Unlock the secrets to effective team performance management with insights from top industry leaders. Discover the strategies favored by a CEO and an executive coach to set clear expectations and provide impactful coaching. With 10 game-changing insights, this article begins with adopting continuous performance discussions and concludes with the importance of one-on-one coaching. Enhance your team's productivity and engagement with these expert techniques.
- Adopt Continuous Performance Discussions
- Ensure Clarity and Constructive Feedback
- Document Key Priorities and Timelines
- Lead by Consistent Example
- Focus on Team Empowerment
- Implement a Structured Performance-Management System
- Understand Each Person's Unique Motivations
- Discuss Work's Purpose Collaboratively
- Keep Goals Measurable for Accountability
- Coach on a One-on-One Level
Adopt Continuous Performance Discussions
Turning to continuous-performance discussions, evaluating progress and challenges on a regular, rather than annual, basis is having a positive impact on performance. In some cases, a hybrid is being adopted with regular, less formal check-ins throughout the year, capped off with a formal appraisal at the end of the period.
Allowing employees to engage regularly encourages a much fuller performance picture. 360-degree feedback is encouraged, allowing employees to receive input from not only their managers, but also their peers and subordinates. This gives a true picture of their impact. Performance can be evaluated continuously and personal development prioritized. This benefits both the business and the employees.
We understand how much feeling valued and recognized matters and how showing our appreciation for work keeps people motivated to achieve more. We use a recognition scheme to ensure that people are rewarded for going above and beyond, and we make sure that attaining milestones is celebrated by the whole team. Doing this reinforces that everyone is an essential part of the organization and valued by the company.
Wendy Makinson, HR Manager, Joloda Hydraroll
Ensure Clarity and Constructive Feedback
First, when it comes to setting expectations, clarity is key. I ensure everyone on my team knows the goals, how their role contributes to those goals, and the timelines we're working with. This eliminates confusion and helps everyone stay aligned.
Once the expectations are set, follow-up is crucial. I don't just hand off a task and disappear. I check in regularly, not micromanaging but offering support and addressing challenges my team may face. These touchpoints help keep the momentum going and show that I'm invested in their success.
With coaching, I like to approach it with a growth mindset. If something isn't working or a team member struggles, I don't just focus on the mistake. I focus on what we can learn from it and how we can improve. Offering constructive feedback while also recognizing what's going well goes a long way in boosting morale and performance.
It's really about creating a supportive environment where my team feels empowered to do their best work.
Daisy Cabral, Visionary Founder and CEO, Teami Blends
Document Key Priorities and Timelines
As CEO of NoticeNinja, I set clear expectations by documenting key priorities and timelines for my team. For example, when launching a new product feature, I outline key milestones and share the vision so everyone understands the goal.
I schedule regular one-on-ones to provide feedback and make sure we're on track. If someone is struggling, I develop a performance plan to strengthen their skills. One employee had trouble optimizing pages for search ranking, so I mentored them for weeks. By the next quarter, they exceeded targets.
While follow-up is key, adjustments are often needed. My team knows I fully support them in overcoming challenges. This culture of growth has fueled our success. For example, when a client's feedback showed our content lacked a consistent voice, we revisited their brand guidelines and made revisions. The client was highly satisfied with the results.
To boost team performance, we establish measurable KPIs and review progress regularly. If needed, I provide additional resources or adjust workloads to keep projects on schedule. Strong communication and a solutions-oriented mindset have been instrumental to our growth.
Amanda Reineke, CEO & Co-Founder, NoticeNinja
Lead by Consistent Example
When it comes to setting expectations, I focus on clarity and consistency. I start by giving my team a clear framework for what success looks like on each project or case. I make it a priority to follow up regularly, either through structured team meetings or casual check-ins, ensuring we stay on track.
For coaching, I believe in leading by example—whether it's demonstrating how to manage client relationships or offering insight on complex legal strategies. I take an active role in showing my team the best practices. This method has led to a highly engaged team that consistently performs at a high level.
Ross Albers, Founder & CEO, Albers & Associates
Focus on Team Empowerment
When creating clear expectations, I believe it is critical to include the team in the process. I once led a project with ambiguous objectives. Instead of assigning duties, I assembled the team, and we collaborated to determine our goals. This not only established expectations but also encouraged ownership. Everyone understood their position and how it fit into the greater picture, which dramatically increased motivation.
In terms of follow-up, I prefer regular check-ins to micromanaging. In a previous project, I organized quick, weekly meetings where team members discussed developments and difficulties. This strategy allowed us to address difficulties quickly and celebrate tiny victories, keeping momentum without overwhelming anyone with continual supervision.
Coaching focuses on empowerment rather than instruction. I remember tutoring a co-worker who was struggling with a new responsibility. Instead of providing direct answers, I offered guiding questions that drove them to find the answers themselves.
Silvia Angeloro, Executive Coach, Resume Mentor
Implement a Structured Performance-Management System
Implement a structured performance-management system that combines regular check-ins with data-driven feedback. Here’s how we do it: First, we use the OKR (Objectives and Key Results) framework to set clear, measurable goals for each team member. These are aligned with our overall company objectives, ensuring everyone understands how their work contributes to the bigger picture. We review and set these quarterly, which keeps us agile and responsive to market changes.
For follow-up, we’ve implemented a system of weekly one-on-one meetings between managers and team members. These aren’t just status updates, but opportunities to discuss progress, challenges, and provide real-time feedback. We use a digital tool to track these conversations and action items, ensuring accountability.
Our coaching approach is data-driven. We use performance metrics specific to each role (like sales numbers for our sales team or response times for our customer-service team) to identify areas for improvement. Managers are trained to use this data to have constructive conversations and develop personalized improvement plans.
One unique element we’ve introduced is peer coaching. We pair high performers with those who need improvement in specific areas. This not only helps boost performance but also fosters a culture of collaboration and knowledge sharing. The results? Since implementing this system, we’ve seen a 25% increase in overall team productivity and a 30% improvement in employee satisfaction scores.
For me, boosting team performance isn’t just about setting targets—it’s about creating a culture of continuous improvement and support. The key takeaway is that by combining clear expectations, consistent follow-up, and personalized coaching, you can create an environment where team members are motivated to perform at their best. Having this approach has not only improved our business metrics but also strengthened our team cohesion and employee retention.
Tomasz Borys, Senior VP of Marketing & Sales, Deep Sentinel
Understand Each Person's Unique Motivations
In my experience, the key to setting clear expectations and coaching for high performance is rooted in a simple but often overlooked practice—understanding each person's unique motivations. Years ago, when I was leading a team on a wearable-tech project, we didn't have a traditional hierarchy, and everyone worked voluntarily. Instead of dictating tasks, I asked each team member what excited them about the project. Some were driven by innovation, others by the potential to disrupt the market, and a few were motivated by personal growth.
By aligning their tasks with what naturally fueled their passion, I didn't just set expectations—I gave them ownership. That's when performance shot up. We met consistently for progress check-ins, where instead of just tracking goals, I focused on their evolving personal objectives and how they tied into the team's success. This approach allowed us to adapt and pivot efficiently without sacrificing motivation.
Through this process, I realized coaching isn't about telling people what to do—it's about creating a space where their intrinsic motivation drives them toward the team's larger vision. You don't have to push people when their goals align with their passion and purpose. That's where the magic happens.
Chris Pinadella, Medical Device Territory Manager, Biofrontera
Discuss Work's Purpose Collaboratively
To set clear expectations, I make sure that every team member understands exactly what success looks like for a task or project. This isn't just about outlining deadlines or metrics, but discussing the work's purpose. I've found that when people understand how their role contributes to the bigger picture, they tend to take more ownership and feel more motivated. So, I try to keep the conversation collaborative—not top-down—so that everyone feels they can contribute to how we approach things.
Regarding follow-up, I prefer real-time adjustments rather than waiting for formal evaluations. I do regular touchpoints with the team, but instead of asking the typical "How's it going?" I get into the specifics. What roadblocks are they facing? How are they managing their time? The follow-up is intended to keep them in touch while also assisting them in finding practical solutions before things spiral. This helps to keep momentum going and prevents surprises down the road.
Coaching is a bit different. I believe the most effective coaching is less about constant correction and more about development. When someone makes a mistake, I ask questions instead of immediately jumping in with the fix to guide them to their own solutions. This encourages growth and builds confidence. I make it clear that mistakes are part of the process, but how they handle them matters more. People don't want to be micromanaged, so balancing guidance and giving them space to figure things out is important.
Spencer Romenco, Chief Growth Strategist, Growth Spurt
Keep Goals Measurable for Accountability
As an education entrepreneur, I know setting clear targets is critical for success. With my students, we define specific score goals and timelines to boost their confidence and motivation. For my team, quarterly objectives drive performance and results.
For one student, we aimed to improve his SAT score by 200 points in three months. Weekly lessons and practice tests kept him on track. When he plateaued at 50 points, we reworked his study plan. He ended up surpassing his target by 120 points.
With my team, measurable key performance indicators form the basis for bonuses and growth. If someone lags in an area like student retention or test-score growth, I provide coaching and resources to help them improve. One advisor struggled to engage students in online sessions. We role-played different scenarios and teaching techniques. His next evaluations showed major progress, leading to a promotion.
Feedback, support, and accountability achieve outcomes. My team knows I invest in their success. If results slip, we make data-driven changes to get back on track. This culture of continuous improvement has fueled our expansion into three new locations this year.
Joyce Choe, Director, Kent Prep
Coach on a One-on-One Level
Even when your main focus is on the performance of an entire team, it's my experience that coaching is best done on the one-on-one level. Each member of the team is still an individual, after all, and will have their own strengths, weaknesses, and ways that they learn and process new information best.
It's also been my experience that employees are more likely to fully understand and meet their expectations when they're provided on this kind of individual level. People are more likely to ask questions about things they don't understand in a one-on-one context, for one thing. You can also personalize each employee's expectations and focus in on their specific areas where they can most benefit from improvement or coaching.
For organizations that want to improve team member coaching, my first advice would be to establish a system of regular one-on-ones between employees and managers if you don't have this in place already. This shouldn't be limited to the typical end-of-year review. I find it's best to have these meetings monthly if you can manage it, and no less frequently than once a quarter.
Train managers to take detailed notes during these sessions and end each of these coaching sessions with action items and specific tasks the employee should work on before the next meeting. Then, you can start the next session by following up on these action items that were set, helping to make sure that things don't fall through the cracks.
Archie Payne, Co-Founder & President, CalTek Staffing
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