“The Performance Management System

is the glue that makes the 3D Leadership Model stick”

Research confirms that Managers spend too much time and emphasis on Performance Evaluation. 80% of their time
and focus should be on Performance Planning, Coaching and Follow Up. It is too often the other way around.
Managers need to clearly define and communicate their team members’ job, key tasks, responsibility (who, what,
when, where and why) and authority.
Too often the position description bears little resemblance to what people actually do. This leads to confusion at best
and disillusionment and frustration at worst, because team members are not getting their needs met. They need to
know what their job is and to be shown how to do it. They need coaching, counselling and support whilst they are
acquiring new skills. They need to be praised when they are ‘On Track’ and given guidance and re-direction when
they are ‘Off Track’. If managers focus too much on what their team members are doing wrong, they will be
criticising and reprimanding them when they should be re-directing them and showing them how to do the job right.
The 3 step formula will minimise the number of poor performance evaluations often caused by a “sink or swim”
mentality. That is, if team members are not coached how to swim, they may drown and rather than be rescued, they
are blamed and too often wrongly evaluated as a poor swimmer. Sometimes it’s the boss that should be evaluated
as a poor leader.
The 3 step formula will maximise team members performance by:-
1. Gaining clarity about what their job really is
2. Meeting their needs
3. Agreeing and committing to coaching strategies and action plans

PERFORMANCE MANAGEMENT SYSTEM

STEP 1
Performance Planning • This is your job (Position Description)
• These are your tasks and their priority
• This is the purpose/outcome

STEP 2
Performance Coaching • What learning stage are you at?
• What are your needs?
• Agree on the appropriate leadership

STEP 3
Follow Up • Coaching Checklist
• Action Plan
• Joint commitments

© International Training & Development 1997

“Beachfront” Suite 33, 156 Beaconsfield Parade, Albert Park 3206 Australia
Phone: +61 3 9686 3737 Fax: +61 3 9686 3749
STEP 1

PERFORMANCE PLANNING
Position Description
Complete the key tasks, prioritise their importance and write the percentage of time to be spent on each task in a typical week

Name:___________________________________
Position/Title:______________________________ Date:_____________
% OF
PRIORITY TIME
TASKS PURPOSE / OUTCOME SPENT
(1-10)
ON
TASK

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

It is very important that the Manager and Team Member discuss the above in
detail to make sure they both clearly understand the key tasks and their
priority, to ensure that the team member does the ‘right job right.’
(Remember efficiency is doing things right, effectiveness is doing the right things right).
It is also necessary to communicate the reasons why these tasks are important both
to the business and the individual and where they fit into the big picture.
STEP 2

PERFORMANCE COACHING

TASKS LEARNING STAGES TARGET FOLLOW

Dimension 1 Dimension 2 Dimension 3 EXPECTATION ACTUAL L/S UP ACTION
Knowledge & Attitude Feelings Needs OF L/S ACHIEVED IN REQUIRED
(Assess) (Assert) (Ask) _____ mths ___ mths
A B C D E F G

1. L/S L/S L/S

2. L/S L/S L/S
3. L/S L/S L/S
4. L/S L/S L/S
5. L/S L/S L/S
6. L/S L/S L/S
7. L/S L/S L/S
8. L/S L/S L/S
9. L/S L/S L/S
10. L/S L/S L/S

A. L/S = Learning Stage

B. Assess what learning stage (1-5) your team member is at in each task. Their learning stage will probably be
different for each task. (If your team member thinks they are at a higher learning stage to what you think
they are at on one of the above-mentioned tasks, then give them the benefit of the doubt and let them
demonstrate in private. If they make a small mistake you are there to “pick them up, dust them off” and
redirect, and ultimately save them from making a big mistake in public in the future).
C. Find out how they feel about each task.
(! = L/S 1, X = L/S 2, ? = L/S 3, + = L/S 4, * = L/S 5)
D. Identify their needs for each task.
(Direction = L/S 1, Coaching = L/S 2, Practice = L/S 3, Praise = L/S 4, New Challenges = L/S 5)
E. Communicate and agree on where you expect their learning stage on each task to develop to in say 3 to 6 months.
F. Evaluate performance in future against target expectation.
G. Bullet point follow up action required. Refer next page Step 3 “Follow Up Coaching Checklist”
Type in relevant number/s (1-16)

Team Leader: ____________________________________ Team Member: _______________________________

STEP 3

FOLLOW UP
Coaching Checklist
Fill in
Appropriate
Box

1. Provide people skills training

2. Provide technical training
3. On the job training
4. Clarify vision/ purpose/ outcome
5. Communicate policies and procedures
6. Provide opportunities to learn new behaviours
7. Give appropriate feedback on performance (praise or redirect)
8. Provide appropriate leadership for each task
9. Give appropriate authority to make decisions
10. Assert my feelings
11. Communicate priority of tasks
12. List time to be spent on each task
13. Spell out accountabilities (who, what, when, where, how, why)
14. Actively listen and ask SMART questions
15. Set short, medium and long term goals
16. Celebrate milestones achieved

Coaching Action Plan

List the top 3 Key checklist items ticked above and detail how you will implement them and by when

How By When
__ i
ii
iii
__ i
ii
iii
__ i
ii
iii
© International Training & Development 1997
“Beachfront” Suite 33, 156 Beaconsfield Parade, Albert Park 3206 Australia
Phone: +61 3 9686 3737 Fax: +61 3 9686 3749
Email: itd@iaccess.com.au
 Coaching Action Plan Continued
List a further 4 Key checklist items from previous page and detail how you will implement them and by when
How By When
i
ii
iii
i
ii
iii
i
ii
iii
i
ii
iii

Further Notes
..................................................................................................................................................................................................

..................................................................................................................................................................................................

..................................................................................................................................................................................................

..................................................................................................................................................................................................

..................................................................................................................................................................................................

..................................................................................................................................................................................................

..................................................................................................................................................................................................

..................................................................................................................................................................................................

..................................................................................................................................................................................................

..................................................................................................................................................................................................

..................................................................................................................................................................................................

..................................................................................................................................................................................................

..................................................................................................................................................................................................

..................................................................................................................................................................................................

..................................................................................................................................................................................................

..................................................................................................................................................................................................

..................................................................................................................................................................................................

© International Training & Development 1997

Reset “Beachfront” Suite 33, 156 Beaconsfield Parade, Albert Park 3206 Australia
Form Phone: +61 3 9686 3737 Fax: +61 3 9686 3749
Email: itd@iaccess.com.au
 DIMENSION 1
ATTITUDE &
KNOW HOW
THINK KNOW THAT LEARN KNOWING GAINING
I KNOW I DON'T KNOW TO KNOW & DOING SELF MASTERY
HIGH
ATTITUDE

KNOW-HOW
LOW

LEARNING STAGES

I N T E R N AT I O N A LT R A I N I N G & D E V E L O P M E N T
 DIMENSION 2
BELIEFS
RECKON I CAN I I
I CAN CAN'T I CAN AM

POSITIVE ★
✓
!
?
NEGATIVE x
LEARNING STAGES

I N T E R N AT I O N A LT R A I N I N G & D E V E L O P M E N T
 DIMENSION 3
NEEDS
New
Direction Help Practice Recognition Challenges

HIGH
TELL
LEADERSHIP

SHOWS

LET DO
OBSERVE
LET GO
LOW FEEDBACK LET FLY
LEARNING STAGES

I N T E R N AT I O N A LT R A I N I N G & D E V E L O P M E N T