Besides the small introduction, subscribers and consulting clients within this management domain have access to:
Use this storyboard to lay the foundation of people and resources management practices in your small enterprise IT department.
Use these concise exercises to analyze your department’s talent current and future needs and create a skill sourcing strategy to fill the gaps.
Work through an activity to discover key knowledge held by an employee and create a plan to transfer that knowledge to a successor.
Assess employees’ development needs and draft a development plan that fits with key organizational priorities.
Workshops offer an easy way to accelerate your project. If you are unable to do the project yourself, and a Guided Implementation isn't enough, we offer low-cost delivery of our project workshops. We take you through every phase of your project and ensure that you have a roadmap in place to complete your project successfully.
Set project direction and analyze workforce needs.
Planful needs analysis ensures future workforce supports organizational goals.
1.1 Set workforce planning goals and success metrics.
1.2 Identify key roles and competency gaps.
1.3 Conduct a risk analysis to identify future needs.
1.4 Determine readiness of internal successors.
Work with the leadership team to:
Extract key business priorities.
Set your goals.
Assess workforce needs.
Conduct a skill sourcing analysis, and determine competencies to develop internally.
A careful analysis ensures skills are being sourced in the most efficient way, and internal development is highly aligned with organizational objectives.
2.1 Determine your skill sourcing route.
2.2 Determine priority competencies for development.
Create a workforce plan.
2.Determine guidelines for employee development.
Discover knowledge to be transferred, and build a transfer plan.
Ensure key knowledge is not lost in the event of a departure.
3.1 Discover knowledge to be transferred.
3.2 Identify the optimal knowledge transfer methods.
3.3 Create a knowledge transfer plan.
Discover tacit and explicit knowledge.
Create a knowledge transfer roadmap.
Create a development plan for all staff.
A well-structured development plan helps engage and retain employees while driving organizational objectives.
4.1 Identify target competencies & draft development goals
4.2 Select development activities and schedule check-ins.
4.3 Build manager coaching skills.
Assess employees.
Prioritize development objectives.
Plan development activities.
Build management skills.
Research Navigation
Managing the people in your department is essential, whether you have three employees or 300. Depending on your available time, resources, and current workforce management maturity, you may choose to focus on the overall essentials, or dive deep into particular areas of talent management. Use the questions below to help guide you to the right Info-Tech resources that best align with your current needs.
Question | If you answered "no" | If you answered "yes" |
---|---|---|
Does your IT department have fewer than 15 employees, and is your organization's revenue less than $25 million (USD)? |
Review Info-Tech's archive of research for mid-sized and large enterprise clients. |
Follow the guidance in this blueprint. |
Does your organization require a more rigorous and customizable approach to workforce management? |
Follow the guidance in this blueprint. |
Review Info-Tech's archive of research for mid-sized and large enterprise clients. |
It can be tempting to think of workforce planning as a bureaucratic exercise reserved for the largest and most formal of organizations. But workforce planning is never more important than in small enterprises, where every individual accounts for a significant portion of your overall productivity.
Without workforce planning, organizations find themselves in reactive mode, hiring new staff as the need arises. They often pay a premium for having to fill a position quickly or suffer productivity losses when a critical role goes unexpectedly vacant.
A workforce plan helps you anticipate these challenges, come up with solutions to mitigate them, and allocate resources for the most impact, which means a greater return on your workforce investment in the long run.
This blueprint will help you accomplish this quickly and efficiently. It will also provide you with the essential development and knowledge transfer tools to put your plan into action.
Jane Kouptsova
Senior Research Analyst, CIO Advisory
Info-Tech Research Group
52% of small business owners agree that labor quality is their most important problem.1
Almost half of all small businesses face difficulty due to staff turnover.
76% of executives expect the talent market to get even more challenging.2
76% of executives expect workforce planning to become a top strategic priority for their organization.2
But…
30% of small businesses do not have a formal HR function.3
Small business leaders are often left at a disadvantage for hiring and retaining the best talent, and they face even more difficulty due to a lack of support from HR.
Small enterprises must solve the strategic workforce planning problem, but they cannot invest the same time or resources that large enterprises have at their disposal.
A modular, lightweight approach to workforce planning and talent management, tailored to small enterprises
Clear activities that guide your team to decisive action
Founded on your IT strategy, ensuring you have not just good people, but the right people
Concise yet comprehensive, covering the entire workforce lifecycle from competency planning to development to succession planning and reskilling
Every resource counts. When one hire represents 10% of your workforce, it is essential to get it right.
1CNBC & SurveyMonkey. 2ADP. 3Clutch.
Strategic workforce planning (SWP) is a systematic process designed to identify and address gaps in today's workforce, including pinpointing the human capital needs of the future.
Linking workforce planning with strategic planning ensures that you have the right people in the right positions, in the right places, at the right time, with the knowledge, skills, and attributes to deliver on strategic business goals.
SWP helps you understand the makeup of your current workforce and how well prepared it is or isn't (as the case may be) to meet future IT requirements. By identifying capability gaps early, CIOs can prepare to train or develop current staff and minimize the need for severance payouts and hiring costs, while providing clear career paths to retain high performers.
52% |
of small business owners agree that labor quality is their most important problem.1 |
---|---|
30% |
30% of small businesses have no formal HR function.2 |
76% |
of senior leaders expect workforce planning to become the top strategic challenge for their organization.3 |
1CNBC & SurveyMonkey. 2Clutch. 3ADP.
You know that staffing mistakes can cost your department dearly. But did you know the costs are greater for small enterprises?
The price of losing an individual goes beyond the cost of hiring a replacement, which can range from 0.5 to 2 times that employee's salary (Gallup, 2019). Additional costs include loss of productivity, business knowledge, and team morale.
This is a major challenge for large organizations, but the threat is even greater for small enterprises, where a single individual accounts for a large proportion of IT's productivity. Losing one of a team of 10 means 10% of your total output. If that individual was solely responsible for a critical function, your department now faces a significant gap in its capabilities. And the effect on morale is much greater when everyone is on the same close-knit team.
And the threat continues when the staffing error causes you not to lose a valuable employee, but to hire the wrong one instead. When a single individual makes up a large percentage of your workforce, as happens on small teams, the effects of talent management errors are magnified.
One bad hire on a team of 100 is a problem. One bad hire on a team of 10 is a disaster.
People and Resource management is essential for any organization. But depending on your needs, you may want to start at different stages of the process. Use this slide as a quick reference for how the activities in this blueprint fit together, how they relate to other workforce management resources, and the best starting point for you.
Your IT strategy is an essential input to your workforce plan. It defines your destination, while your workforce is the vessel that carries you there. Ensure you have at least an informal strategy for your department before making major workforce changes, or review Info-Tech's guidance on IT strategy.
This blueprint covers the parts of workforce management that occur to some extent in every organization:
You may additionally want to seek guidance on contract and vendor management, if you outsource some part of your workload outside your core IT staff.
Consider these example metrics for tracking people and resource management success
Project Outcome | Metric | Baseline | Target |
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Reduced training costs | Average cost of training (including facilitation, materials, facilities, equipment, etc.) per IT employee | ||
Reduced number of overtime hours worked | Average hours billed at overtime rate per IT employee | ||
Reduced length of hiring period | Average number of days between job ad posting and new hire start date | ||
Reduced number of project cancellations due to lack of capacity | Total of number of projects cancelled per year | ||
Increased number of projects completed per year (project throughput) | Total number of project completions per year | ||
Greater net recruitment rate | Number of new recruits/Number of terminations and departures | ||
Reduced turnover and replacement costs | Total costs associated with replacing an employee, including position coverage cost, training costs, and productivity loss | ||
Reduced voluntary turnover rate | Number of voluntary departures/Total number of employees | ||
Reduced productivity loss following a departure or termination | Team or role performance metrics (varies by role) vs. one year ago |
“Our team has already made this critical project a priority, and we have the time and capability, but some guidance along the way would be helpful.”
“Our team knows that we need to fix a process, but we need assistance to determine where to focus. Some check-ins along the way would help keep us on track.”
“We need to hit the ground running and get this project kicked off immediately. Our team has the ability to take this over once we get a framework and strategy in place.”
“Our team does not have the time or the knowledge to take this project on. We need assistance through the entirety of this project.”
Phase 1 | Phase 2 | Phase 3 | ||
---|---|---|---|---|
Call #1: Scope requirements, objectives, and your specific challenges. |
Call #2: Assess current workforce needs. |
Call #4: Determine skill sourcing route. |
Call #6: Identify knowledge to be transferred. |
Call #8: Draft development goals and select activities. |
Call #3: Explore internal successor readiness. |
Call #5:Set priority development competencies. |
Call #7: Create a knowledge transfer plan. |
Call #9: Build managers' coaching & feedback skills. |
A Guided Implementation (GI) is a series of calls with an Info-Tech analyst to help implement our best practices in your organization.
A typical GI is between 4 to 6 calls over the course of 3 to 4 months.
Contact your account representative for more information.
workshops@infotech.com 1-888-670-8889
Day 1 |
Day 2 |
Day 3 |
Day 4 |
Day 5 |
|
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1.Lay Your Foundations | 2. Create Your Workforce Plan | 3. Plan Knowledge Transfer | 3. Plan Employee Development | Next Steps and Wrap-Up (offsite) | |
Activities |
1.1 Set workforce planning goals and success metrics 1.2 Identify key roles and competency gaps 1.3 Conduct a risk analysis to identify future needs 1.4 Determine readiness of internal successors |
1.5 Determine your skill sourcing route 1.6 Determine priority competencies for development |
3.1 Discover knowledge to be transferred 3.2 Identify the optimal knowledge transfer methods 3.3 Create a knowledge transfer plan |
4.1 Identify target competencies & draft development goals 4.2 Select development activities and schedule check-ins 4.3 Build manager coaching skills |
|
Outcomes |
Work with the leadership team to:
|
Work with the leadership team to:
|
Work with staff and managers to:
|
Work with staff and managers to:
|
Info-Tech analysts complete:
|
Contact your account representative for more information.
workshops@infotech.com 1-888-670-8889
Each onsite day is structured with group working sessions from 9-11 a.m. and 1:30-3:30 p.m. and includes Open Analyst Timeslots, where our facilitators are available to expand on scheduled activities, capture and compile workshop results, or review additional components from our comprehensive approach.
Workforce Planning |
Knowledge Transfer |
Development Planning |
---|---|---|
Identify needs, goals, metrics, and skill gaps. Select a skill sourcing strategy. |
Discover critical knowledge. Select knowledge transfer methods. |
Identify priority competencies. Assess employees. Draft development goals. Provide coaching & feedback. |
The Small Enterprise Guide to People and Resource Management
Strategic workforce planning (SWP) is a systematic process designed to identify and address gaps in your workforce today and plan for the human capital needs of the future.
Your workforce plan is an extension of your IT strategy, ensuring that you have the right people in the right positions, in the right places, at the right time, with the knowledge, skills, and attributes to deliver on strategic business goals.
SWP helps you understand the makeup of your current workforce and how well prepared it is or isn't (as the case may be) to meet future IT requirements. By identifying capability gaps early, CIOs can prepare to train or develop current staff and minimize the need for severance payouts and hiring costs, while providing clear career paths to retain high performers.
The smaller the business, the more impact each individual's performance has on the overall success of the organization. When a given role is occupied by a single individual, the organization's performance in that function is determined wholly by one employee. Creating a workforce plan for a small team may seem excessive, but it ensures your organization is not unexpectedly hit with a critical competency gap.
Small organizations are 2.2 times more likely to have effective workforce planning processes.1 Be mindful of the opportunities and risks for organizations of your size as you execute the project. How you build your workforce plan will not change drastically based on the size of your organization; however, the scope of your initiative, the size of your team, and the tactics you employ may vary.
Small Organization |
Medium Organization |
Large Organization |
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Project Opportunities |
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Project Risks |
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1 McLean & Company Trends Report 2014
Input |
Output |
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Materials |
Participants |
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Record this information in the Workforce Planning Workbook for Small Enterprises.
Download the Workforce Planning Workbook for Small Enterprises
Input | Output |
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Materials | Participants |
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A risk analysis takes into account two factors: an employee's risk for departure and the impact of departure:
If you are not sure where an employee stands with respect to leaving the organization, consider having a development conversation with them. In the meantime, consider them at medium risk for departure.
Preparation: Your estimation of whether key employees are at risk of leaving the organization will depend on what you know of them objectively (skills, age), as well as what you learn from development conversations. Ensure you collect all relevant information prior to conducting this activity. You may need to speak with employees' direct managers beforehand or include them in the discussion.
Record this information in the Workforce Planning Workbook for Small Enterprises.
Don't be afraid to rank most or all your staff as "high impact of departure." In a small enterprise, every player counts, and you must plan accordingly.
Input | Output |
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Materials | Participants |
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The characteristics of need steer hiring managers to a preferred choice, while the marketplace analysis will tell you the feasibility of each option.
Sourcing Options |
Preferred Options |
Final Choice |
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State of the Marketplace |
State of the Marketplace |
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Urgency: How soon do we need this skill? What is the required time-to-value? Criticality: How critical, i.e. core to business goals, are the services or systems that this skill will support? Novelty: Is this skill brand new to our workforce? Availability: How often, and at what hours, will the skill be needed? Durability: For how long will this skill be needed? Just once, or indefinitely for regular operations? |
Scarcity: How popular or desirable is this skill? Do we have a large enough talent pool to draw from? What competition are we facing for top talent? Cost: How much will it cost to hire vs. contract vs. outsource vs. train this skill? Preparedness: Do we have internal resources available to cultivate this skill in house? |
Record this information in the Workforce Planning Workbook for Small Enterprises.
Consider developing a pool of successors instead of pinning your hopes on just one person. A single pool of successors can be developed for either one key role that has specialized requirements or even multiple key roles that have generic requirements.
Input | Output |
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Materials | Participants |
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A readiness assessment helps to define not just development needs, but also any risks around the organization's ability to fill a key role.
Input | Output |
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Materials | Participants |
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Alternative work arrangements not only support employees who want to keep working, but more importantly, they allow the business to retain employees that are needed in key roles who are departure risks due to retirement.
Viewing retirement as a gradual process can help you slow down skill loss in your organization and ensure you have sufficient time to train successors. Retiring workers are becoming increasingly open to alternative work arrangements. Among employed workers aged 50-75, more than half planned to continue working part-time after retirement.
Source: Statistics Canada.
Source: McLean & Company, N=44
Alternative Work Arrangement | Description | Ideal Use | Caveats |
---|---|---|---|
Flexible work options | Employees work the same number of hours but have flexibility in when and where they work (e.g. from home, evenings). | Employees who work fairly independently with no or few direct reports. | Employee may become isolated or disconnected, impeding knowledge transfer methods that require interaction or one-on-one time. |
Contract-based work | Working for a defined period of time on a specific project on a non-salaried or non-wage basis. | Project-oriented work that requires specialized knowledge or skills. | Available work may be sporadic or specific projects more intensive than the employee wants. Knowledge transfer must be built into the contractual arrangement. |
Part-time roles | Half days or a certain number of days per week; indefinite with no end date in mind. | Employees whose roles can be readily narrowed and upon whom people and critical processes are not dependent. | It may be difficult to break a traditionally full-time job down into a part-time role given the size and nature of associated tasks. |
Graduated retirement | Retiring employee has a set retirement date, gradually reducing hours worked per week over time. | Roles where a successor has been identified and is available to work alongside the incumbent in an overlapping capacity while he or she learns. | The role may only require a single FTE, and the organization may not be able to afford the amount of redundancy inherent in this arrangement. |
Alternative Work Arrangement | Description | Ideal Use | Caveats |
---|---|---|---|
Part-year jobs or job sharing | Working part of the year and having the rest of the year off, unpaid. | Project-oriented work where ongoing external relationships do not need to be maintained. | The employee is unavailable for knowledge transfer activities for a large portion of the year. Another risk is that the employee may opt not to return at the end of the extended time off with little notice. |
Increased paid time off | Additional vacation days upon reaching a certain age. | Best used as recognition or reward for long-term service. This may be a particularly useful retention incentive in organizations that do not offer pension plans. | The company may not be able to financially afford to pay for such extensive time off. If the role incumbent is the only one in the role, this may mean crucial work is not being done. |
Altered roles | Concentration of a job description on fewer tasks that allows the employee to focus on his or her specific expertise. | Roles where a successor has been identified and is available to work alongside the incumbent, with the incumbent's new role highly focused on mentoring. | The role may only require a single FTE, and the organization may not be able to afford the amount of redundancy inherent in this arrangement. |
Workforce Planning | Knowledge Transfer | Development Planning |
---|---|---|
Identify needs, goals, metrics, and skill gaps. Select a skill sourcing strategy. | Discover critical knowledge. Select knowledge transfer methods. | Identify priority competencies. Assess employees. Draft development goals. Provide coaching & feedback. |
The Small Enterprise Guide to People and Resource Management
Define what knowledge needs to be transferred |
Each knowledge source has unique information which needs to be transferred. Chances are you don't know what you don't know. The first step is therefore to interview knowledge sources to find out. |
---|---|
Identify the knowledge receiver |
Depending on who the information is going to, the knowledge transfer tactic you employ will differ. Before deciding on the knowledge receiver and tactic, consider three key factors:
|
Identify which knowledge transfer tactics you will use for each knowledge asset |
Not all tactics are good in every situation. Always keep the "knowledge type" (information, process, skills, and expertise), knowledge sources' engagement level, and the knowledge receiver in mind as you select tactics. |
There are two basic types of knowledge: "explicit" and "tacit." Ensure you capture both to get a well-rounded overview of the role.
Explicit | Tacit | ||
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Types of explicit knowledge |
Types of tacit knowledge |
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Information | Process | Skills | Expertise |
Specialized technical knowledge. Unique design capabilities/methods/models. Legacy systems, details, passwords. Special formulas/algorithms/ techniques/contacts. |
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e.g. Knowing the lyrics to a song, building a bike, knowing the alphabet, watching a YouTube video on karate. |
e.g. Playing the piano, riding a bike, reading or speaking a language, earning a black belt in karate. |
Multiple methods should be used to transfer as much of a person's knowledge as possible, and mentoring should always be one of them. Select your method according to the following criteria:
The more integrated knowledge transfer is in day-to-day activities, the more likely it is to be successful, and the lower the time cost. This is because real learning is happening at the same time real work is being accomplished.
Ensure you consult the employees, and their direct manager, on the way they are best prepared to teach and learn. Some examples of preferences include:
Consider costs beyond the monetary. Some methods require an investment in time (e.g. mentoring), while others require an investment in technology (e.g. knowledge bases).
The good news is that many supporting technologies may already exist in your organization or can be acquired for free.
Methods that cost time may be difficult to get underway since employees may feel they don't have the time or must change the way they work.
Record your plan in the IT Knowledge Transfer Plan Template.
Download the IT Knowledge Identification Interview Guide Template
Download the Knowledge Transfer Plan Template
Wherever possible, ask employees about their personal learning styles. It's likely that a collaborative compromise will have to be struck for knowledge transfer to work well.
Input | Output |
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Materials | Participants |
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Knowledge Type | ||||
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Tactic | Explicit | Tacit | ||
Information | Process | Skills | Expertise | |
Interviews | Very Strong | Strong | Strong | Strong |
Process Mapping | Medium | Very Strong | Very Weak | Very Weak |
Use Cases | Medium | Very Strong | Very Weak | Very Weak |
Job Shadow | Very Weak | Medium | Very Strong | Very Strong |
Peer Assist | Strong | Medium | Very Strong | Very Strong |
Action Review | Medium | Medium | Strong | Strong |
Mentoring | Weak | Weak | Strong | Very Strong |
Transition Workshop | Strong | Strong | Strong | Weak |
Storytelling | Weak | Weak | Strong | Very Strong |
Job Share | Weak | Weak | Very Strong | Very Strong |
Communities of Practice | Strong | Weak | Very Strong | Very Strong |
This table shows the relative strengths and weaknesses of each knowledge transfer tactic compared against four different knowledge types.
Not all techniques are effective for all types of knowledge; it is important to use a healthy mixture of techniques to optimize effectiveness.
Level of Engagement | ||
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Tactic | Disengaged/ Indifferent | Almost Engaged - Engaged |
Interviews | Yes | Yes |
Process Mapping | Yes | Yes |
Use Cases | Yes | Yes |
Job Shadow | No | Yes |
Peer Assist | Yes | Yes |
Action Review | Yes | Yes |
Mentoring | No | Yes |
Transition Workshop | Yes | Yes |
Storytelling | No | Yes |
Job Share | Maybe | Yes |
Communities of Practice | Maybe | Yes |
When considering which tactics to employ, it's important to consider the knowledge holder's level of engagement. Employees who you would identify as being disengaged may not make good candidates for job shadowing, mentoring, or other tactics where they are required to do additional work or are asked to influence others.
Knowledge transfer can be controversial for all employees as it can cause feelings of job insecurity. It's essential that motivations for knowledge transfer are communicated effectively.
Pay particular attention to your communication style with disengaged and indifferent employees, communicate frequently, and tie communication back to what's in it for them.
Putting disengaged employees in a position where they are mentoring others can be a risk, as their negativity could influence others not to participate, or it could negate the work you're doing to create a positive knowledge sharing culture.
Effort by Stakeholder |
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Tactic |
Business Analyst |
IT Manager |
Knowledge Holder |
Knowledge Receiver |
Interviews These tactics require the least amount of effort, especially for organizations that are already using these tactics for a traditional requirements gathering process. |
Medium |
N/A |
Low |
Low |
Process Mapping |
Medium |
N/A |
Low |
Low |
Use Cases |
Medium |
N/A |
Low |
Low |
Job Shadow |
Medium |
Medium |
Medium |
Medium |
Peer Assist |
Medium |
Medium |
Medium |
Medium |
Action Review These tactics generally require more involvement from IT management and the BA in tandem for preparation. They will also require ongoing effort for all stakeholders. It's important to gain stakeholder buy-in as it is key for success. |
Low |
Medium |
Medium |
Low |
Mentoring |
Medium |
High |
High |
Medium |
Transition Workshop |
Medium |
Low |
Medium |
Low |
Storytelling |
Medium |
Medium |
Low |
Low |
Job Share |
Medium |
High |
Medium |
Medium |
Communities of Practice |
High |
Medium |
Medium |
Medium |
Workforce Planning | Knowledge Transfer | Development Planning |
---|---|---|
Identify needs, goals, metrics, and skill gaps. Select a skill sourcing strategy. | Discover critical knowledge. Select knowledge transfer methods. | Identify priority competencies. Assess employees. Draft development goals. Provide coaching & feedback. |
The Small Enterprise Guide to People and Resource Management
Your performance management framework is rooted in organizational goals and defines what it means to do any given role well.
Your organization's priority competencies are the knowledge, skills and attributes that enable an employee to do the job well.
Each individual's development goals are then aimed at building these priority competencies.
Mission Statement |
To be the world's leading manufacturer and distributor of widgets. |
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Business Goal |
To increase annual revenue by 10%. |
IT Department Objective |
To ensure reliable communications infrastructure and efficient support for our sales and development teams. |
Individual Role Objective |
To decrease time to resolution of support requests by 10% while maintaining quality. |
Without a performance management framework, your employees cannot align their development with the organization's goals. For detailed guidance, see Info-Tech's blueprint Setting Meaningful Employee Performance Measures.
The term "competency" refers to the collection of knowledge, skills, and attributes an employee requires to do a job well.
Often organizations have competency frameworks that consist of core, leadership, and functional competencies.
Core competencies apply to every role in the organization. Typically, they are tied to organizational values and business mission and/or vision.
Functional competencies are at the department, work group, or job role levels. They are a direct reflection of the function or type of work carried out.
Leadership competencies generally apply only to people managers in the organization. Typically, they are tied to strategic goals in the short to medium term
Generic | Functional |
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S |
Specific: Be specific about what you want to accomplish. Think about who needs to be involved, what you're trying to accomplish, and when the goal should be met. |
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M |
Measurable: Set metrics that will help to determine whether the goal has been reached. |
A |
Achievable: Ensure that you have both the organizational resources and employee capability to accomplish the goal. |
R |
Relevant: Goals must align with broader business, department, and development goals in order to be meaningful. |
T |
Time-bound: Provide a target date to ensure the goal is achievable and provide motivation. |
"Learn Excel this summer."
Not specific enough, not measurable enough, nor time bound.
"Consult with our Excel expert and take the lead on creating an Excel tool in August."
Pre-work: Employees should come to the career conversation having done some self-reflection. Use Info-Tech's IT Employee Career Development Workbook to help employees identify their career goals.
Lack of career development is the top reason employees leave organizations. Development activities need to work for both the organization and the employee's own development, and clearly link to advancing employees' careers either at the organization or beyond.
Download the IT Employee Career Development Workbook
Download the Individual Competency Development Plan
Input | Output |
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Materials | Participants |
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70% |
On providing challenging on-the-job opportunities |
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20% |
On establishing opportunities for people to develop learning relationships with others, such as coaching and mentoring |
10% |
On formal learning and training programs |
Internal Initiative |
What Is It? |
When to Use It |
---|---|---|
Special Project |
Assignment outside of the scope of the day-to-day job (e.g. work with another team on a short-term initiative). |
As an opportunity to increase exposure and to expand skills beyond those required for the current job. |
Stretch Assignment |
The same projects that would normally be assigned, but in a shorter time frame or with a more challenging component. |
Employee is consistently meeting targets and you need to see what they're capable of. |
Training Others |
Training new or more junior employees on their position or a specific process. |
Employee wants to expand their role and responsibility and is proficient and positive. |
Team Lead On an Assignment |
Team lead for part of a project or new initiative. |
To prepare an employee for future leadership roles by increasing responsibility and developing basic managerial skills. |
Job Rotation |
A planned placement of employees across various roles in a department or organization for a set period of time. |
Employee is successfully meeting and/or exceeding job expectations in their current role. |
The next time you assign a project to an employee, you should also ask the employee to think about a development goal for the project. Try to link it back to their existing goals or have them document a new goal in their development plan.
For example: A team of employees always divides their work in the same way. Their goal for their next project could be to change up the division of responsibility so they can learn each other's roles.
"I'd like you to develop your ability to explain technical terms to a non-technical audience. I'd like you to sit down with the new employee who starts tomorrow and explain how to use all our software, getting them up and running."
Employees often don't realize that they are being developed. They either think they are being recognized for good work or they are resentful of the additional workload.
You need to tell your employees that the activity you are asking them to do is intended to further their development.
However, be careful not to sell mundane tasks as development opportunities – this is offensive and detrimental to engagement.
Ensure that the employee makes progress in developing prioritized competencies by defining accountabilities:
Tracking Progress |
Checking In |
Development Meetings |
Coaching & Feedback |
---|---|---|---|
Employee accountability:
Manager accountability:
|
Employee accountability:
Manager accountability:
|
Employee accountability:
Manager accountability:
|
Employee accountability:
Manager accountability:
|
Pre-work: Employees should research potential development activities and come prepared with a range of suggestions.
Pre-work: Managers should investigate options for employee development, such as internal training/practice opportunities for the employee's selected competencies and availability of training budget.
Download the Learning Methods Catalog
Adopt a blended learning approach using a variety of techniques to effectively develop competencies. This will reinforce learning and accommodate different learning styles. See Info-Tech's Learning Methods Catalog for a description of popular experiential, relational, and formal learning methods.
Input | Output |
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Materials | Participants |
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A conversation in which a manager asks questions to guide employees to solve problems themselves.
Coaching is:
Information conveyed from the manager to the employee about their performance.
Feedback is:
Don't forget to develop your managers! Ensure coaching, feedback, and management skills are part of your management team's development plan.
Understand the foundations of coaching to provide effective development coaching: |
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Knowledge | Mindset | Relationship |
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Using a model allows every manager, even those with little experience, to apply coaching best practices effectively.
Actively Listen |
Ask |
Action Plan |
Adapt |
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Engage with employees and their message, rather than just hearing their message. Key active listening behaviors:
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Ask thoughtful, powerful questions to learn more information and guide employees to uncover opportunities and/or solutions. Key asking behaviors:
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Hold employees and managers accountable for progress and results. During check-ins, review each development goal to ensure employees are meeting their targets. Key action planning behaviors:
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Adapt to individual employees and situations. Key adapting behaviors:
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The purpose of asking questions is to guide the conversation and learn something you didn't already know. Choose the questions you ask based on the flow of the conversation and on what information you would like to uncover. Approach the answers you get with an open mind.
Avoid the trap of "hidden agenda" questions, whose real purpose is to offer your own advice.
Development is a two-way street. This means that while employees are responsible for putting in the work, managers must enable their development with support and guidance. The latter is a skill, which managers must consciously cultivate.
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