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Breaking Down Summary Reporting

BREAKING DOWN SUMMARY REPORTING

Now that you’ve completed Evaluating your team, it’s time to take a deep dive into the generated data-insights and have a meaningful development conversation with your Team Member.

As a Manager, you may have access to your direct report’s Team Member Dashboard.  If your organization has Summary Reporting enabled, you can see Evaluation Summary, Evaluation Insight, and Trend Status.  Each time you complete an employee assessment new data will populate Summary Reporting, giving you relevant, valuable insight into how the Team Member is performing and what you do as their Manager to best support their growth and development.  The three sections within Summary Reporting each house different information, so it’s important to understand what you can gain from the different data driven insights.   

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EVALUATION SUMMARY AND MANAGER ACTION

What is it? Each time you complete an Evaluation, you’ll receive an Evaluation Summary.  This summary includes the letter score, the type of performer the Team Member is, and suggested actionable next steps you can take to ensure efficient growth and development from the Team Member. 

Why does it matter?  As a Manager, you’re the first line of defense against turnover.  The first step of retaining your team is to engage, motivate, inspire and build trust with each of your direct reports.  One of the easiest and quickest ways to do this is to have frequent, meaningful touchpoints.  For these touchpoints to truly be impactful, you should personalize your approach.   

By understanding what type of performer each Team Member is, you’ll know right away who should be recognized for their efforts, who can thrive with the right motivation, and who may need some additional coaching in order to be an effective contributor.  Once you understand your talent landscape, you can deliver intentional feedback that will best meet the Team Member’s current needs.   

Want to learn more about Evaluation Summaries and what you can do with the information? Visit What’s Next in the Manager Resource Center.  

EVALUATION INSIGHT

What is it? The Evaluation Insight takes a slightly deeper dive into the Team Member’s performance based on the most recently completed Evaluation.  The insight shares additional details about how the Team Member is performing today and identifies actionable next steps.  Some Evaluation Insight examples could be one of the following: 

  • New to Role 
  • Resilient Problem Solver 
  • Low Engagement and Output 
  • Leadership Ready 

 

Why does it matter?  Knowing what type of performer your Team Member is performing at today is a great starting place to have meaningful, personalized check-ins.  However, with the Evaluation Insight, you can dive even deeper and further tailor your feedback to best meet a Team Member’s needs.   

For example, if your Team Member is “New to Role,” this is good information to know as this is someone that you’ll likely want to spend some additional time with to ensure that they feel acclimated to their new position and are feeling inspired and engaged.  Additionally, if you see that a Team Member is showing “Low Engagement and Output,” you’ll want to step in right away and see what’s preventing them from having the best possible employee experience.  Someone who is disengaged is at high risk for turnover, so this is something to address as soon as possible.   

It can be easy to use Evaluation Insights as a conversation starter in your next check-in. Review the actionable recommendation to inspire your next steps with this Team Member.   

TREND STATUS

What is it?  Trend Status lets you know how the Team Member’s current performance compares to their previous performance.  It identifies the trajectory of how they’ve been performing and shares an actionable next step for you to take with the Team Member to ensure they develop positively and efficiently.  

Why does it matter?  Everyone wants to feel that their work is seen and recognized.  With a Trend Status, you’ll know right away if you should be celebrating growth or checking in on a dip in performance.  When you know the direction of a Team Member’s development, you’ll know who may need additional help getting back on track, and who you should be sitting down with to identify what positive changes they’ve made and how you can help maintain their growth.   

With Trend Status, you can start to dive into the “why” behind performance change to set yourself up for a meaningful check-in with your Team Member.  Want to learn more? Check out the Trend Status Breakdowns below: 

TREND STATUS BREAKDOWNS

Trending Upward 

When your Team Member is trending upward, it means that their performance has been improving steadily over time.  They’ve been putting in the work to grow and take more initiative and responsibility.   

Manager Action: Recognize 

When your Team Member has been flagged as Trending Upward, it’s important to take the time to celebrate and recognize their development.  As part of this Manager Action, it is recommended that you: 

  • Identify specific behaviors that have contributed to their improved performance.  Let them know what behaviors they should be recreating for continued success.  
    • “You’ve done a great job of implementing feedback from your peers.  It’s shown in your output metrics.” 
  • Plan for how they can maintain these behaviors in the future. Is it continued guidance? Is it time to shift the focus to other behaviors that can further their growth? 
    • “Let’s keep up the great work by meeting weekly to reinforce the right behaviors and identify any areas of opportunity.” 
  • Monitor for burnout. When someone is going above and beyond, they may start to feel a decrease in their motivation and engagement. 
    • “I’ve noticed an awesome upward trend in your performance.  Great work! What are you doing to recover and refuel your motivation?” 

When your Team Member is Trending Upward, celebrating their development and showing continued support shows the Team Member that their contributions matter and increases their motivation and engagement.  Reinforce the right behaviors with a praise-heavy check-in and keep the Team Member on track.   

 

Trending Downward 

If your Team Member is Trending Downward, then that means their performance has been steadily declining.  Something is standing in their way of being successful, so it’s important that you and the Team Member identify what has changed.  

Manager Action: Guide 

When a Team Member has been flagged as Trending Downward, it’s important to step in right away.  Keep these objectives in mind when meeting with your Team Member: 

  • Identify any current obstacles.  Maybe it is a lack of training or miscommunication about expectations.  
    • “I’ve noticed a decline in your performance.  Are there any barriers that I can help remove?” 
  • Create a plan. Once the obstacles have been identified, collaborate on a plan to help the Team Member get back on track.  
    • “Now that we’ve identified our greatest growth opportunities, let’s use Goal-Setting to plan out our next steps.”  
  • Check-in on engagement.  If the Team Member is disengaged, then it’s important that you determine approaches that will inspire and motivate the Team Member.  
    • “Is there anything that I can be doing to better motivate you? Is there anything that I currently do that is demotivating?” 
    • “How are you doing?” 
  • Reaffirm support and belief in the Team Member’s potential.  When working to correct behaviors, it can be a good idea to share encouragement and to remind that Team Member that we’re all on the same side.   
    • “Together, I know that we can get your performance back on track. This was only a temporary setback in your performance journey.” 
    • “I’m looking forward to seeing you grow! You have so much potential. 

Team Member performance is going to fluctuate over time.  Everyone experiences a dip every now and then.  This is to be expected.  However, with a meaningful check-in you have the ability to steer the Team Member in the right direction through thoughtful guidance and collaboration.  When progress occurs, be sure to celebrate the upward trend.   

 

Maintaining 

When a Team Member is Maintaining their performance, it means that they’ve been performing at the same level for an extended period of time.  This isn’t necessarily a red flag, but it does beg the question of what will inspire the Team Member to grow and develop.  

Manager Action: Inspire 

When a Team Member has been flagged as Maintaining, it’s worth figuring out if, with the right motivation, the Team Member has the ability to improve.  Consistent performance certainly isn’t a bad thing, but if the Team Member has the potential for growth, then it’s important that you capitalize on their talents and help them perform at their best.  Try these best practices for jumpstarting development: 

  • Identify what has been going well and what is worth improving.  If the Team Member doesn’t know where they have room for growth, then they won’t be putting the effort towards developing their performance.   
    • “What do you think is going well with your performance? Do you see any areas where you have room to grow? Is there anything that you think, if done differently, could have a more positive impact?” 
  • Understand their “why.”  Find out what makes this Team Member tick, what gets them excited to come to work and leverage it.  Connect their goals back to their “why” and tie their day-to-day performance back to their long-term vision.  
    • “What inspires you to give it your all when you come to work?” 
    • “Where do you see yourself in a year, 3 years, or 5 years from now? How can we help you reach your goals?” 
  • Deliver feedback in a way that the Team Member is most open to. Are you communicating in a way that inspires and motivates the Team Member? 
    • “Do you want more feedback? Less?” 
    • “Is there any part of our check-ins that you find more motivating than others? Are there any parts of the check-in that you find demotivating?” 
    • “Is there anything that I can do to better support your growth?” 

With a little push and motivation, this Team Member has the potential to jump to the next level.  Connect with this Team Member to identify what else they can leverage and where they have the greatest room for growth.  Inspire and engage this Team Member to drive their development.  

 

Inconsistent 

If a Team Member is an inconsistent performer, it means that they fluctuate between high and low performance.  Sometimes their work goes above and beyond and other times it can feel like a grind getting them to complete some of the simplest tasks.  This can also look like a Team Member who has bursts of really positive work, but it isn’t consistent.  Or it can look like a Team Member who has seemingly random dips in their performance, but they aren’t a consistent lagging performer.  

Manager Action: Clear the Path 

When a Team Member is being flagged as an inconsistent performer, it’s important that you determine what is changing with these fluctuations in performance.  Do they have inconsistent motivation? Are there specific projects or tasks that the Team Member struggles to get across the finish line? Understanding why there is a behavior change can help you and the Team Member to create a plan to mitigate the dips in performance and create a more steady, positive output.   Keep these conversation topics in mind for your next check-in: 

  • Identify what’s going well and what’s worth improving.  Let the Team Member know which behaviors are worth recreating and which ones can be adjusted.  Without proper guidance, they may be struggling to perform consistently.   
    • “Reaching out to the client for confirmation is a great practice.  However, I’ve noticed that once the project starts you don’t always capture consistent updates.  Let’s set up a plan to help you get all those notes and updates documented.” 
    • “Are there any parts of your performance that you need support with? I’m here to help.” 
  • Identify any other obstacles.  If there is something that is standing in their way, then working to remove the barrier could mitigate the dips in performance.   
    • “Are there any barriers that I can help remove?” 
    • “Is there anything that is holding you back?” 
  • Check-in on motivation.  Maybe the Team Member’s fluctuations in performance actually stems from their motivation.  If they aren’t always feeling inspired, then that is definitely going to affect their output.  
    • “When are you most excited to come to work?” 
    • “When you’re performing at your best, what’s driving your motivation?” 

When a Team Member is performing inconsistently, the Manager’s job is to identify what is causing the dips in performance and working with the Team Member to actively remove the obstacles.  Helping the Team Member to perform at a consistently high level takes time, but by reducing the barriers to success, the Team Member can start to focus on the right behaviors.  

 

When planning out what you want to discuss in your next Team Member check-in, Summary Reporting can be a great place to start.     

Updated on October 30, 2023
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