key performance indicators (KPIs) and have reliable benchmarks. The right software or tools can help you track and measure progress toward your measurable goals.
• Attainable: Goals should be aspirational but not so aspirational that they’re unrealistic. If employees feel their goals are impossible to achieve, they may become disheartened and unmotivated. Ensure your employees’ goals are achievable and aligned with their skills, experience, and resources.
• Relevant: Goals need to feel relevant to the business context and your team member’s professional aspirations. Align employees’ personal motivators with team goals by setting objectives that help them grow professionally while contributing to the organization’s overall success.
• Time-based: Setting a timeframe for achieving goals helps employees stay on track, break goals down into smaller action items, and tick off milestones along the way.

OKR goal setting

OKR stands for Objectives and Key Results. This goal-setting framework is designed to help organizations align their objectives with measurable results. Its primary use is to track performance at every level (organizational, departmental, team, and individual) while making sure the entire team is aligned on what performance means and how to get there.

Objectives are specific and measurable goals, while key results measure progress toward achieving them. OKRs break down large goals into smaller, manageable objectives, with key results that are easily trackable.

Clear understanding of an organization's mission and strategy is important, and goals should be set regularly, on a quarterly basis. The framework is useful for prioritizing results-oriented goals, aligning individual goals with the organization's strategy.

{emphasize}There’s no one-size-fits-all when it comes to goal-setting frameworks. However, by using one of them (or a combination) to set employee performance goals, your team is sure to hit their targets every time, while staying aligned with the organization’s objectives.{emphasize}

10 Empowering employee goal-setting examples

Find below realistic workplace scenarios to inspire you for your next goal-setting session. Each employee goal-setting example is outlined with how they meet the SMART goal criteria or the OKR framework standard, depending on the scenario.

Examples of employee performance goals

Objective: I will improve our website user experience by the end of the year.

• Key result 1: I will achieve a 15% increase in website traffic.
• Key result 2: I will reduce the bounce rate by 20%.
• Key result 3: I will increase MQLs coming from website forms by 30%.

Objective: I will develop our brand's social media strategy for the next quarter.

• Key result 1: I will post 4 social media posts per week.
• Key result 2: I will increase our follower base from 7,000 to 10,000.
• Key result 3: I will maintain our engagement rate of 3%.

Examples of personal development goals for employees

This week, I will reach out to one co-worker with a role I aspire to. From there, I’ll schedule a one-on-one meeting to learn more about their role within the company and how they contribute to the team and company’s success.

• Specific: The employee needs to reach out to a co-worker to discuss their role in the company.
• Measurable: They need to schedule a one-on-one meeting.
• Achievable: The employee only has to schedule a single meeting, which is very doable given the time frame.
• Relevant: The co-worker has a role the employee hopes to one day grow into, making the conversation relevant to their professional development.
• Time-based: The employee must reach out and schedule the meeting by the end of the week.

This quarter, I will schedule one hour every Friday afternoon to read a book on communication styles. When I read, I’ll take notes on how to be a more assertive communicator at work.

• Specific: The employee needs to read about and take notes on how to be a more assertive communicator at work.
• Measurable: They need to read and take notes at a certain time (and for a certain time period) each week.
• Achievable: Reading and taking notes one hour each week is a realistic goal, especially because the employee can tackle it during work hours.
• Relevant: Learning more about communication styles sets the employee up for success and fosters better communication with the team.
• Time-based: The employee will continue pursuing the goal for the entire quarter.

Examples of team collaboration and relationship-building goals

This month, I will participate in team-building activities like Lunch & Learn sessions and coffee chats with my team members. The more I foster bonds, the better the trust and work dynamics.

• Specific: The employee will participate in team-building moments this month.
• Measurable: They will attend at least one Lunch & Learn session and have coffee chats with two team members each week this month.
• Achievable: It only requires a few hours of the employee's time each week to participate in the team-building activities scheduled by the company.
• Relevant: Fostering bonds leads to a more productive and engaged team.
• Time-based: The employee will pursue this goal for the entire month.

Feedback helps me improve my own performance. To be added value for my peers, I will actively engage in open communication and provide constructive feedback to help them.

• Specific: The employee will engage in open communication and provide constructive feedback to their peers.
• Measurable: The employee will aim to provide at least one piece of constructive feedback per week to a team member.
• Achievable: They will take 15 minutes at the end of the week to write down and share feedback.
• Relevant: Providing feedback to colleagues fosters a culture of continuous improvement within the team and develops communication skills.
• Time-based: The employee will continue pursuing the goal on an ongoing basis.

Examples of time management goals

In order to prioritize my tasks and allocate time effectively, I will develop and follow a daily schedule to meet my deadlines better.

• Specific: The employee will develop and follow a daily schedule to meet deadlines.
• Measurable: They will track progress and assess whether they're completing tasks on time and meeting deadlines more consistently.
• Achievable: The employee will use tools such as digital calendars or time management apps.
• Relevant: Self-management is necessary for employee productivity and performance.
• Time-based: The employee will develop and follow a daily schedule for the next month to see how it impacts their ability to prioritize tasks and meet deadlines.

Ahead of my annual performance review, I'll identify and implement tactics to streamline workflows and reduce time spent on non-essential tasks so I can focus on achieving the goals set out for me.

• Specific: The employee will implement tactics to prioritize tasks and manage their time effectively to meet deadlines.
• Measurable: They will track their progress by ensuring they are able to complete all the tasks associated with achieving their goals.
• Achievable: Developing and following tactics is achievable as it allows the employee to break down tasks into smaller, manageable parts.
• Relevant: Prioritizing tasks and reducing time spent on non-essential tasks is crucial for personal and professional success.
• Time-based: The employee will implement this goal immediately and continue to use it as an ongoing strategy for managing their workload.

Examples of innovation and creativity goals

Staying in the know of new industry trends and best practices will inspire me in my own work, so I've planned on attending a training workshop and conference every month.

• Specific: The employee will attend one training workshop and conference each month to learn about new industry trends and best practices.
• Measurable: They will attend one training workshop and conference each month.
• Achievable: Attending one workshop and conference each month is feasible and can be planned for.
• Relevant: Staying up-to-date on new industry trends and best practices will provide inspiration and help improve work performance.
• Time-based: Attending one workshop and conference will be achieved each month.

At this upcoming quarterly performance review, I'll make sure to contribute at least one innovative idea or solution to improve some of our current products or processes.

• Specific: The employee will contribute at least one innovative idea or solution to improve some of the current products or processes.
• Measurable: They will contribute at least one innovative idea or solution at their quarterly performance review.
• Achievable: The employee can easily start their brainstorming process ahead of time and does not need to spend more than an hour developing their idea.
• Relevant: Brainstorming and sharing innovative ideas and solutions to improve products and processes can increase internal efficiency and productivity, and drive business growth.
• Time-based: The employee will have provided at least one innovative idea or solution at their quarterly performance review.

{emphasize}We know that defining meaningful goals for your employees can be a challenge, so we've outlined these 9 tips for setting employee goals to help you along the way.{emphasize}

How to set employee goals that drive results

Goal setting is an important process that helps employees stay motivated, focused, and productive. To set effective goals, consider our 3 simple steps:

Step 1: Schedule one-on-one meetings

Setting goals is something you can tackle with every member of your team in a one-on-one meeting. When you book your employees, let them know ahead of time that you want to set individual goals with them that align with the team goals. That way, they can arrive at the meeting prepared with some ideas for how they can develop, and where they most see themselves contributing.

Step 2: Use a goal-setting software like Officevibe to make it easier

Officevibe's performance management software not only allows you to work with individual employees to set goals but also enables you to set goals for your entire team, promoting transparency throughout the goal-setting process.

This transparent approach helps team members understand how their contributions align with the company's objectives, thereby enhancing employee engagement, motivation, and team alignment.

Step 3: Create SMART employee goals and OKRs

You can work with your team members to create SMART employee development goals and define appropriate OKRs that tie back to company objectives. Then, set smaller action items, monitor progress, and offer feedback in every one-on-one to ensure all goals are aligned with the bigger picture.

{emphasize}Officevibe keeps a clear record of how every employee achieved their goals, making your next performance reviews a breeze.{emphasize}

Best practices for supporting employee performance goals

Clear communication, regular feedback, goal assessment and review, and recognition are crucial to support employee performance goals.

It's the basis for a virtuous cycle, as improving employee performance not only leads to higher job satisfaction, engagement, motivation, and morale, but also contributes to an organization's overall productivity, efficiency, and bottom line.

Communication and transparency:

• Schedule weekly team meetings to discuss project updates and address any concerns. For example, use video conferences or chat platforms to keep remote team members connected.
• Encourage open-door policy, allowing employees to approach managers with questions or suggestions. For instance, set up regular office hours or virtual drop-in sessions.

Regular performance reviews and feedback:

• Conduct quarterly performance review meetings to assess progress and provide feedback. For example, use a structured evaluation form and discuss it face-to-face with the employee.
• Offer real-time feedback for significant accomplishments or areas of improvement. For instance, give praise or constructive criticism during meetings or via email.

Goal adjustment:

• Revisit employee goals during performance reviews to ensure they are still relevant and achievable. For example, modify goals in response to changes in job responsibilities or market conditions.
• Encourage employees to take ownership of their goals and make adjustments as needed. For instance, support them in identifying new opportunities or challenges that may require goal revision.

Recognition and reward for achievements:

• Implement an employee recognition program to celebrate outstanding performances. For example, encourage employees to recognize their peers when they are given a helpful hand or when a team member produces tremendous work.
• Offer tangible rewards for reaching significant milestones or achieving goals. For instance, provide career development opportunities or targeted mentorship programs.

Tools and techniques to track employee goal progress

Project management software

Project management software enables teams to organize, track, and collaborate on projects, ensuring timely completion within budget. It enables teams to set timelines, assign tasks, track progress, and manage resources effectively, making it crucial for achieving performance goals.

Project management software examples (you may already be using!) are Asana, Trello, and Monday.com, which provide features such as task assignment, deadline tracking, progress updates, and collaboration tools.

Goal tracking software

Goal tracking software are digital tools that help individuals and teams track progress toward specific goals. It is important for tracking progress because it enables employees and teams to set measurable goals and adjust their efforts as needed.

Officevibe's OKRs and goal planning tool is an example of goal tracking software that uses the OKR framework. It allows teams to set goals tied to measurable key performance indicators (KPIs), and track progress. Features such as progress tracking, goal alignment, and regular check-ins help employees stay on track and achieve their goals.

{emphasize}

Key takeaways

1. Aligning employee performance goals

One of the essential aspects of managing employee performance is to ensure that each team member's performance goals are aligned with the overall goals of the organization. When everyone is working toward the same goals, it creates a unified sense of purpose and direction for the team.

For instance, if the company's primary objective is to increase sales revenue, employee performance goals should be tailored to support this objective. This ensures that the team is working together in a coordinated and strategic way, leading to better outcomes for the business.

2. Fostering personal and professional development

Encouraging personal and professional development is crucial for ensuring long-term success for both individuals and the organization so they can grow together. Employees who are provided with opportunities to improve their skills, knowledge, and performance tend to be more engaged and productive. This, in turn, leads to increased innovation and career growth.

Investing in employee development can take many forms, such as offering training and development programs, providing mentoring or coaching, or giving employees the autonomy to work on projects that align with their career goals.

3. Enhancing employee motivation and engagement

Giving employees a clear understanding of their roles and responsibilities is an essential aspect of enhancing motivation and engagement. When employees understand how their contributions impact the company's success, they are more likely to feel invested in their work.

Additionally, providing employees with opportunities to give feedback and suggestions can increase engagement and motivation, as it shows that their opinions are valued. This can be achieved through regular team meetings, surveys, or suggestion boxes, among other methods.{emphasize}

Individual and organizational success: The benefits of well-defined goals

Goal setting is crucial for the long-term success of an organization. It helps create a motivated and focused workforce by setting well-defined and aligned goals that contribute to both individual and organizational performance.

Ultimately, creating alignment throughout an organization is key to ensuring everyone is working toward the same objectives, and goal setting is an essential tool in achieving this alignment.

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Preparing for a performance review, whether you're an employee or a manager, can stir up those pre-review jitters, no matter how seasoned you are. You can ease those butterflies with a dynamic and purposeful performance review framework that places employee development at its core.

These days, the spotlight is on agile and continuous performance management, underscored by a steady stream of feedback. That means managers and employees no longer need to deal with the disorienting process of remembering and discussing matters that happened months before the annual performance review. Embracing more frequent employee performance reviews streamlines the process and ensures relevance and promptness for all involved.

Pair this rhythm with a crystal-clear and concise performance review template and you'll be primed for success from the get-go.

The goal? Empowering a performance review system that fuels constructive, enriching, and engaging conversations between managers and employees.

The importance of performance reviews

A lot can happen and change in a year, especially for growing teams. That's why performance review meetings are such an important performance management practice for managers. They're designed to help you and your teams take the time to look back, reflect, redirect, talk about opportunities ahead, and even lay the right setting for more sensitive conversations.

Perhaps most importantly, they help keep your team aligned, especially as the team grows and evolves. When done right, a performance review can be an amazing tool for aligning your employees around their goals.

Performance reviews shouldn’t replace regular communication with your team, of course. However, they do offer a unique opportunity to dig deeper into impactful topics such as their aspirations, professional goals, insecurities, and pain points, and give recognition for their hard work.

From providing clarity on expectations and aligning employee and business goals to encouraging growth through constructive feedback and enhancing employee engagement, there's an abundance of benefits that come from proper performance management and well-conducted performance reviews. Here are a few more, for good measure:

• They help improve communication
• They help identify strengths and weaknesses
• They facilitate goal-setting
• They help strengthen employee-manager relationships

We know that performance reviews are very important for organizations to thrive and one of your key performance management responsibilities as a manager. That’s why we put together a framework to help you navigate them seamlessly.

{emphasize}We also offer a go-to guide for efficient one-on-ones designed to help managers and employees align on goals, discuss action items, share feedback, and drive employee productivity and job performance.{emphasize}

Tips for creating the perfect performance review framework

Before diving into the practice of conducting performance reviews, it's important to establish the proper framework to ensure you're adequately prepared and able to get the most out of each meeting. To help guide you, we've put together a checklist of things to keep in mind along the way.

Before the performance review: Getting prepared

A little preparation can go a long way in ensuring a productive and constructive discussion for both managers and employees. Managers should come to the table with notes on things like performance goals, employee strengths, areas for improvement, and specific examples of their performance.

They should also be prepared to provide constructive feedback and suggestions for growth, as well as be open to listening to the employee's perspective and addressing any concerns they may have. Thorough preparation enables managers to have productive and meaningful individual performance review discussions with each employee on their team, so let's go a little more in-depth.

1. Keep track of goals and progress over time

One of the main purposes of a performance review is to evaluate progress and growth over time, so it's important to properly set and track goals along the way. Setting goals is a key part of driving employee engagement, boosting team performance, and helping your direct reports reach their full potential.

There are a number of employee goal-setting frameworks managers can use, like OKRs and SMART goals, for example. Having a handy tool like Officevibe can help make setting and tracking them even easier, and help pave the way to success!

{emphasize}Our goal-setting guide can also help you raise your game to get better results!<{emphasize}

2. Get a full picture of your employee's performance by collecting 360 feedback

In a remote culture, you might often experience a lack of visibility into an employee's emotions and performance. That's why getting a 360 view of their improvement, teamwork, and collaboration is crucial. A 360 feedback loop can provide a well-rounded assessment of an employee's performance, as it gathers feedback from different sources, including peers.

Managers can gather feedback from any individual who works closely with the employee through surveys, interviews, or even informal discussions. Employees should also be given the opportunity to reflect on their own performance, strengths, areas for improvement, and career goals (which is great for helping employees take ownership of their development!).

Managers must of course do their own assessment as well, to evaluate performance based on their observations, interactions, and knowledge of their employees' work. This valuable combined feedback provides diverse insights, helping managers better understand every employee's performance and growth potential. It promotes self-awareness, encourages collaboration and teamwork, and even fosters a culture of continuous learning and development within the organization.

3. Get in the mindset of conversation

Prepare for a conversation, rather than an evaluation. A conversation is two-way. It’s an open dialogue that encourages people to share how they feel they've evolved, or not. An evaluation is simply an appraisal, a critique that does not take into context key elements that contributed to the positive or negative outcomes of a project. Disarm feelings of intimidation and nervousness by keeping an open mind and structuring your conversation.

It's no secret that healthy communication has a massive impact on performance and engagement. While some are better than others at finding ways to connect effectively, there's no shame in recognizing that there's always room for improvement!

{emphasize}Conversations can be especially tricky to navigate when emotions get involved. Consult our guide to managing your emotions at work for tips on how to regain control.{emphasize}

4. Prepare your performance review agenda

Just like you'd use a recipe to make a dish just right, preparing your performance review agenda can help steer a one-on-one meeting in the right direction. It'll help you hit all the necessary talking points that need to be covered, follow up on action items, and even create continuity from one conversation to the next. Sending it ahead of time can also help your employee arrive prepared with their thoughts on each point, making everything flow better for both parties.

{emphasize}Since we're on the topic, why not take advantage of our handy templates when preparing for your next one-on-one meeting? The right performance review template will help make every conversation focused and productive, and we're happy to help with that!{emphasize}

During the employee performance review: Navigating tough conversations

In a performance review, it's perfectly normal for some employees to feel nervous or unsure about certain topics. It may not be obvious on video calls, but performance reviews can be daunting for many people, so learning to navigate tough conversations is key.

5. Call out the elephant in the room

While it may not always be comfortable, it's important to be upfront about your awareness. Acknowledge that discomfort is normal, especially when discussing negative outcomes, and try to approach the conversation with empathy. This helps employees feel supported as you guide them through the review process. Try to remain open to employee concerns and respond in a solution-oriented way. Let them know that you are there to support, guide, and coach them, and you'll both feel a lot better for it.

6. Consider the contribution of the employee beyond numbers and results

We tend to look at employee performance with a black-and-white approach: what worked, what didn’t work, and how that affects salaries and benefits. It’s important to know that employee competency can be gauged in many ways, and sometimes there’s more than meets the eye. The only way to really get the results you're looking for from an employee is to provide them with constructive feedback that can ultimately help guide them towards their goals, and the goals of your organization.

When giving performance feedback, try to discuss factors like effort, expertise, resources, and collaboration, and always keep the conversation specific so that it's easy to follow. You can then tie it back to the 360-degree assessment. This way, you can find concrete examples that demonstrate their strengths and areas of improvement so that they have the guidance and tools they need to shine!

7. Take this time to give recognition

We've said it before, and we'll say it again: never underestimate the power and value of employee recognition! Whether big or small, achievements deserve to be recognized. In fact, when you take the time to recognize and reward employees’ hard work, you also improve employee motivation, boost their loyalty to the company, and create a more positive company culture.

When giving recognition, make sure your kudos are genuine and impactful. And be sure to make recognition a regular occurrence. Find out what kind of recognition resonates with your employees, and go from there. Some prefer more personal interactions, while others are happier with more public shout-outs. Either way, it'll no doubt be well-received and appreciated!

{emphasize}Need more tips on creating a culture of recognition in your workplace? We've got your back!{emphasize}

8. Discuss compensation and promotions with care, and be informed on how it works

When it comes to big-ticket items like promotions and raises, it's always best to be transparent about why or why not these things are occurring. Get all the information you need from HR in advance and be open about how decisions are made. This is crucial for building trust in both the review process and the manager.

Note that for companies who are navigating big changes, the focus may not necessarily be on financial rewards, but rather on perks designed to improve retention. Let employees know these aren’t personal nor are they based on performance alone.

After the performance review: Keep it continuous

Once the performance review process is complete, it's time to look ahead to what comes next. After all, this isn't a one-and-done scenario, but rather an ongoing process that will continue to benefit employee alignment, growth, and success. Here's what comes next:

9. Establish clear next steps

Once you've had the one-on-one conversation and gained your insights, it's imperative to establish clear next steps and action items. This gives employees a clear view of what's expected of them moving forward and enables managers to set new goals, which they can then assess in the next performance review. This gives everyone a clear sense of direction, which is beneficial on both sides!

Be sure to follow up on a regular basis in order to support employee improvement and performance.

10. Make continuous feedback a regular habit

As we touched on at the beginning of this article, performance management doesn't just hinge on the outdated annual performance review. Scheduling frequent one-on-one meetings with your employees allows you to discuss objectives and outcomes, and clarify what’s progressing and what’s required to complete tasks. Ensure continuous feedback, and establish transparent, ongoing conversations to stay aligned and achieve long-term success.

11. Remind employees that you’re there for them

As a leader, your employees appreciate your coaching, mentorship, and guidance. Providing them with concrete advice regularly helps them advance in their roles and allows them to swiftly enhance their work and leverage their strengths.

A coaching model has proven to be a great way to achieve success and build trust as a team, so it's worth taking the time to learn how to implement it into your managerial leadership style.

12. Use a performance management system to facilitate continuous performance

We already know that you shouldn't wait for the end of the year to give feedback on performance, and should make discussions on performance a regular thing. By making this a constant conversation, employees can develop and grow perpetually over time.

Tools like Officevibe can really help establish performance management systems through handy features like continuous performance management, performance reviews, and structured one-on-one meetings. They also allow you to set and monitor goals, store action items, and follow up in a timely fashion.

Enhance your performance framework with Officevibe templates

As a manager, Officevibe's performance development templates for manager-employee one-on-ones really do come in clutch when making performance management more efficient. Here's how:

Career development

Part of your responsibility as a manager is to help provide employees with a clear trajectory for their career path. Having career development talks is a crucial part of understanding what they aspire to achieve, and how you both envision them reaching their professional goals. This template is designed to help guide these conversations.

Goal setting

Goals give everyone a sense of direction, so knowing how to properly set and track them is essential. When you set individual goals in collaboration with your team members, you really get to see them grow in their roles. This template is a great resource for doing just that!

Poor performance

While we all strive to encourage and achieve great performance, it isn't all sunshine and rainbows all the time. Navigating conversations with team members who are struggling can be tricky, and uncovering what's affecting their performance and engagement at work isn't always easy. This guide can help with these kinds of conversations.

Common performance review mistakes to avoid

Nobody is perfect, and sometimes mistakes happen. What's important is that you recognize and acknowledge them, and take steps to change the course so that they don't happen again next time. Let's take a look at some key things to keep in mind to ensure performance reviews can go on without a hitch.

Performance reviews are not presentations

Perhaps the most pertinent part of performance reviews is the feedback you give your team members. How you deliver this feedback also greatly matters. It should never come out as the ultimate truth of their work. Performance reviews are about trying to understand the motivations behind behaviors, and should therefore always be a two-way discussion.

If an employee remains silent during a review, it doesn’t mean that they agree with everything you’re saying. That's why it's up to you as a manager to continuously ask your team members questions during their reviews so they can also share their opinions on the feedback you are giving them. While not all employees will be comfortable sharing their own feedback in return, there are ways to encourage employee feedback.

Performance reviews are not all about numbers

A common misconception about performance reviews is that they are all about business metrics and performance ratings. However, the overall performance of an employee goes beyond business numbers. You should also take into account your employee’s attitude, leadership, development, and progress. These factors should be included in the conversation of your employee’s performance.

Don’t be afraid to mix different types of goals. These will greatly help your employees get holistically better on their profession and roles, and develop meaningful purpose in their work. And the cherry on the cake? These kinds of discussions only serve to strengthen communication, trust, and the relationship between a manager and their employee.

{emphasize}Read on to find examples of performance goals for employees that aren’t related to business numbers.{emphasize}

Performance reviews don’t have to be negative

Performance reviews can have a negative connotation as employees often expect negative feedback from their manager. As we mentioned at the start, this can spike stress for team members, so your performance reviews should always include recognition where it’s due! As a manager, make sure you add points of positive feedback during performance reviews to make them well-rounded and well-received.

It's possible that for some team members, there’s little positive feedback to give. In these cases, make sure you provide constructive feedback and ask your employees where they think they can improve. This will help you continue building meaningful goals together.

Developing a performance review framework to nurture success

Now that we've explored all the facets of crafting an effective performance management plan, it serves to highlight once again how continuous performance management, open communication, and regular feedback are the keys to making performance reviews consistent, effective, and ultimately successful.

Want to take it to the next level? Dive into the role data plays in keeping every performance review fair and constructive every step of the way.

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Being able to confidently give your employee a promotion is a great feeling all around. The employee feels rewarded for their hard work, and managers feel that they have succeeded at leading their employee to the next step.

But it’s not that simple — the topic of employee promotion is a touchy one for employees and managers alike. There are so many caveats to offering a promotion: Is that employee really the best fit for the new title, even if their seniority suggests it's time? Is there room for promotion at all within the company, even if they are deserving?

According to research from Gallup:

That's a big number, and can lead to a lot of problems within the company, such as team misalignment, reduced employee satisfaction, and high employee turnover. That's why it's important to get promotions right.

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4 Reasons to promote an employee

Evaluating an employee for a promotion requires to assess the employee’s skill set, their effectiveness or performance at their current position and their potential for further growth.

However, employee promotion criteria will differ depending on circumstances and workplaces. There is not one set of rules to follow or a universal checklist for the promotion process. Dan Schawbel, author of the best-selling book “Promote Yourself: The New Rules for Career Success”, does, however, offer some great insights. Think about the following traits when considering an employee for promotion:

1. Always prioritize work and meet deadlines

Getting things done in a timely and efficient manner is a skill that can’t be overlooked. When an employee is constantly checking off their to-do list despite how challenging the tasks are, and pushes their own personal boundaries without being prompted to, these are great indicators that they are ready to challenge themselves even more.

2. Consistently have a positive attitude

No matter how hard-working your employee may be, if they don’t have a positive attitude, you might want to reconsider a promotion. Work is not only about getting things done, it’s about being an inspiration to the people around you, especially when you are moving towards a leadership role. The manager sets the mood of the entire team, so giving a positive energy will have an equally positive effect on employee morale and motivation.

3. Work well with the team

Being a team player is likewise very important when considering promoting an employee. Teamwork is one of the fundamentals of success in the workforce, so the people you promote would necessarily need to have strong teamwork and collaboration skills.

Leaders should not only interact with their team when they need something from them. They should work with them on a regular basis, establishing a work relationship based on trust and mutual respect.

4. Always put the team’s best interest ahead of their own

Moving up on the ladder is less about the employee as an individual and more about the organization as a whole. If your employee understands promotion as an upward movement within the company, for the benefit of the company — on top of being a personal milestone — then you should consider promoting this person.

Top signs that an employee is not ready for promotion

1. Lack emotional intelligence

In addition to knowing the hard skills required to do the job, there’s an element of personality that’s important for managers to consider when promoting an employee.

Emotional intelligence (EI) and empathy are some of the most important traits for leaders to have. After all, a leadership role involves dealing with a whole ecosystem of people including, employees, customers, partners, providers, and investors.

So, when promoting an employee to a leadership role, the following EI personality traits should be looked for:

• They are more likely to stay calm under pressure.
• They are empathetic to others.
• They make thoughtful decisions.
• They find effective ways to resolve conflict.
• They learn from mistakes and admit to being wrong.
• They listen more than they speak.
• They are open to criticism.

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2. Don’t possess the required skills

The Peter Principle is a concept in management that says that people are promoted based on their skills in their current role, and not in their future role.

When promoting an employee, remember that there will be a learning curve before they settle perfectly into their new role. Think about the skills they possess now, and if they have any of the required skills needed for the next step, such as management skills if they would be entering a managerial role.

3. Have challenges applying feedback

If your employee doesn’t listen to or learn from the constructive feedback you're giving them, it is a sign that they are resistant to improvement. Not being open to bettering themselves as employees is a reason to hold back on promotion.

Not being open to learning is a sign that they are not open to growth — and promotion means growth! The best candidates for promotion will actively seek for feedback and apply it with a mindset of continuous improvement.

How to help your employees improve and grow

Just because your employee might not be suited for a promotion at this point in their career doesn't mean they'll never get there. Your role as a manager is to provide opportunities for employees to learn and improve in their current role and guide them through possible career paths within the organization.

Here are three ways to help your employees grow:

1. Set goals: If an employee didn’t receive the promotion they wanted, it’s important to help them set professional goals. With a clear understanding of what they need to do to earn a promotion, employees can feel more engaged in their work and reach new levels of performance.
2. Professional development opportunities: Let your employee know that you are invested in their growth within the company by supporting their professional development. Help them find courses, certifications, or mentorship programs to guide them in the right direction.
3. Give them constant feedback: Give performance feedback to your employees regularly, during weekly check-ins or bi-weekly one-on-ones. Days get busy and weeks go by quickly but it’s important to take the time to sit down with your employees to go over their work, answer questions and monitor their progress.

{emphasize}Sign up for our free 11-day leadership course that will help you be the best leader you can be.{emphasize}

Ideas to compensate non-promoted employees and keep them motivated

Some employees are not ready to be promoted but others just can’t be. Often there is no opportunities to promote these employees — they have reach the highest level in their field of expertise or there are no openings to fill. To keep them engaged and eager to improve and grow, it’s essential to compensate them in other ways.

We've identified ways to keep your employees motivated without a promotion:

• Financial compensation: Money is not always the most important motivator, but a bonus and/or a raise to acknowledge an employee's hard work would not go unnoticed. It would offer them the consolation that there is room for moving up the pay scale.
• Remote work: Letting your employees work from home is a great perk that indicates that you trust them completely. Giving them this advantage encourages employee autonomy and leadership, and shows that you care about your employees' wellbeing and work-life balance.
• Professional development: This is a means of helping your employees grow but also a great way to keep them motivated. Ask your employee if there are any development opportunities they would like to pursue and brainstorm ideas together to see what's possible.
• Work-related side projects: Let your employees work on creative or innovative side projects that they’ve been wanting to explore. For example, you could let your employees take 10% of their time to focus on their own creative initiatives. Granting this opportunity demonstrates trust. And the extra responsibility will empower your employees.

FAQ on employee promotion

What role does performance and potential play in the decision to promote an employee?

Employee performance and potential are important factors in promotion decisions. High performance reflects an employee's ability to meet expectations, while potential indicates their capacity to take on additional responsibilities, learn new skills, and grow within the organization. Considering both aspects helps identify candidates aligned with long-term goals and succession planning strategies.

Can promoting an employee help create a positive impact on team dynamics and collaboration?

Yes. By promoting an employee, it sends a message to the team that hard work and dedication are recognized and rewarded. This can boost morale and motivation, fostering a sense of camaraderie and teamwork. A promoted employee may inspire and mentor their colleagues, leading to increased collaboration, knowledge sharing, and overall team synergy. Ultimately, promoting employees can create a positive ripple effect, improving team dynamics and enhancing the overall productivity and success of the team.

How does promoting an employee benefit the organization and contribute to its growth?

The promotion of an employee can bring significant benefits to the organization and contribute to its overall growth. First, it can boost employee morale and motivation. When employees see their peers being recognized and rewarded for their hard work, it inspires other employees to strive for excellence and fosters a culture of continuous improvement.

Promoting employees also enhances employee retention rates. When individuals see a clear path for career advancement within the company, they are more likely to stay and invest their time and efforts into their roles, which reduces turnover and the associated costs.

When promotions are offered from within, it sends a powerful message to the entire workforce that the organization values its employees' growth and development. This can lead to increased loyalty and a stronger sense of commitment from the employees that translate into improved productivity and performance.

Performance reviews, when done properly, can be an amazing tool to align your employees around their goals.

Unfortunately, proper employee performance reviews often fall by the wayside. Managers get busy and they sometimes fall into the trap of either only focusing on recent events (this is called the recency bias), or they'll use ranking systems that are unfair to most employees (especially top performers).

In the past, traditional performance reviews have been seen as tedious. That's why so many companies have started to change their approaches. Deloitte, Accenture, Gap, GE, Microsoft, and many others have scrapped the annual employee performance review in favor of “frequent check-ins.”

In theory, getting rid of something because it isn't working isn't a bad thing. And we are all for more frequent opportunities for performance feedback.

Performance reviews should be one small part of your entire performance management process.

That said, there is a real value in having a structured performance evaluation process, where performance reviews have a proper place. The truth is, when executed well, a performance review can be really powerful — for both managers and employees.

What exactly is a performance review?

A performance review comes in all types of types of forms and cadences. Some are more formal than others. Some occur annually while others more frequently. But at the core, a performance review is a structured process conducted by managers to evaluate employee performance.

{highlight}A well-structured performance review requires the following:

• A one-on-one formula between an employee and their direct manager
• A measurement of employee performance over a specific period of time
• Points discussed by both parties are documented
• An action plan and next steps that are put in place at the end
• A regularly occurring schedule (ex: every quarter or every year){highlight}

Most importantly, employee performance reviews serve as a benchmark to assess job-related expectations, accomplishments, strengths, areas for improvement, and future goals — and an opportunity for feedback and course correction if need be.

Goals of an employee performance review

Employee performance reviews have clear objectives that benefit both employees and the organization. These reviews offer valuable feedback to employees, acknowledging their accomplishments and pinpointing areas for improvement. They also serve as a means to align personal goals with the company's larger objectives.

{highlight}In the realm of managerial decisions, performance reviews play a pivotal role in:

• Determining promotions, salary adjustments, and bonuses.
• Identifying high-potential employees.
• Seeing who might benefit from further training or support.{highlight}

However, it's important to note that a performance review isn't a one-sided feedback mechanism; it's a two-way street. These reviews foster mutual understanding by providing employees and managers with an accurate picture of ongoing progress. This process enhances communication and transparency, creating a platform for open discussions about performance, career advancement, and skill enhancement. Ultimately, the performance review process promotes accountability, ensuring both managers and employees are actively engaged in driving success.

So, performance reviews? They're not just a chat. They're like a teamwork booster, a career roadmap, and a high-five station — all rolled into one.

Benefits of employee performance reviews

Unlike ad hoc 'check-ins,' a performance review provides a formal structure for documenting an employee's performance history. This is valuable for supporting employees — including future referencing, succession planning, and addressing performance-related issues. However, it is also crucial for supporting managers in delivering effective performance management.

{highlight}When well-executed, the performance review process contributes to:

• Increasing employee engagement, motivation, and retention.
• Fostering a culture of continuous learning, development, and accountability.
• Improving overall organizational performance.{highlight}

Performance reviews are one of many tools available for managers to engage, motivate, and retain their employees. They have different tools for different situations, and they need to know when to use which tool.

Types of employee performance reviews

Kudos to the companies that switched from annual performance reviews to more frequent check-ins, but it's not necessary to get rid of them.

At a high level, here is how you should use each feedback tool you have. We'll go into more detail throughout the post.

• Monthly one-on-ones: Remember,one-on-ones aren't supposed to focus solely on performance. Use this time to see how employees are feeling. See these one-on-one template agendas for ideas.
• Quarterly team performance: Team goals and individual goals both contribute to an organization's larger objectives. However, collective team goals can provide broader alignment and foster collaboration. Set quarterly goals and monitor performance as a team. Check out these performance goals for employees here.
• Annual performance review: This is where you can use data from the whole year to talk about an employee's performance and help them set and reach career goals.
• Real-time feedback: An important thing to keep in mind is in addition to these feedback tools, you should give employees feedback in as near real-time as possible.

Focusing on continuous performance management with a centralized process

Modern Marketing & Commerce (MMC), formerly known as Modern Marketing Concepts, is a New York-based company that helps businesses grow through digital strategies and optimization.

Why they needed help

Before Officevibe, Kathryn Kellam, the former VP of Sales and Marketing at MMC, had a tough time keeping track of her chats with team members. She used papers and computer notes to document her employee performance evaluations, which often got lost or mixed up. Her performance management system needed a bit of help, but then Officevibe came along to offer a hand.

Having better conversations

Officevibe is more than just surveys. It also has a special tool for one-on-one talks, simplifying the infamous employee performance review. Kathryn liked the trial so much that she started using Officevibe integrally. It helped her turn regular chats into super useful talks to inform performance evaluations. She shared survey results with her team and used them to plan more efficiently for the future.

Making chats more efficient

Kathryn and her team used Officevibe to make lists of things they wanted to discuss. It was like having a plan for their formal (and informal) performance review moments. They even added things during the week that they didn't want to forget. This was especially helpful for their hybrid workforce.

Happy team, great score

With certain processes streamlined, MMC enjoyed a stellar engagement score of 9.4. Kathryn thinks the 1-on-1 tool made a big difference in her review process: "Using this tool for chats and keeping notes really helped us get this great score."

Their secret to great chats

Kathryn’s secret to genuine employee performance chats was simple: be open and talk about everything. She asked her team about their lives outside the office and what they wanted to do at work. They also discussed what they need help with. Using Officevibe, they made lists of follow-up items which helped fuel collaboration and alignment.

In the end

Thanks to Officevibe's 1-on-1 tool, Kathryn and her team were able to have better conversations and work more collaboratively with their performance review process.

Performance review tips

Here are a few helpful employee performance review tips for you to keep in mind as you're structuring your review:

1. Set clear goals from the beginning

One of the biggest challenges with employee performance reviews is that they're not usually based on data, which leaves space for forgetting and biases. If you set clear goals from the beginning, you'll be able to accurately and fairly measure performance. If you and an employee agree on goals, they're less likely to challenge any negative feedback because it was made clear what you both would be measuring.

2. Remove any fear

Annual performance reviews can be incredibly nerve-racking for employees so it's important that you calm their fears.

Start the meeting on a positive note, let them know that it's their meeting and that you're there to help them grow in their career. If you can set the tone early on in the meeting, you'll be much better off.

3. Use multiple data points

Use the goals you set, milestones they've achieved, reviews from other coworkers, and as many different data points as you possibly can to get a more accurate picture of employee performance.

The more sources of data you use, the less chance you have of bias getting in the way of the review.

4. Create an action plan

Together, with the employee, create an action plan that you both can agree on for what to improve for the following year. A good tip to keep in mind is to find out what the employee's career goals and plans are to make sure you help them get there. The annual performance review is the perfect time to have those career growth discussions.

Important: Make sure you provide any support necessary for them to achieve the goals in the action plan.

5. Take notes and follow up

Take notes of everything you're discussing during the performance review meeting, and at the end of the meeting, make sure to follow up with the employee by email to ensure everyone is on the same page.

Steps for a great performance review

Unlock the potential of your performance management process with a strategic approach to performance reviews. Let's delve into each step of the process:

1. Preparation phase: Taking these steps ensures you're well-equipped to evaluate performance effectively. Gather data, revisit goals, and establish clear expectations. This groundwork sets the stage for a fruitful review.
   • Gather relevant performance data and documentation: Before the performance review, collect essential data. For example, you can retrieve sales records that showcase revenue and deals closed, or explore customer feedback to understand interactions and compile project reports highlighting their contributions.
   • Review the employee's job description, goals, and objectives: Familiarize yourself with their job description to refresh your memory on their official roles. Align their goals with company strategies. Consider any changes since the last review, ensuring a clear overview.
   • Identify specific performance criteria and expectations: Define what counts. Outline performance factors such as hitting sales targets or teamwork. Quantify objectives like a 10% sales increase or maintaining high customer satisfaction.
2. Scheduling and communication: Communication is key in a performance review. Schedule thoughtfully, ensuring the employee is comfortable and engaged. Transparency about the process fosters an open and productive dialogue.
   • Schedule a meeting with the employee in advance: Plan ahead. Choose a suitable date and time, considering their preferences. Give them ample notice to prepare, ensuring a productive session.
   • Clearly communicate the purpose and format of the review: Set the stage. Explain what the review aims to achieve and how it will unfold. Emphasize that it's a platform for open exchange and valuable feedback.
   • Encourage the employee to self-assess their performance: Tap into their insights. Provide a self-assessment form, asking them to reflect on achievements and challenges. Their input shapes the discussion throughout the performance review.
3. Opening the review: Kicking off on a positive note creates a receptive atmosphere. Outlining the review's structure and encouraging input helps build a collaborative and constructive exchange during the performance review.
   • Begin the review by establishing a positive and constructive tone: Set the mood. Start on a positive note, acknowledging their contributions and dedication. Show appreciation for their efforts and that you have noticed their growth.
   • Discuss the agenda and the structure of the review: Navigate the roadmap. Outline the topics you'll cover and the process's flow. Managing expectations about timing fosters a focused discussion.
   • Encourage the employees to share their thoughts and concerns: Give them the floor. Create an environment where they feel comfortable sharing. Their perspective is valuable; listen actively and empathetically.
4. Assessing Performance: By evaluating employee performance against defined criteria and showcasing specific achievements, you create a comprehensive and accurate view of their contributions.
   • Evaluate the employee's performance against predetermined criteria: Get analytical. Measure against established criteria and objectives. Dive into performance data like sales or feedback, embracing both numbers and narrative.
   • Provide specific examples of achievements and areas for improvement: Paint a vivid picture. Highlight instances where they excelled and bring up tangible examples. Tackle growth areas constructively, focusing on behaviors and skills.
   • Seek input from relevant stakeholders, such as colleagues or clients: Broaden perspectives. Consult those who interact closely with the employee. Collect feedback from different angles to form a comprehensive assessment.
5. Feedback and discussion: Balanced feedback and active dialogue promote growth. Acknowledging strengths and inviting their perspective lay the foundation for constructive improvement.
   • Offer balanced and constructive feedback on strengths and weaknesses: Strike a balance. Begin with a nod to their strengths and accomplishments. Use real examples to showcase their positive impact. For growth areas, focus on actions and behaviors, steering clear of personal traits.
   • Encourage employees to share their own perspectives: Open the floor. Create a safe space for them to express their thoughts and concerns. Listen keenly and acknowledge their viewpoints. Their insights are invaluable and help shape the conversation.
   • Engage in a two-way dialogue and active listening: It's a conversation, not a monologue. Foster dialogue by posing open-ended questions. Seek clarity when needed, and encourage them to delve into their experiences. Keep the discussion balanced and inclusive.
6. Goal setting: Crafting SMART goals together aligns individual aspirations with organizational objectives. This collaboration sparks motivation and guides their path forward.
   • Collaboratively set new goals and performance expectations: Join forces. Dive into their aspirations for the upcoming period. Encourage them to share their own goals and dreams for professional growth. Harmonize individual aims with overarching company objectives.
   • Ensure the goals are SMART (specific, measurable, achievable, relevant, time-bound): Get SMART. Nail down specifics, leaving no room for ambiguity. Make sure targets are measurable and realistic. Align goals with their roles, keeping an eye on both capability and available resources.
   • Discuss development opportunities and career aspirations: Chart the path. Identify areas for skill enhancement. Chat about training, workshops, and mentorship. Uncover their career dreams and explore avenues for growth within the organization.
7. Development and support: Identifying growth areas and offering guidance empowers professional development. Discussing training options and providing mentorship fuels continuous growth.
   • Identify areas where the employee can enhance their skills or knowledge: Pinpoint growth spots. Discuss strengths and areas needing polish. Map out skills or competencies beneficial for performance and career advancement.
   • Discuss available training programs or resources: Share the toolbox. Talk about training options, workshops, and courses. Detail internal resources like online learning platforms or mentorship schemes. Help them harness these resources effectively.
   • Offer support and guidance for the employee's professional growth: Guide their journey. Extend mentorship or coaching. Steer them in crafting a personalized development plan. Delve into possibilities and new challenges to broaden their skill set.
8. Performance ratings and summary: Providing an accurate rating, summarizing key points, and documenting outcomes offer clarity and direction for future endeavors.
   • Provide a fair and accurate performance rating, if applicable: Measure up. Gauge their overall performance based on set criteria and goals. Employ a rating system in line with your organization's evaluation framework. Back the rating with concrete feedback highlighting strengths and areas to refine.
   • Summarize key discussion points and action items: Synthesize the dialogue. Capture the main discussion points. Highlight achievements, growth areas, and upcoming goals. Reinforce agreed-upon action items, emphasizing the next moves.
9. Follow-up and documentation: Continued support and ongoing check-ins ensure progress. Documenting the journey preserves insights and promotes accountability.
   • Follow up on any commitments made during the review: Walk the talk. Ensure action items and development plans are put into motion. Lend support where needed. Arrange follow-up meetings to track progress and maintain a feedback loop.
   • Document the performance review and store it securely: Seal the record. Craft a comprehensive document encompassing discussion points and feedback. Respect confidentiality and comply with data regulations. Store it safely for future reference.
   • Schedule periodic check-ins to monitor progress and provide ongoing feedback: Stay connected. Arrange regular check-ins to gauge progress toward goals. Keep the feedback loop open and continuous. Use these sessions to address challenges and fine-tune their performance journey.

Each phase outlined above plays a pivotal and interconnected role in skillfully navigating the performance review process. By diligently following these steps, you lay a solid foundation for not only assessing performance but also fostering a culture of growth and continuous improvement within your team.

Performance review phrases to use

One important thing to keep in mind when giving feedback during your review process is to focus on behaviors and not personality traits. Behaviors can be changed, whereas personality traits are harder to change.

With that said, here are a few examples of phrases you can use in your next performance review:

• Handles receiving constructive feedback well
• Is constantly looking for ways to improve their work
• Communicates with the team clearly and concisely
• Shows up on time to meetings
• Shares knowledge with coworkers
• Completes projects on time and meets deadlines
• Gives feedback and challenges their coworkers
• Helps the team stay calm under pressure
• Is a good listener and has an open mind
• Contributes ideas and suggestions regularly for how to improve the business
• Is able to balance several projects at once
• Gives recognition to their peers

Common issues with performance reviews

Performance reviews (or performance appraisals), while essential, can sometimes stumble upon familiar challenges. Let's demystify these issues and explore ways to navigate them effectively, which is generally part of effective performance management:

1. Lack of preparation: Before conducting a performance review, it's crucial to gather ample performance data and relevant documentation. Moreover, familiarize yourself with the employee's goals, objectives, and job description to provide a comprehensive performance evaluation. Without proper preparation, your annual reviews may feel incomplete and inefficient.
2. Biased or inconsistent evaluation: Stay vigilant against personal biases that might inadvertently affect your performance evaluation. Consistency is key; apply the same performance criteria across all employees to ensure fairness.
3. Lack of specificity: When giving feedback during the review process, steer clear of vague statements. Instead, offer concrete examples to provide clarity. Explicitly communicate areas that need improvement to foster actionable progress.
4. Neglecting two-way communication: Remember, an effective performance review is one that promotes open dialogue. Encourage the employee to share their perspective. Listen actively, valuing their input and concerns to facilitate a productive conversation.
5. Focusing only on negatives: While addressing areas for improvement is vital, don't overshadow achievements within the employee performance review. Acknowledge strengths and accomplishments, and offer constructive feedback for well-rounded growth.
6. Failure to set clear goals: Setting achievable and well-defined goals together is paramount. Unrealistic expectations can lead to frustration. Collaborate to establish targets that align with the employee's role and the organization's vision to be assessed again at the next employee performance review.
7. Overlooking employee development: Use the appraisal as an opportunity to discuss training, development prospects, and career aspirations. Provide guidance and resources that empower the employee's professional journey.
8. Lack of follow-up and accountability: Don't let the momentum fade after the appraisal. Follow up on commitments and document progress to ensure accountability. This practice strengthens the impact of the appraisal process.
9. Delayed or infrequent reviews: Consistency is key. Conduct performance reviews on schedule to provide timely feedback and course corrections. Avoiding irregularity ensures performance stays on track.
10. Failure to document performance issues: Record performance-related concerns meticulously. Document discussions and agreements, creating a reliable reference point for future evaluations and developmental planning.

By steering clear of these common pitfalls, you can enhance the effectiveness of your employee performance review process and foster a culture of growth, development, and shared success.

Make performance reviews more effective with Officevibe

When it comes to effective performance management, performance reviews remain an integral part of the process. The key lies in simplifying the system to make them less heavy on managers and employees, and in nurturing a culture of trust within your organization. And for that, there are tools like Officevibe's upcoming performance management features.

There are many ways to modernize traditional performance reviews into an employee performance review process that is met with much enthusiasm! Incorporate peer reviews and link performance to core values to add a robust layer to your review process, elevating its impact and driving the point of collaboration home. Shifting the focus from personality traits to actionable behaviors is another game-changer. This shift ensures that reviews provide constructive and actionable feedback, enhancing employee growth and development.

Remember, the performance management doesn't end with the review. It's an ongoing collaboration, a commitment to continual improvement. Let your employees know that your shared goal is their development, and the review is merely a stepping stone in this collective journey.

The art of note-taking throughout the year is a gem of wisdom. By using technology to your advantage, you create a valuable reservoir of insights, minimizing the influence of biases and enriching the evaluation with substantial data. Embrace these insights from Officevibe, and watch your performance review process evolve into a dynamic force that propels your team and organization toward excellence. You'll have amazing reviews and catapult your performance management abilities!

The manager’s question of the hour:

“How do you manage to keep up with your busy agenda?” 

This is a constant pain for managers. So, we went looking for a concrete answer on how to prioritize so you can be there for your team, and still get your own work done.

We gathered some testimonials and learned about the science behind productivity. We put it all together in a 5-rule method that, we are confident, will revolutionize the way you get things done for your work, your team, and your company.

Keep reading to learn how to prioritize, feel in control, anticipate, keep track of things, and know when urgent really means urgent.

{emphasize}In this article you'll learn

• How productivity happens
• The 5 rules of how to prioritize:
  • 1. Focus on what your team really needs
  • 2. Have a tier system for your team’s work
  • 3. Use a prioritization system for your own work
  • 4. Practice trust
  • 5. Reflect and change your digital habits{emphasize}

How productivity happens

If you want to have a prioritization system that works, you need to start by understanding how your brain processes tasks and helps you be productive.

We’ll explore the science of productivity. You’ll understand how a never-ending list of things affects you, why you feel like you’re never doing enough, and how you are not alone in your struggle.

Forget willpower

“On Monday I'll start my day with a to-do list.”

“Next time, I'll be better at gathering feedback.”

In his book “Will Power Doesn’t Work,” Benjamin Hardy explains why willpower doesn’t help you accomplish things. Willpower only considers your ability to push yourself to do something no matter what. What this mentality doesn’t take into account are the very real (and sometimes unexpected) external factors that affect how we feel and respond to life.

Don’t rely on willpower too much to get things done, push yourself to focus on important tasks, or to better your productivity. Instead, adopt methods that take you there, independently of how you feel or your lack of willpower.

Be aware of your instinct to procrastinate

Studies have shown that our brains have a tendency to avoid complex problems and move right away to simple, mindless tasks. 

Before we start tasks or projects, our brain thinks ahead. It visualizes the hard parts and decides to focus on simple, mindless tasks that are easier to process.

If you want to get better at prioritizing, understand that your brain might organize things based on their complexity, and not necessarily their urgency or importance.

Have you ever felt overwhelmed even after crossing many things from your to-do list?

You’re not alone. This feeling might be caused by a concept called the Zeigarnik effect. Studies show that when the brain knows there are important unfinished tasks, it will keep them at the top of your mind until you get it done. This is why identifying urgent and important tasks from the rest of the pile is very important ― aka, proper prioritization

Being productive requires taking breaks

So you know what to prioritize but you still don’t manage to finish tasks. You might be missing focus times and breaks.

Breaks should be non-negotiable. This is because it is proven that breaks make you more productive.

Think about how runners approach marathons. They don’t sprint throughout the whole 42 km. They distribute their pace and energy. The same goes for professional musicians. They don’t practice all day, non-stop. They actually book 90 minutes-long practice sessions with breaks in between. Instead of extending their energy throughout the day, they focus and work hard, and then recharge.

Book time for hard tasks, and save break times in between. Don’t extend your energy throughout the day. Instead, run “sprints” of hard work and follow them with breaks.

If one thing is certain, it’s that we don’t know what tomorrow will hold. Make sure you recharge and have energy for what is to come. And proactively save the energy you’ll need for more complex work.

Multitasking will slow you down

Studies have shown that people who multitask, get less done. And that is because it causes you to work a little on everything, without actually completing much.

There will always be some multitasking that needs to be done but make sure that you set yourself limits, and when possible, focus on one thing. And that is where proper prioritizing comes in handy as well.

The 5 rules of how to prioritize

To develop our 5 rules, we dug deep into the research: reading academic research, sitting in on webinars, and just talking to other managers. Give our rules a try, see your productivity levels rise, and master your ability to prioritize.

1. Focus on what your team really needs

One of the best things you can do as a manager is to tackle and understand team issues before they grow into complex problems. This means having a system that allows you to be proactive and preventive when it comes to your team's wellbeing.

Knowing exactly your team's pain points is a real game-changer.

A tool like Officevibe automates diagnosis of your team’s wellbeing, regularly. Officevibe gives you full visibility on the right metrics to better understand your team. Having visual and quantitative metrics allows you to focus your management efforts on what is important, and prioritize what really needs your attention. And is all backed-up by science!

Another essential way to know where to focus will come directly from your team's feedback. So don’t wait too long to gather feedback. Keep a constant open door for people to communicate with you. So that you can prioritize issues that seem to be a constant across team members.

Officevibe opens a permanent window for regular employee feedback, so that you can gather impactful and anonymous feedback effortlessly and without worrying about it. Give it a try for free!

2. Have a tier system for your team’s work

Managers have two realities: their day-to-day work and their managerial role. Prioritizing these two spectrums properly will help you stay productive and in control.

On a webinar by Adobe’s Real Creative Leadership community, Chris Do and Adam Morgan recommended developing a tier system with your team to define work priorities. In action, this is how they do it:

• Tier 1: Is this a team priority to accomplish our goals? If yes, it is a Tier 1 task or project and will require the manager’s input and attention.
• Tier 2: Not a team priority but important? This would be a Tier 2. For their teams, this means it can be done in more than one way and could even be outsourced.
• Tier 3: Related to internal communications and inside work? This falls as Tier 3. As a team, they develop templates and guidance, but they let their team run the initiatives “on their own and deliver however they want.”

When you have a tier system in place and your team members come to you with a new task, you’ll be able to get a lot of the context just by asking the Tier of the task. You’ll be able to confidently conclude if your involvement is needed, or encourage your team to believe in their capacities and be autonomous.

3. Use a prioritization system for your own work

We highly recommend the Eisenhower Decision Matrix. Unlike other methods, this priority quadrant method helps you reflect on what you can delegate and what to say no to. Which is key to your ability to be a productive and effective manager.

4. Practice trust

A key element to productivity is knowing when to delegate. When you’re a manager, you’re responsible for a group of people’s performance. And that is why without knowing, you might be doing more than you should. But, why is it so hard to delegate sometimes?

The answer often is a lack of trust.

Practice trust and get comfortable with delegating, and you'll be bale to focus more on tasks that really need your managerial role.

5. Reflect and change your digital habits

In a LinkedIn post, Liz Willits, a well-known business owner and marketing influencer, shared her list to stay productive:

Productive People Do These 7 Things:

1. Turn off Slack notifications.
2. Turn off email notifications.
3. Reply to emails and Slacks at scheduled times.
4. Set phone to airplane mode.
5. Use a productivity/focus tool. (I use Motion.)
6. Eliminate 90% of meetings.
7. Replace those meetings with email or Slack updates.

As the comments showed, this will look different to every manager. Not everyone can afford to turn off email notifications or eliminate meetings. But we can all reflect on the day-to-day activities that we’re caught up in, and which take lots of our time.

Deprioritize what you can, and eliminate what’s not helping you get things done (like meetings that could’ve been a well-written document).

Pro tip: You can take some of Liz’s advice and apply it for only some periods of your time (for example, turn off all notifications from 2-4 PM, or have no meetings on Tuesdays). Make sure you disclose this to your team so that everyone knows, and remain available for urgent matters.

You got this

Productivity and prioritization go hand in hand. For managers, it’s especially important since you're an employee with tasks and a manager at the same time. You manage up and manage down. Stick to our 5 rules and see the change almost instantly. You got this!

Whether you are giving or receiving them, annual performance reviews can be stressful. Employees often feel nervous about the constructive criticism they might get, while their managers worry about treating every team member fairly and giving appropriate feedback.

A performance review meeting doesn’t have to feel so fraught, though. When managers and employees approach them with the right mindset and proper preparation, these conversations can build employee confidence and strengthen manager-employee relationships.

‍

What is a performance review meeting?

Performance reviews are a two-way conversation between a manager and an employee, and a key part of employee development and growth. They’re a chance to assess an employee’s performance, highlight their progress, and celebrate all the ways they make your team (and your organization) better.

Traditional performance reviews were (and in some cases still are) conducted annually with a focus on evaluating an employee's performance over the span of the year. However, modern performance reviews are now more typically (and effectively!) conducted quarterly or monthly, with a focus on how to improve future performance.

For example: During a performance review, you might commend your introverted employee for the steps they’ve taken to become more engaged with the team and discuss which of those steps have been the most effective.

Why is it important to have frequent performance reviews?

Because performance reviews give employees clear benchmarks on their progress, you want to have them on a regular basis. Ideally, you’ll have a performance evaluation every three to six months. Why?

• Frequency reduces any stress around the process. The more often you host performance reviews, the better acquainted everyone will be with the process, and the less intimidating they’ll be.
• Performance reviews are part of a broader employee performance development strategy. These meetings go alongside one-on-ones, goal setting meetings, feedback sessions, and employee engagement discussions to help you keep up with how people are progressing.
• An employee performance review is an opportunity to celebrate your team member. If you're in need of some inspiration on how to tell someone they're doing a great job, check out some examples of employee recognition messages.
• Performance reviews open the door for growth and salary conversations. Performance reviews are often a time to discuss salary, roles, and potential promotions, which can add to the stress of them. Having them more often means lightening the weight of these discussions and creating more opportunities to have them, rather than looking at the coming year as a whole.

Out with the old: Why should annual reviews be a thing of the past? Because with too much recency bias, an annual review is no longer a responsible or effective way to evaluate. It's overly ambitious to think that managers can collect accurate, year-long notes on each of their employee's performance. It can also be demotivating for employees. The review period matters.

Performance review meeting tips for success

These helpful tips will help you have the best performance review meetings possible, so you and your team members leave on the same page.

1. Make sure you're prepared and understand the process…

As a manager, having a clear process makes sure that you cover everything that needs to be discussed in your meeting. It removes the potential for any surprises in how the conversation will unfold, and allows both you and your employee to properly prepare for the review ahead of time. It's a great idea to compile some specific examples and data to back up your points with each person.

If your employee is unsure about how the process works, feel free to walk them through it to help make them more comfortable. We'll elaborate more on this in tip #3.

2. …and use the same process for all employees

It’s important to keep the performance review process uniform for every person on your team. This will help you be clear in every evaluation because you have a standardized structure. Plus, consistency is the best way to treat everyone fairly, which will inspire trust — both in you and the process.

Before setting it in stone, just be sure that your framework can be applied to every member of your team and account for different competencies. You shouldn’t need a separate performance review process for a graphic designer, a content marketer, or administrative assistant. You want to be able to apply your process to all types of employees, regardless of what or how they contribute to the team.

If a process doesn’t currently exist, you’ll want to find a performance review framework that works for you. This way, you'll have a clear agenda template to use for your meeting.

3. Manage expectations

As we touched on in tip #1, just because you understand the performance review process, it doesn’t necessarily mean your employees understand it. If you don’t explain it to them ahead of time, they might feel overwhelmed, unprepared, upset, or even blindsided.

Prior to a performance review, make sure you:

• Take the time to explain the process to your team, and walk your employees through what you’re going to discuss during the meeting.
• Let employees know what they should come prepared with, whether it’s a self-evaluation, talking points, questions, notes, or examples.
• Give everyone the opportunity to ask any questions about the process, in a group setting or one-on-one.

4. Come prepared

Just like you would show up to an important one-on-one meeting prepared with talking points and relevant meeting questions, you also want to show up to your performance review prepared with notes, data, and specific examples that speak to your employee’s performance.

Why? Because notes, data, and examples will elevate the conversation. You’re not just giving your opinion — you’re sharing facts.

Need help with note taking during employee performance conversations and goal-setting discussions? Officevibe's one-on-one software keeps track of all your meeting notes in one place, so planning reviews is a breeze.

5. Connect with your peers

Syncing with other managers at your company helps create consistency within the organization. And reaching out to your network outside of your company can bring a new perspective on how other people do performance reviews.

If you're a new manager or haven't done a performance review at your company yet, connecting with an HR rep is a great place to start. Oftentimes, Human Resources departments will have pre-set processes and tools to help managers navigate through tasks like performance reviews.

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6. Make every review a two-way conversation

You want to have an agenda when you walk into a performance review meeting. But performance reviews aren't just an opportunity to talk at your employee for an hour straight. To be effective and productive for both parties, a performance review needs to be a two-way conversation.

Once you’re done sharing with your employee what, in your view, they’re doing well and where you see opportunities for improvement, give them the opportunity to share their perspective. This can help you both get a broader view of the employees’ performance, and ensure you both walk away feeling heard and understood.

7. Clearly define performance appraisal criteria

To clearly communicate with employees during performance review meetings, managers should have a clear understanding of what constitutes good or poor performance, and how to explain it. Easy-to-understand performance criteria can help managers and employees define success, measure impact, assess performance plans, and decide what steps to take next.

While gathering information and data is important, managers should also be mindful about approaching performance reviews with a coaching mindset. If they can highlight and distill information clearly, it makes it easier for their employees to understand and absorb the feedback they receive.

8. Provide support and build trust

While business is business, we're all human at the end of the day. That's why the approach and delivery should focus more on what employees are doing well, rather than dwelling on their weaknesses or negative behaviors.

That said, constructive criticism is key. See it as a way to correct the course if needed and uncover opportunities for improvement. Work on building trust by guiding employees in the right direction. Help them evolve and grow confidence by reinforcing their strengths. When employees feel supported by their managers, they'll be more receptive to the performance feedback they've been given, and more likely to reflect on their own performance in an objective way.

⭐️ Learn how to motivate (not stagnate) your teams with our complete guide on performance management and employee development.

9. Ask effective questions

Perhaps one of the most important tips of all is to make sure you are asking the right performance review questions. The right questions help keep both you and your employee focused on each individual's success, as well as the success of the company. The feedback you gather from asking these questions is imperative in helping you manage expectations, set a clear path for growth, identify areas of improvement, and define short and long-term goals.

Here are some examples of questions you can ask during feedback meetings with your employees:

• What recent accomplishments are you most proud of?
• What goals do you have set for the next quarter?
• Do you have obstacles standing in your way?
• As your manager, how can I improve?

Always remember that this is a conversation between two people. Encourage your employees to ask you questions in return. Open the floor to discussion during these meetings, whether it be about learning from past performance or achieving goals in the year ahead. Talk about how you can help guide and support them, and touch on any point they feel comfortable addressing during the conversation.

10. Define actions and next steps

Once you've had your performance review meeting and shared your feedback, both the manager and the employee should leave with a to-do list of actionable items that they can then later follow up on. Long or short, the list serves as a valuable action plan that should feel achievable by both parties.

Next time you check in on your employee's performance, you can review the past list together before setting new action items for the next quarter, or even the year ahead.

Walk into your next performance review with confidence

Performance reviews can be stressful — but they don’t have to be! And now that you know how to manage the performance review process, you have everything you need to walk into future performance review periods and conduct them with confidence. In turn, you’ll inspire that same confidence from your team.

Performance management and open discussion are made even easier with one-on-one tools like Officevibe. See how it can help you get the most out of your next performance reviews.

In the dynamic landscape of today's businesses, an effective performance management plan is a cornerstone of organizational success. As leaders and managers, understanding the significance of a well-crafted performance management plan is imperative to foster growth and development within the company.

This article will equip you with the necessary insights and tools to create an effective performance management plan that drives excellence and unlocks the full potential of your team. From setting clear objectives to providing continuous feedback, discover how this strategic approach can propel your organization towards greater achievements.

But before deep diving into how to build a performance plan, let's get a bit more context.

Build effective performance management plans

What is a performance management plan?

A performance management plan is a structured approach that enables organizations to optimize an employee's performance, development, and engagement. It encompasses a set of core components that work together to support employees in achieving their goals and contributing to the company's success.

What is performance management? See it like an ongoing dialogue between managers and employees throughout the year, discussing job performance, growth opportunities, and ways to elevate their skills.

Key components of a performance management plan

A successful and good performance management plan comprises several key components. These include:

• Goal setting: Establishing clear and measurable performance goals for employees that align with the organization's vision. Consider SMART goals and OKRs to steer your plan.
• Performance reviews: Conducting regular evaluations, including self-assessments, peer feedback, and manager assessments, to provide constructive feedback and encourage continuous improvement.
• Feedback mechanisms: Creating a continuous feedback loop to facilitate open communication and foster a culture of learning and development between managers and peers.
• Development plans: Designing individualized development plans to nurture employee skills and capabilities.
• Recognition and rewards: Showing appreciation towards employees reinforces good performance just like it encourages them to keep persisting through challenging times.

When integrated effectively, these elements create a powerful performance management process that empowers employees and fuels continuous improvement. And as a manager, they'll help you master your craft of leading great one-on-one performance discussions and reviews.

Benefits of performance management planning

Not only does a well-implemented performance management plan identify underperformance and drive improvement, but it also boosts employee engagement, motivation, and satisfaction. The benefits of performance management are countless.

But it doesn't stop at improving employee performance alone. Organizations that prioritize performance management also experience enhanced team collaboration and productivity, leading to improved business outcomes.

• Identifies underperformance and drives improvement: If you don't know about underlying issues, you won't know what needs to be fixed. Performance management plans help identify underperforming areas and provide a framework to address them effectively. This allows employees to receive the necessary support and resources to overcome obstacles.
• Boosts employee engagement: Performance management boosts employee engagement by providing clear objectives and regular feedback. Employees feel more connected to and engaged with their work when they understand how their contributions align with organizational goals.
• Increases motivation: Setting specific, achievable goals and recognizing achievements helps motivate employees, making them more enthusiastic about taking on challenges and continuously improving their skills, leading to higher job satisfaction and team morale.
• Improves productivity: Providing a structured approach to goal-setting and continuous improvement optimizes productivity. Regular feedback and development opportunities also ensure that employees are equipped with the resources and support to enhance their performance.
• Enhances team collaboration: Open communication means more collaboration within teams, which is exactly what performance management seeks to do. When team members understand how their individual efforts contribute to collective success, they're more likely to share knowledge and support one another.
• Helps achieve overall business success: Engaged, motivated, and productive employees contribute to higher-quality work. When guided by the right performance management processes, employees are more likely to exhibit these qualities, contributing to better customer satisfaction, profitability, and competitive advantage.

How to create performance management plans

To create effective employee performance management plans, follow these essential steps:

1. Set employee performance goals

Employee performance goals are the guiding stars that illuminate the path to success. Clear and measurable objectives not only drive individual growth but also contribute to the organization's overall achievements.

To set your employees up for triumph, follow these essential steps in creating SMART goals:

• Specific: Define precisely what you want to accomplish. Avoid vague statements and be clear about the desired outcomes. Example: "Lisa will achieve a 20% increase in monthly sales revenue by the end of the quarter."
• Measurable: Ensure your goals are quantifiable, allowing you to track progress and evaluate performance. Example: "Martin will increase the number of followers on the company's Instagram account by 15% within the next six months."
• Achievable: Strike a balance between ambition and realism. Goals should be challenging yet attainable with effort and commitment. Example: "Paula will deliver the first phase of the software development, including core features, in three months."
• Relevant: Align individual objectives with the organization's vision and priorities, ensuring a direct contribution to overall success. Example: "Sal will increase employee engagement survey scores by 10 points by the end of the year, supporting the company's focus on enhancing the workplace culture."
• Time-bound: Set specific deadlines for each goal, providing a sense of urgency and encouraging timely action. Example: "Bjorn will respond to all customer inquiries within one hour during business hours by the end of the quarter."

By integrating these key principles into your goal-setting process, you provide employees with a sense of direction and purpose. When alignment is met at every level, everyone has a better chance to win together.

If you really want to raise your game, download our guide for goal-setting. It covers everything from SMART goal checklists to OKRs, to tips on aligning employee performance objectives to company goals.

2. Conduct performance reviews regularly

Conducting performance reviews with employees is a vital aspect of a comprehensive performance management system. These regular evaluations serve various purposes and offer numerous benefits to both employees and the organization as a whole.

While traditional performance management processes center around the annual performance review, modern approaches, like agile performance management, keep the conversation going all year round. Managers can chat about performance continuously through one-on-one meetings, instead of only having a nerve-racking evaluation once a year. They should also be supplemented with regular self-assessment, peer feedback, and manager assessments to gain a holistic understanding of an employee's performance.

Each employee performance review is an opportunity to provide valuable feedback to employees, offering insights into their strengths and areas for improvement. Constructive feedback is essential during these reviews, as it helps individuals identify growth opportunities and fosters continuous improvement. By keeping employee development in mind throughout the process, managers can provide performance feedback that is useful and purposeful, aimed to encourage skill enhancement and career growth.

Data-driven performance reviews provide more precise and objective insights into where there's an opportunity for improvement. But you don't have to become a data-processor calculator all on your own — Officevibe is here to help.

3. Monitor and evaluate employee performance

To ensure the success of your performance management plan, it is crucial to track employee performance and evaluate it. Regular check-ins and progress tracking help identify trends and areas for improvement, enabling timely adjustments and support. By establishing a culture of ongoing monitoring and assessment, you create an environment where employees feel supported and empowered to excel.

Take Sarah, who recently took on a new project. Through regular check-ins, you notice she is making steady progress but facing challenges with time management. By discussing her experiences openly, you can offer guidance and resources to help her overcome these obstacles, ensuring her success on the project. The result? She now uses a calendar planning tool to help her prioritize (and deprioritize) tasks when needed.

Embracing the power of one-on-one tools that facilitate data collection, goal setting and note-taking can provide valuable insights into individual and team progress and achievements. These capabilities make it easier to identify both areas of excellence and growth and provide accurate, data-driven performance reviews.

4. Build performance improvement plans

You can't address a problem without a well-defined and thought-out solution. With that in mind, addressing underperformance or skill gaps requires performance improvement plans. These structured plans involve setting specific improvement targets and providing the support and resources needed to help struggling employees succeed. This demonstrates your commitment to employee growth and development and creates a safe space where employees are not retributed for making mistakes.

For instance, imagine you have an employee, Alex, who has shown exceptional dedication and enthusiasm for their role, but their time management skills could use improvement. With a performance improvement plan in place, you can work with Alex to set achievable goals and provide resources like time management workshops or coaching sessions. This targeted approach empowers Alex to overcome challenges and thrive in their role.

Discussing poor performance doesn't have to be all bad and can truly bring many positive opportunities. Clear communication and coaching play a pivotal role in the process. By creating an open and supportive space for dialogue, employees feel comfortable discussing their areas of improvement and are more receptive to constructive feedback.

5. Provide employee development and training opportunities

Investing in employee training and skill development is a cornerstone of an effective performance development plan. Training, mentorship, and professional development opportunities enhance employee skills and boost overall performance. By providing these opportunities, you demonstrate your commitment to nurturing talent and fostering a culture of continuous learning.

Consider Chris, an employee who has expressed an interest in a leadership role. By offering mentorship from experienced leaders and providing leadership training programs, you not only enhance Chris' skill set but also prepare them for future career opportunities within the organization.

Discover the benefits of ongoing learning and career development, not only for individual growth but also for the collective success of your organization. When employees see a clear path for their development, they are more engaged and motivated to contribute their best to the organization.

Have you heard of the GROW coaching model? It stands for "Goals, Reality, Options, What’s Next". It's a great framework that will help you ask the right questions at your next performance management meeting.

6. Offer recognition and rewards for performance

Recognition and rewards play a pivotal role in motivating employees and fostering a positive work environment. When employees feel appreciated and valued, they are more likely to be engaged and committed to their work. Explore different types of recognition, including peer-to-peer acknowledgment, public praise, and career advancement opportunities, to create a comprehensive and impactful recognition program.

For instance, consider implementing a peer-to-peer recognition system where team members can celebrate each other's achievements openly. This not only boosts morale but also strengthens the bonds within the team, creating a culture of support and encouragement.

Design a well-thought-out recognition program that celebrates achievements and empowers your team to reach new heights of productivity and success. By aligning recognition with your organization's values and goals, you ensure that recognizing and rewarding employees become integral parts of your performance management plan — and the employee experience altogether.

Recognition on speed dial is one of the inspirations behind our Good Vibes feature. When it's so easy to overlook good performance, or things get so busy we forget to give a kudos, this feature makes a little go a long way for employee morale.

7. Refine your performance management practice

Performance management is a continuous journey that requires constant improvement and refinement. Emphasize the importance of gathering honest feedback from employees and stakeholders to enhance your performance management system iteratively.

In-person feedback can be really powerful, although sometimes anonymous is the way to go. Consider conducting regular pulse surveys to collect employee feedback on the effectiveness of your performance management plan. By listening to your team's insights and suggestions, you can make informed adjustments, foster open communication, and build a culture of continuous improvement.

Create an environment of ongoing feedback, where feedback is valued and leveraged to drive meaningful change and growth. This approach not only benefits individual employees but also contributes to the overall success and development of your organization.

Building a performance roadmap that considers performance management as cycles is time well spent. The easiest way to ensure continuous performance cycles is by automating checkpoints, timely feedback, and goal alignment — don't worry, we've got you covered.

Crafting a performance management plan for epic wins with Officevibe

A top-notch performance management plan is your secret weapon. By setting clear, measurable goals, giving constructive feedback, conducting regular performance reviews, tracking performance metrics, creating improvement plans, nurturing growth, and recognizing achievements, you'll unlock the true potential of your team.

Performance management planning empowers each individual employee to reach their full potential. It not only enables organizations to identify and address underperformance effectively, but also leads to boosted employee engagement, increased motivation, enhanced productivity, and improved team collaboration. High-performing and well-supported workforce in turn drives overall business success.

Embrace the power of performance management with Officevibe and watch your employees thrive like never before.

By nature, humans strive to feel aligned in every aspect of daily life – either intrinsically with our own values and ambitions, or extrinsically with the people we interact with and the groups we belong to. The professional word is no different. Alignment is an essential part of the foundation in any workplace. And when done right, it can be the defining factor in the success of an organization. 

We recently attended the webinar, “Keys to Creating Alignment Throughout Your Organization”, with Aja Smith, Executive Leadership Coach and Community & Partnerships Catalyst at ThinkHuman, to talk about the impacts of alignment (and effects of misalignment!).  

As teams, individuals, and leaders, these key takeaways from our conversation serve to remind us all of the true power of alignment. 

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A recap of our main webinar takeaways

• Defining alignment at work
• The power of achieving alignment together
• The impact of remote work on alignment
• Power dynamics and misalignment
• Sharing a vision to meet in the middle
• How to create achievable goals
• Understanding the human side of alignment

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📺 Didn't catch the live webinar? No stress, you can watch it on demand!

What does alignment mean to you? 

The beauty of alignment is that even if we all define it differently, a unified vision is what brings us all together. From rowing in the same direction or getting your ducks in a row, to everyone pulling together towards a shared purpose and being on the same page for growth — it’s about being all-in together. When everyone on the team is clear about the company's mission and purpose, it acts as a guiding North Star of sorts.  

Here’s how the webinar panelists define alignment: 

“When my personal values, motivations, and aspirations are all in alignment with where I work, who I work with, and how I work.”

- Andrea Kalavsky, Coach, Mentor, and People Consultant at peopleOsophy 

“Good people who are collaborating together and having fun. Who are aligned on values, and goals, and heading in the same direction, and accountable for their role and impact within the organization.”

- Julie Jeannotte, HR Expert and Researcher at Officevibe 

“Everyone having clarity on what you're trying to achieve, whether that's the goal, the metrics, the vision, or mission, but also how you're going to achieve it.”

- Kavita Vora, Chief People Officer at BrainPOP 

Beyond having our own definitions, one of the most important steps to ensuring alignment is for the organization to clearly articulate what it is to them. It has to be demonstrated as a shared set of facts and a vision to move forward in. Alignment begins with a shared reality. 

The power of achieving alignment together 

Strategy, resources, and organizational capability all matter in their own right. But the real magic happens when they’re all aligned. Achieving alignment within your organization can have a powerful impact if everyone is moving in the same direction with a unified mindset. Think of it as the glue to performance excellence and the essence of good management.  

Alignment gives everyone a sense of purpose and serves as super powerful driver of retention, engagement, and performance. This allows employees to see the impact of their individual work, how it helps achieve team goals and business outcomes. 

It's also important to differentiate it from the simple absence of dysfunction or conflict in the workplace. Alignment is what helps employees feel like they’re part of something bigger, more engaged, and motivated to play a vital role in enabling the organization to function as a well-oiled machine.  

When an employee is working hard but doesn’t know whether their work is contributing to the greater purpose, they get the feeling that they’re simply spinning their wheels. This becomes both frustrating and exhausting, which in turn leads to burnout. They’ll either disengage and stay, or disengage and leave. Sometimes it’s of greater benefit to slow down and get realigned rather than race haphazardly towards an unclear goal and burning out as a result. 

The impact of remote work on alignment 

Today’s workplace reality sees more remote and hybrid work models than ever before, so it’s inevitable that this kind of distributed work will have an impact on alignment. While allowing relationships to flourish within teams that regularly work together is still feasible in a remote context, it’s significantly more challenging to maintain connections across different teams.

Finding ways to preserve alignment while working remotely is essential to ensuring engagement, performance, and even retention. This new working reality has put an unprecedented spotlight on how critical alignment truly is in the workplace. It helps employees see the concrete impact of their individual and team work on the success of the organization and its business outcomes.  

Alignment also plays an important role in ensuring employees don't feel a sense of isolation when working remotely. This sense of purpose at their organization helps them feel like they're part of something bigger, and in turn more engaged in their roles. The right tools and meaningful communication help everyone achieve this. 

Power dynamics and misalignment 

When it comes to misalignment, it can simply stem from positionality instead of curiosity. When we think from our own position, push our own agenda, and see a different way of doing things as the wrong way, we can’t possibly achieve alignment. 

Power dynamics can really change the course of things. For example, when leadership is confident and persistent about one direction being the right one, it can be uncomfortable for other people to share the fact that they don't agree or have a different viewpoint. When people say that they agree, but deep down they don't, it can create issues where you realize you never really had alignment to begin with.  

Remember that superficial verbal alignment is not true alignment. While nobody wants to be the one to disrupt or derail the mission by going against the grain, not speaking up can be even more detrimental. We must find ways to translate emotion into language, and to express our sentiments so as not to over-intellectualize a problem.  

The head, the hands, and the heart. 

This leads us to the three archetypes commonly found in an organization: 
 
🧠 The intellectuals who function organically using their heads. 

🧡 The people who function through their hearts and emotions and tend to be more naturally creative. 

✋ The ones who use their hands to throw an idea at the wall and see what sticks.  

While everyone approaches matters differently, recognizing that if we are going to create alignment with our business, we need to speak to all three parts: the head, the hands, and heart. We all also know that ego gets in the way of healthy debate. But we need healthy debate to meet in the middle and achieve alignment. 

Sharing a vision to meet in the middle 

Now that we recognize that building a shared reality is the most effective way to create a mutual understanding and strive towards a goal together, we can think about the best strategies and tools to foster this kind of alignment within the organization. 

With so many different management and personality styles, we must find ways to empower everyone equally. This comes from a combination of teaching clarity and curiosity. Here’s how: 

 1. Set clear expectations 

The first step is to lay out expectations that can be reinforced with clarity and curiosity. One person shares their perspective, then asks for others’ perspectives. When you genuinely listen and ask questions, you’re able to land at a new place together and be clear on the expectations. For there to be true alignment, people must know what they’re aligning on, and then have some reference point they can go back to. 

2. Provide clarity  

It’s not enough for leaders to simply set the expectations without exploring what success looks like for other people. Where do we start? What one action or task can you implement to get the ball rolling together? Sometimes it simply starts with smaller, bite-sized pieces to get clarity from the jump. 

3. Strive for progress over perfection 

Once you get more organized and structured, you can build on the clarity by adding in consistency through rituals. Think one-on-ones between managers and employees, and between peers. Have a point of reference that employees can check in real-time to see their progress. Whether it’s monthly or quarterly, having information available to everyone in the company will help everyone feel that they are aligned and understand how they can contribute towards its goals. 

4. Double-down on listening mechanisms 

Whether it’s forums where people chat and discuss, tools where people share feedback, one-on-ones, coaching sessions, group calls — or whatever else works for you, double down on your listening mechanisms. This can really help identify misalignment before it becomes problematic and even harder to remedy. 

🚀 Go above and beyond with these 5 extra ways to ensure team alignment and improve performance.

Create achievable goals 

It’s clear that to achieve alignment we need to set targets and create goals. But we also need to be extra mindful to avoid setting goals that are unrealistically out of reach and unachievable. Being overly aspirational can inadvertently create moments of misalignment.  

When you've got a goal that you just can't reach, it feels like you're being set up for failure. We have to remember that it’s okay to shoot for the stars and hit the clouds. Be realistic about factoring in today’s reality and the ever-changing work landscape. Instead, mark every single milestone by creating a culture of gratitude and celebration. 

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The human side of alignment 

While alignment is about tools, processes, goals, and business outcomes, we always have to remember that it's also powered by people, relationships, and trust. In the mix of it all, we can’t forget the human side of alignment, and the importance of bringing your whole self to every conversation (no matter how messy, chaotic, or creatively driven you come across!) 

What each individual brings to the table determines the outcome. You cannot expect joy if you haven't created joy within yourself. You cannot expect people to achieve amazing things if you haven't shown them what success looks like. Be demonstrative in what you're doing, even when you’re building goal-setting systems, tools, and processes. 

Rolling it together, rowing it together. 

What it all boils down to is that in order for people to become aligned, they need clear expectations and the right mechanisms to support them. There needs to be accountability and training, clarity and curiosity, and everyone feeling good about rowing in the same boat together.