How Do I Create an Effective Weekly Performance Tracker for Our Team Meetings?

Hello,

I'm working as a junior HR in a start-up company which has Media and IT verticals as its services. We have weekly team meetings arranged to discuss the progress and performance of every employee. I am asked to keep a tracker to record all these performances and evaluate every 3 months.

Does anyone have an idea how to keep a weekly tracker? What should I include or exclude in it?

Thanks in advance.

Aishwarya
HR

Dear Aishwarya, you have asked for the parameters to review performance. However, before providing a solution to your query, I would like to ask a fundamental question about the efficacy of this method itself.

Monitoring performance every week

Monitoring performance every week is close supervision. Generally, it is restricted to the factory and that too at the workers' level. However, the weekly performance review is generally not done at the staff level.

Ex-CEO of HCL Technologies once wrote an article titled "Three Differences Between Managers and Leaders." In this article, he wrote the following:

Counting value vs Creating value

You're probably counting value, not adding it, if you're managing people. Only managers count value; some even reduce value by disabling those who add value. If a diamond cutter is asked to report every 15 minutes how many stones he has cut, by distracting him, his boss is subtracting value.

To read the complete article, you may click on the hyperlink.

In your case, please ask yourself whether you would be counting the value, adding it, or subtracting it.

Students join coaching institutes for entrance tests like IIT-JEE, etc. In the coaching institutes, students are given weekly tests. This method works well in the academic world. However, will it be prudent to extend these academic concepts to the corporate world? That remains to be seen!

Thanks,

Dinesh Divekar
[Phone Number Removed For Privacy-Reasons]

Thank you very much for this valuable feedback, sir. I would like to provide an example of the current work situation in case you can help me resolve it better.

Current Work Situation

There are 7 employees currently working with us in different departments, yet functioning as a team interdependent on each other for certain tasks. We have received complaints stating that work is pending and not everyone is aware of each other's responsibilities. To address this issue, we have implemented weekly tracker updates to ensure transparency in work progress.

My Role and Challenges

My current role involves preparing an Excel document, evaluating these weekly trackers, and assessing their performance on a quarterly basis, which I am struggling with. Do you have any suggestions to improve this process?

Dear Aishwarya,

Basic concepts to track employee performance

Step 1: Outline to the employees exactly what is expected of them. Refer to the job description and explain their role in the project at hand. Provide them with their goals and the timeline for goal completion. Set achievable targets within a relatively short time frame.

Step 2: Walk around the department daily to observe your employees' activities. This can provide valuable insight into your team's progress and how they work towards their goals.

Step 3: Instruct employees to provide you with an account via email or face-to-face meeting of their ongoing work and completed tasks. Take notes (or print the email) and store them in a file folder.

Step 4: Meet with all employees at least once per week and ask direct questions about their tasks. Assess their progress and assist with any issues they may encounter. If responses are vague, probe to understand their progress better. Take notes and file them.

Step 5: Spot-check your employees' actual work. While not necessary daily, ensure checks are frequent enough to address any productivity issues promptly.

Step 6: Listen to your employees. Sometimes, understanding how employees are performing involves listening to their colleagues. Learn to interpret underlying messages to identify and address core issues.

Step 7: Take detailed notes on employee observations and store them securely. These notes serve as a record for commendations or, in extreme cases, terminations.

How to create an Excel spreadsheet for weekly performance

1. Employee Name: Add the employee's name.
2. Date and Day: Include morning, afternoon, evening, or specific day details.
3. Performance Item: List objectives and types of work for each day.
4. Success Metrics & Instructions: Specify performance metrics and details for each objective.
5. Weight (%): Assign weight percentages to performance items.
6. Attainment (%): Track completion percentages for each performance item.
7. Details & Explanation: Add any additional performance notes (e.g., Good/Bad/Fantastic).

If you continue to face employee performance issues, consider implementing an employee recognition system to motivate and inspire team members. Provide day-to-day feedback on work performance and behavior. Consider implementing approaches like "Employee of the Month," "Cash Awards," and "Shopping Vouchers" to reward outstanding performance.

Regards,
Amit

Dear Aishwarya, there are three paragraphs in your second post. The second one reads: "There are 7 employees currently with us working in different departments yet as a team interdependent on each other for certain tasks. Now is the situation where we are getting complaints saying work is pending and not everybody has the knowledge of what each one is doing. This is where we brought in weekly tracker updates so that work is transparent."

Solution: Using Network Diagrams and PERT/CPM Techniques

Now, one of the solutions before tracking performance is drawing a network diagram and using PERT and CPM techniques. PERT and CPM are two important tools of project management. In fact, the scope of their usage is far larger, but in India, these are used only in project management. The Network Diagram or Arrow Diagram will bring clarity on who stands where and what the job responsibility is. If there is a delay at one particular activity node, then you may need to change the subsequent activity nodes as well.

Benefits of PERT & CPM Techniques

PERT & CPM techniques are quite interesting and enjoyable too. Nevertheless, it requires one to have an analytical mindset and an above-average interest in Maths or Stats.

Alternative Approach: Weekly Meetings

Instead of monitoring performance every week, you may convene a meeting each week of all the seven persons. However, as said earlier, merely conducting meetings will carry no meaning. The first foundation will have to be laid by drawing arrow diagram(s).

Thanks,
Dinesh Divekar

Addressing Communication Gaps Between Departments

From your question, it seems that there is a communication gap between the departments. My suggestion is to get a weekly report from team leaders. Each team leader must provide a report of their department or team, mentioning the work status of current assignments, which task is allotted to which team member, and a list of pending tasks individually (you can add more points).

Once you receive these reports from the departments, you can call a weekly meeting where your team leaders can have a face-to-face discussion on the key areas and identify the scope of improvement. Also, that weekly report will help you in monitoring individual performance and in analyzing training needs.

Thanks & Regards, Anju

Thanks a lot, Anju, for your reply. I would like to say that we are continuing with this process by holding team meetings and analyzing their trackers. Currently, there are no TLs as we are still in small numbers. But thanks to all for your valuable feedback. It really helped me.