How to create a progression plan for your direct reports.

​As recruiters, we understand the importance of providing clarity and direction to employees within an organisation. A well-structured progress plan not only helps employees understand their current performance but also provides them with a clear path for growth, be it through promotions or increased compensation. We hope to guide managers on how to create an effective progress plan for their direct reports, emphasising regular performance reviews and involving their employees in the process. So whether you’re new to management or you have simply identified the need to motivate and encourage your team to have a forward-thinking, growth-mind-set, keep reading.

To ensure continuous improvement, it is key to arrange regular performance reviews with your direct reports. Aim to review their progress an average of at least twice a year, or quarterly, depending on the level of the employee, so you can maintain a proactive approach to their development. Regular check-ins provide opportunities for feedback, course correction, and goal alignment, as well as keeping their eyes on their targets.

Don’t forget to involve your employee in their growth plan. Empowering employees to actively participate in the evaluation process can enhance their engagement and sense of ownership in their career progression. Before conducting the performance review, encourage your direct reports to self-assess their performance. Provide them with a structured self-assessment questionnaire or ask them to reflect on their accomplishments, challenges, and areas for improvement.

Then, to create a thorough progress plan, combine your perspective as a manager with the insights gathered from the employee's self-assessment. Compare your observations and ratings with their self-evaluation, focusing on common themes and areas of growth. This collaborative approach encourages open dialogue, boosts transparency, and builds trust between managers and employees.

When you do this, ensure that you identify strengths, areas for improvement, and development opportunities based on the evaluation. By acknowledging their accomplishments and, highlighting the areas where they can improve, you are providing constructive feedback rather than simply commenting or criticising. Making time to discuss and understand these points with their career aspirations and preferences, can help identify developmental opportunities that align with their goals. Your employees will be able to respect the critique if they understand that their thoughts and aims are taken into consideration.

​Once you’ve discussed how it’s going, it’s time to set SMART (Specific, Measurable, Achievable, Relevant, Time-bound) goals as the foundation of an effective progress plan. Together with your direct reports you can set specific, actionable, and realistic goals, also ensuring they align with your team and organisation's objectives. Break down each goal into smaller milestones to provide a clear roadmap for achievement and show them how their achievements support the bigger picture for success as a team.

A well-rounded progress plan includes opportunities for learning and development. These points should address how you or the organisation can support your team members to actively work towards those goals. Consider appropriate training programmes, workshops, or courses that can help your direct reports acquire new skills or enhance existing ones. Encourage them to attend conferences, join professional networks, or take on projects to broaden their expertise.

Remember that a progress plan is a dynamic document that needs periodic review and adjustments. Schedule regular check-ins to monitor progress, provide feedback, and discuss any emerging challenges or changes in goals. Encourage an ongoing dialogue to ensure that the plan remains relevant and adaptable to changing circumstances, and that your employees feel reasonably challenged to improve their skills and build on their experience.

Creating a progress plan for your direct reports is a critical responsibility for managers. By conducting regular performance reviews, involving employees in the evaluation process, and collaboratively developing a progress plan, you provide a clear path for their growth and development. By focusing on strengths, areas for improvement, and learning opportunities, you empower your team to achieve their career goals and contribute meaningfully to the organisation's success.