First published on Tuesday, January 28, 2025
Last updated on Wednesday, February 5, 2025
Following the plan stage, where objectives are set, within the performance management cycle, comes the monitor stage—a crucial step for tracking progress, identifying challenges, and providing ongoing feedback.
This stage ensures that your employees remain on track, are motivated to achieve their objectives, and receive the support they need to succeed. So, let’s explore the monitor stage, its importance, and how to execute it effectively.
What is the monitor stage?
The monitor stage focuses on regularly reviewing progress towards the objectives set in the plan stage. Rather than waiting for the end of a review period to assess performance, this stage involves continuous observation, evaluation, and feedback to ensure employees stay aligned with business goals.
Effective monitoring is not about micromanagement—it’s about maintaining open communication, fostering accountability, and addressing potential issues proactively.
Key elements of the monitor stage
Now you know what it is, how do you approach the monitor stage? Let’s look at the key elements:
Regular check-ins
Frequent one-on-one meetings are the backbone of the monitor stage. These discussions provide an opportunity to:
Review progress on goals and objectives
Address any roadblocks or challenges
Adjust priorities or timelines if needed
Reinforce alignment with business goals
For example, you might meet with a team member every fortnight to review KPIs or milestones, ensuring that their efforts are on track.
Providing constructive feedback
Feedback is one of the most powerful tools for guiding performance. Timely and constructive feedback is essential for employee growth and performance improvement.
You should make it a point to provide feedback in real-time rather than waiting until the end of the review cycle. This allows employees to correct course quickly and stay on track.
This feedback should:
Focus on particular actions or behaviours
Provide clear guidance on how to improve
Highlight strengths alongside areas for improvement
For instance, rather than saying, “Your presentation wasn’t effective”, you could say, “Your presentation had strong content, but it would be more impactful if you focused on fewer key points and improved your pacing”.
Tracking performance metrics
Using the KPIs or other metrics established in the plan stage, you should monitor progress quantitatively. Tools such as dashboards, reports, or performance management software can provide real-time insights into performance.
Example metrics include:
Sales figures for a sales team
Customer satisfaction scores for a service team
Project completion rates for a development team
By tracking these metrics, you can identify trends, spot issues early, and celebrate wins as they happen.
Identifying and addressing challenges
No matter how well you plan, obstacles are inevitable. The monitor stage is your opportunity to identify obstacles that may be hindering progress. Whether it’s a lack of resources, unclear expectations, or skill gaps, these issues should be addressed promptly to minimise disruptions.
For example:
If an employee struggles with a task due to a lack of training, offering a workshop or mentoring can help them gain confidence and improve their performance.
If an external factor, such as a supply chain issue, delays a project, you can adjust timelines or reallocate resources.
Proactive problem-solving ensures that your employees feel supported rather than overwhelmed.
Encouraging employee input
Transparency and trust are essential during the monitor stage. Monitoring isn’t just about evaluating employees it’s also a chance for your employees to provide feedback on their workload, challenges, and support needs.
Encouraging open dialogue fosters trust and ensures employees feel valued. To foster this culture, you can:
Create a safe environment for honest feedback
Ask open-ended questions about their progress and challenges
Be available and approachable for impromptu discussions
When employees feel heard, they’re more likely to engage fully with their goals.
Best practices for the monitor stage
To ensure that your monitor stage is effective you should:
Use technology for tracking
Technology is a game-changer in the monitor stage. By using tools like BrightHR’s performance management software, you can:
Track goals and provide feedback in real time
Monitor task completion and deadlines
Identify and fill skill gaps in your team
View performance metrics at a glance
Maintain a supportive approach
The monitor stage is about guidance and collaboration, not control. By offering encouragement and recognising achievements, you can boost morale and maintain motivation.
Focus on guiding employees rather than monitoring every detail of their work. To remain supportive:
Recognise achievements to boost morale
Provide solutions and encouragement when challenges arise
Balance constructive feedback with positive reinforcement
For example, when discussing underperformance, start by acknowledging strengths and showing empathy before addressing areas for improvement.
Adjust goals when necessary
Circumstances can change, whether due to market shifts, business priorities, or unforeseen challenges. So don’t be afraid to change goals and objectives if you need to.
Being flexible and adaptable when needed will make sure that your goals remain realistic and relevant. To adjust goals, you should:
Reassess the feasibility of current objectives
Involve employees in the goal-adjustment process
Clearly communicate why the changes are being made
This flexibility ensures your employees remain motivated an engaged even when plans change.
Document progress
Keep a record of check-ins, feedback, and adjustments. This documentation helps track trends over time and ensures transparency in future performance reviews. To ensure your documentation is effective:
Use software to log meeting notes and performance updates
Summarise key take aways after each check-in
Track progress against goals to measure growth over time
Managers should strive for balance and consistency to overcome these hurdles.
Why the monitor stage matters?
The monitor stage is where your plans begin to take shape, allowing you to track progress, offer support, and ensure your team stays on course. By maintaining open communication, addressing challenges early, and providing consistent feedback, you create a culture of accountability and collaboration.
However, monitoring performance is only part of the journey. The next step in the performance management cycle is the develop stage, where you take insights from monitoring and focus on helping your employees grow. This is your opportunity to build on progress, address skill gaps, and invest in the long-term potential of your team.
Ready to take your team’s performance to the next level? Let’s explore how the develop stage can help you achieve that.
