Are you a CEO who wants to get a bird's eye view of the entire organization? How about an HR leader looking to audit whether or not there are any issues between managers and employees? Or are you a senior manager or director who wants a summary of how each team beneath you is performing week over week? The Org Chart in Coach is the tool to give you all of this information.
(!) This feature is for Coach Managers and Administrators. You must have direct reports in or admin permissions in order to see anything beyond your own card in the Org Chart.
How it works
Navigate to the Org Chart section using the left toolbar in Coach. The hierarchy will automatically populate all teams and individuals below you in your company's organizational structure. A CEO can see the entire organization since they are at the top of the company, and everyone else can see people and teams below them, but nothing left, right, or above in the org chart. However, those with Admin permissions can also see everyone. Individual contributors can only see themselves to maintain the privacy of their teammates and managers.
What information you get
The Org Chart displays certain KPIs (key performance indicators) at both the team and individual level. These KPIs are also available on the dashboard but the Org Chart shows senior-level managers the performance metrics for all teams rolling up to them in the hierarchy; not just their direct reports.
- Average rating: The individual's card shows the average rating the manager has rated the employee over time. In v1.0 the time period is cumulative across all time, but we'll introduce a time filter in v2.0. If someone has direct reports, then there will be a second icon showing the average rating of their entire team to give a quick view of how the whole team is performing.
- Average alignment: The percentage of time both the manager and employee have provided the same rating on goals. We recommend striving for 80% alignment, that way managers are being clear with their expectations and employees know exactly what they need to do in order to be considered successful.
- Coaching and rating progress: The percent of completed ratings and coaching feedback added to employees' goals by their manager. Track how well managers have been coaching their teams by submitting ratings and adding coaching feedback to their goals. If a team's average rating is below expectations yet managers haven't been providing coaching feedback, then it's easy to see there is a problem.
Understand the layout of the Manager cards
Manager cards have two columns of metrics. It's important to know who exactly the metrics are measuring. Keep in mind, all of the numbers you see are from the manager, about the employee(s). Employee ratings can only be seen in goal details.
- The first column shows this manager's individual performance metrics according to their manager. In this example, Randy's manager has given him an average rating across all of his goal at Above Expectations. From this information, we can conclude that Randy's manager is quite satisfied with his individual performance.
- The second column contains performance metrics for all members of this manager's team. In this example, the average rating for all members of Randy's team across all goals is Below Expectations. Alignment between him and his team members is quite low, and Randy isn't rating all of their goals each period or providing enough coaching feedback. Based on this information, Randy isn't leading his team very well.
Employee card example
Employee cards are easier to understand because there's only one column to worry about. Remember, these metrics are from the manager, for this employee's individual performance. Average team performance can be seen on the manager's card as explained above, and the employee card will give you information about how they are performing as an individual. In this example, Phuong's manager has rated her Above Expectations across all goals on average and they have good alignment at 75%. However, the manager isn't providing ratings often enough or giving sufficient coaching feedback since those averages are unbelievably low.
Managers and administrators can use the Org Chart to get better insight and visibility into the goals of people who don't directly report to them with the View Goals option. Remember that managers can see all employees below them in the hierarchy, but no one left, right or above. Administrators can see all employees in the org. So the only thing you need to do is click View Goals on any employee's card to audit goals, performance, manager/employee alignment, compliance.
How to use this information
One of the main benefits of the company hierarchy is that it gives you an opportunity to quickly identify different problems like alignment, lack of manager-employee interaction, and of course any performance issues that may exist.
Audit manager engagement
The Company Hierarchy will give you visibility into whether or not your managers are doing their jobs. Key roles for all managers include effectively leading their teams to success and increasing engagement so people actually want to stay with the company. Studies have shown the employee engagement is directly related to how engaged their managers are in their own jobs. Identify engagement issues with your managers by making sure the rating progress and coaching tips for their team's goals are at about 80%. This way you know that they're taking the time to give feedback to each employee on a regular basis. In Version 2.0 we'll also give you the ability to see whether or not managers are having 1:1 meetings with their employees.
Sometimes an employee might think they're performing great and their manager thinks they're doing terrible, or vice versa. There's no need to worry if it's an isolated incident but if alignment falls below 60% then chances are good there's a problem. The Company Hierarchy will show you alignment metrics for the entire team and also for individuals. If any of the alignment scores trip your radar then you can look into where the problem is coming from.
If the alignment between the entire team and the manager is low then there's most likely a problem with the manager and their expectations. Make sure the manager is;
- Rating goals each rating period.
- Providing constructive feedback and coaching tips. People can't improve if they don't know what their manager's expectations are!
- Being reasonable with their employees. Are their expectations too high? Are goals relevant and attainable?
If the alignment with one particular employee and their manager isn't the greatest then check the rating details and coaching feedback. Surely one of them has been leaving detailed comments.
A misaligned employee and manager doesn't automatically mean that the employee is underperforming. They might actually be one of your top performers but just isn't a good fit for that team or that type of work. The good news is, if you can see the employee in the hierarchy then you have the ability to effect change. Schedule a meeting with the employee and manager to find out what's going on. Perhaps they just need their goals adjusted to make them more engaging, or you might uncover the fact that the employee actually wants to be doing different work and would be a better fit in another position.
In any case, Coach is a tool to facilitate conversations. If you identify any issues or opportunities for improvement, the best way to sit down with your employees to have those conversations in person.
Address performance issues
Unfortunately, there's no guarantee that conversations and coaching will help to improve certain individual's performance. There will be times when people will have to be released from your organization. As a senior leader, the Org Chart will give you visibility into what's actually going on with the employees below you in the organizational structure who are not your direct reports. View average performance ratings and then in V2.0, drill down to view trends.
Did the employee just take a downturn? If so, meet with them to find out what changed. If the employee has been operating below expectations for a while despite coaching efforts from their direct manager, then it might be time to have a discussion about future employment with the company.