What it is, benefits and how to apply the performance matrix

The concern with managing employees well has become a guideline in many companies. In addition to hiring good candidates, we also aim at development and retention so that they can always improve and make the best contribution. For this, the nine box matrix emerges as a technique for the management of professionals.

To apply effective training or to know when it is productive to change the area employee and assign him new tasks, HR professionals and managers in each area use the method to understand when and how to take action.

Easy to use, it can be of great help and add a lot of value to the information brought by managers and also to strategic decisions in the business.

To learn more about the matrix 9 box, its application and its effective use, read on.

After all, what is nine box

Initially designed to help entrepreneurs have clearer indications of where to make their investments in the early 1970s, the nine box was improved and rethought to meet other companies’ needs, such as the assessment and effective management of employees.

Because it is simple to execute, without the need for cutting-edge software or technologies, it is necessary to be cautious and careful not to underuse it or to inadequately measure the results.

With paper and pen it is possible to start applying the matrix in a practical way.

How the performance matrix works

The nine box matrix is ​​guided by two axes: one about the candidate’s performance and the other about his potential. The meeting of the axes to the manager in which of the nine boxes (hence the name of the method, nine box) the collaborator falls under.

Therefore, in order to start designing the technique and applying it, it is necessary to have some previous employee evaluations. The idea is to know what situations were taken into account to determine the performance and potential of employees.

It should be noted that for the nine box to function properly, it is necessary to establish a strategy and have good knowledge about the employees. Otherwise, inefficient results can be achieved, without foundation and that will lead to potentially wrong decisions.

Step by step to apply the nine box matrix

Now that you know what the nine box matrix is ​​and how it works, it’s time to learn how to apply it. Remember: make a matrix for each employee.

The method brings more effective results for individual evaluations, since the development and the potential of each one must be considered.

Create the base of the matrix 9 box

The manager must draw two axes, one vertical and one horizontal. The vertical concerns the potential that the employee has for development and should be divided into three parts, from bottom to top: low, medium and high.

In the horizontal section, the performance section should also be divided into three parts. From left to right: below expected, expected and above expected.

Customize the matrix for the developer

With the creation and division of the axes, nine quadrants are formed and the moment of attention for the leaders arrives: for each of them, an action to be taken must be written.

Let’s take a few examples: if the employee’s quadrant is in low performance and low potential, it may be interesting to think about training that allows the optimization of the execution of everyday tasks. This can spark his interest in developing further.

If the employee has good performance and medium potential, it may be time to give him new tasks, as a test to gauge whether his energy is being misdirected by the manager.

Thus, it must be followed until all quadrants have the action plan described, totaling nine scenarios for the employee being evaluated and actions for each of them.

The possibilities of the quadrants are:

• Insufficient: underperforming performance and low potential;
• Questionable: performance below expectations and medium potential;
• Puzzle: underperforming performance and high potential;
• Effective: expected performance and low potential;
• Maintainer: expected performance and medium potential;
• Strong performance: expected performance and high potential;
• Committed: performance above expectations and low potential;
• Strong performance: performance above expectations and medium potential;
• High potential: performance above expectations and high potential.

Analyze the results

The analysis of the boxes must take into account the actions of the employee that led him to obtain such a result and, as there is already an action plan, the evaluation will result in change.

This means that, no matter what place the employee occupies, the manager will have thought of some specific action for him, whether to adjust his position in the company, to leverage his potential or, in the last case, to consider that there is more cultural fit among employee and company.

For these reasons, it is important to always have grounds on which to lean to carry out the evaluation with the nine box tool. In this way, the results will be effective and will generate a new movement on the part of the company, leaving the employee to respond to him.

Benefits of nine box

Because it is very visual, with very low cost and, therefore, accessible to all companies, the method has many benefits.

Well-targeted actions

As the actions for each quadrant are placed before even determining which one the employee is in, all scenarios already have plans that were well thought out and strategically chosen for that employee and that are consistent with the business strategy.

Even if only one action plan is executed, it is interesting to have other ideas in mind and to know how to act in certain situations. This puts managers ahead of potential problems, making them anticipate them.

Individualized look

For each person, a matrix will be drawn up and different action plans must be thought out, since each one has their history with the company and the decisions need to be made individually.

Thus, each employee will demand the individualized look of the managers and the HR team, which should assist in the decisions: will it be better to change the employee’s tasks or will the suggestion of changing the department be beneficial to both sides?

Whatever the response of the nine box matrix, the Human Relations team must always be involved, since it brings their expertise to the conversation, and should foster the individuality of each employee.

Based decisions

Precisely because of the actions previously thought and the directed look, the decisions that result from the evaluations made through the nine box tend to be more responsible and to have less bias.

That is, managers and HR have already talked to the employee, he is already aware of his strengths and what he still has to develop, an action plan has already been suggested to him and, from that point on, he does not act in the dark: he has awareness of what the scenario is.

With prior study and conversations that make all parties aware of the situations, the decisions that need to be made after the entire evaluation and management process will be much more correct, consistent and honest.

Strengthening employer branding

When the company genuinely thinks about the best way to evaluate and manage people, it reaches the level of an institution that is well liked by employees.

Applying the nine box matrix correctly, one of the consequences is the demonstration of appreciation for the employee: it is necessary for managers to think about ways out of situations that could always be better based on each person’s history.

Bringing new perspectives to employees, instead of showing them just the problem, explains the maturity of the organization and its good employer branding.

The directed look also brings directed possibilities and the employee feels cared for.

What not to do in the nine box array

Given the many benefits that the application of the nine box matrix can bring to your business, there are some points that should be avoided:

Analyze without information from managers

Starting the design of the quadrants and assessing employees without analyzing the information brought by managers is a serious mistake. As a result, the tendency is for the matrix to be made based on looks of personality – and not professionalism.

This is a point of attention for managers and HR teams. Only begin designing the matrix and assessing the employee after the other analyzes and considerations have been consolidated.

Only in this way will an efficient and accurate result be obtained, without the basis of guesswork.

Run without action plans

In the same way that it is not recommended to start analyzes without consolidating information, neither is it right to apply the nine box before drawing the action plans for each quadrant. In this scenario, the matrix is ​​really ineffective.

Think about the following: you draw the quadrants and consider the entire history of the employee. So, it comes to the conclusion that it has a good performance, but its potential still needs to be worked out. Without the action plan, there is no next step and you are stuck in the discovery.

So it is important to follow the step by step. It consists of consolidating information, designing the matrix, developing action plans, explaining it to employees and making decisions.

Make hasty decisions

By not skipping stages, the chances of making hasty and poor decisions with the nine box are minimized.

As it is an easily accessible tool, it is essential that leaders do not misuse it. Wrong and unfounded decisions can compromise the smooth running of business and even commit injustices.

Following the suggestions, your chances of success are very high and the management of your company will certainly be optimized.