What's the best way to communicate a performance management plan to your team?

1 Explain the purpose

The first step is to explain the purpose and benefits of the performance management plan to your team. You want to make sure they understand why it is important, how it will help them grow and succeed, and what are the criteria and standards for measuring their performance. You can use examples, stories, or data to illustrate the value and impact of the performance management plan. You can also invite their input and feedback on the plan and address any questions or concerns they may have.

2 Set SMART goals

The next step is to set SMART goals for your team and each individual. SMART stands for Specific, Measurable, Achievable, Relevant, and Time-bound. SMART goals help your team focus on what they need to do, how they will do it, and when they will do it. They also help you track and evaluate their performance and provide feedback accordingly. You can use a template, a tool, or a conversation to help your team set SMART goals that align with the performance management plan.

3 Provide regular feedback

The third step is to provide regular feedback to your team throughout the performance management cycle. Feedback is essential for your team to know how they are doing, what they are doing well, and what they need to improve. Feedback also helps you build trust, motivation, and engagement with your team. You can use different methods and channels to provide feedback, such as face-to-face meetings, emails, surveys, or apps. You can also use the feedback sandwich technique, which consists of starting with a positive comment, followed by a constructive suggestion, and ending with another positive comment.

4 Conduct performance reviews

The fourth step is to conduct performance reviews with your team at the end of the performance management cycle. Performance reviews are formal and comprehensive evaluations of your team's achievements, challenges, and development needs. They are also opportunities for you to recognize, reward, and celebrate your team's successes and discuss their future goals and plans. You can use a form, a rubric, or a rating scale to help you assess your team's performance and provide feedback. You can also use the STAR technique, which stands for Situation, Task, Action, and Result, to help your team describe their accomplishments and areas for improvement.

5 Support continuous learning

The fifth step is to support continuous learning and development for your team. Continuous learning is the process of acquiring new skills, knowledge, and competencies that help your team perform better and adapt to changing needs and expectations. It also helps your team stay motivated, engaged, and satisfied with their work. You can support continuous learning by providing your team with coaching, mentoring, training, or other resources that help them grow and achieve their goals. You can also encourage your team to seek feedback, reflect on their performance, and identify their learning needs and interests.

6 Communicate clearly and respectfully

The sixth and final step is to communicate clearly and respectfully with your team throughout the performance management process. Communication is the key to ensuring that your team understands your expectations, goals, and feedback, and that you understand their perspectives, concerns, and aspirations. Communication also helps you build rapport, trust, and collaboration with your team. You can communicate clearly and respectfully by using simple and specific language, listening actively and empathetically, asking open-ended questions, giving and receiving feedback constructively, and acknowledging and appreciating your team's efforts and contributions.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?