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What are the most common mistakes to avoid when evaluating team performance in a matrix organization?

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Evaluating team performance in a matrix organization can be challenging, as team members often have multiple reporting lines, roles, and goals. Matrix organizations are designed to foster collaboration, innovation, and efficiency, but they also pose some risks for managers and employees. If you want to avoid the most common mistakes when assessing how your team is doing, here are some tips to follow.

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Karen Dean Yates, SPHR

Strategic Consultant & Advisor | Human Capital Strategy & Change Agent | Manager Coaching & Training | Helping Leaders…

1 Clarify expectations and criteria

One of the biggest sources of confusion and frustration in a matrix organization is the lack of clarity around expectations and criteria for performance evaluation. Team members may receive conflicting feedback, goals, and priorities from different managers or stakeholders. To avoid this, you need to communicate clearly and consistently what you expect from your team, how you will measure their results, and how you will align their objectives with the overall strategy and vision of the organization. You also need to ensure that your criteria are fair, transparent, and consistent across teams and projects.

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Karen Dean Yates, SPHR

Strategic Consultant & Advisor | Human Capital Strategy & Change Agent | Manager Coaching & Training | Helping Leaders Build High Performing Teams that Last!
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Expectations are the starting point for performance management - critical to ensure alignment with strategic goals, the approach for deliverables, timelines and standards for work product, among others. In order to ensure that you have communicated expectations clearly, and clarified the expectations, I recommend revisiting them from time to time with the team as you do other aspects of the project to ensure the expectations are front of mind. Also, importantly, ensure that the team understands why these expectations are important, who is depending on them aside from the manager. Understanding the big picture is important for people to understand the importance of their work in the larger project.

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2 Balance feedback and recognition

Another common mistake in a matrix organization is to focus too much on feedback and not enough on recognition. Feedback is essential for learning, improvement, and accountability, but it can also be demotivating and stressful if it is not balanced with positive reinforcement and appreciation. Recognition is a powerful way to motivate, engage, and retain your team members, especially in a complex and dynamic environment. You need to acknowledge their contributions, celebrate their achievements, and reward their efforts. You also need to tailor your recognition to the preferences and needs of each individual, as some may prefer public praise, while others may value private feedback or tangible rewards.

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3 Involve your team in the process

A third common mistake in a matrix organization is to evaluate team performance without involving your team in the process. This can lead to a lack of trust, ownership, and commitment, as well as resentment and resistance. You need to involve your team in setting goals, defining metrics, collecting data, reviewing results, and identifying areas for improvement. You also need to solicit their feedback, opinions, and suggestions, and listen to their concerns and challenges. By involving your team in the evaluation process, you can increase their engagement, empowerment, and satisfaction, as well as foster a culture of collaboration and learning.

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Karen Dean Yates, SPHR

Strategic Consultant & Advisor | Human Capital Strategy & Change Agent | Manager Coaching & Training | Helping Leaders Build High Performing Teams that Last!
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One way to ensure you are soliciting regular feedback is by having regular check-ins scheduled with the team. Solicit feedback from each person on how things are going not only for them but on their teams, with their peers and the other team leads. This will help you to be an advocate for them, while also being able to quickly address issues as they arise. Another benefit of soliciting feedback: you create an environment where people feel comfortable voicing ideas and speaking up in a group setting, and less inclined to hold back. Many research studies show that this is a strong factor in increased engagement and retention.

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4 Adapt to changing situations and needs

A fourth common mistake in a matrix organization is to stick to a rigid and fixed evaluation system that does not adapt to changing situations and needs. Matrix organizations are constantly evolving, as projects, priorities, resources, and expectations may change over time. You need to be flexible and agile in your evaluation approach, and adjust your goals, criteria, methods, and frequency according to the context and the feedback you receive. You also need to be open to experimentation and innovation, and try new ways of measuring and improving team performance. By adapting to changing situations and needs, you can ensure that your evaluation system is relevant, effective, and responsive.

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5 Collaborate with other managers and stakeholders

A fifth common mistake in a matrix organization is to evaluate team performance in isolation, without collaborating with other managers and stakeholders. Matrix organizations require a high degree of coordination, integration, and alignment across functions, units, and levels. You need to work with other managers and stakeholders who have a role or an interest in your team's performance, and share information, expectations, feedback, and recognition. You also need to resolve any conflicts, discrepancies, or gaps that may arise from different perspectives, priorities, or standards. By collaborating with other managers and stakeholders, you can ensure that your team's performance is aligned with the organization's goals, values, and culture.

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Karen Dean Yates, SPHR

Strategic Consultant & Advisor | Human Capital Strategy & Change Agent | Manager Coaching & Training | Helping Leaders Build High Performing Teams that Last!
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This is especially helpful for those managers who may be less experienced with matrix reporting structures and who can learn from those with more experience, to get an idea of best practices. In more than one instance, I have observed a supervisor/ team lead evaluating someone's performance in a 'silo' without feedback from others teams, and more often than not, that evaluation is not accurate. That results in a failed opportunity to identify for the employee where they have developed strengths as well as areas they can continue to develop. As a result, it can cause setbacks and result in disengagement and turnover.

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6 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?

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What are the most common mistakes to avoid when evaluating team performance in a matrix organization?

1

2

3

4

5

6

1 Clarify expectations and criteria

2 Balance feedback and recognition

3 Involve your team in the process

4 Adapt to changing situations and needs

5 Collaborate with other managers and stakeholders

6 Here’s what else to consider

Team Management

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What are the most common mistakes to avoid when evaluating team performance in a matrix organization?

1

2

3

4

5

6

1 Clarify expectations and criteria

2 Balance feedback and recognition

3 Involve your team in the process

4 Adapt to changing situations and needs

5 Collaborate with other managers and stakeholders

6 Here’s what else to consider

Team Management

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