Program Success Starts with People: The 5 Principles of Monitoring Team Performance (Principle Three)

Principle Three: Documentation

This post will focus on how to handle team members who are not adhering to measures of timeliness and quality. You could certainly conduct a project/program without doing this, but be ready to face the facts that your team could be producing poor quality work and/or missing deadlines if you choose to do so. Both of these make it difficult for you, as a project leader, to deliver a sufficient product to your client(s).

If team members are simply not “working out,” you can take the route of termination. I will discuss the termination process in a subsequent blog post, but for now, I will focus on the process of documenting any issues related to timeliness or quality. 

Keeping Your Own Record 

Both timeliness and quality are often the cause of performance challenges with teams.  When a situation manifests, it is best to have a discussion with your team member providing constructive feedback. It is then essential to document for your own records. Why? you might ask. You’ll want to do this for two reasons: 

(1) To ensure you have your own record of what has transpired so you are not relying solely on your memory.

(2) To have reference points for your team members. You may not ever need to use these in the future, but if you do, you can reference the progress and/or recurrence of behavior you previously witnessed.

The importance of in-person feedback and communication as well as documentation for managing performance cannot be overemphasized enough.

Want more? Check out Michelle's entire series below...


  • Step One: Understanding the Importance of Staffing
  • Step Two: Identifying the Need
  • Step Three: Crafting the Position Description
  • Step Four: The Interview Process
  • Step Five: Hiring & Follow-up
  • Step Six: Onboarding

Staff Development

  • Key One: Training Needs
  • Key Two: Mentoring
  • Key Three: Individual Feedback
  • Key Four: Group Feedback
  • Key Five: Positive Working Environment
  • Key Six: Modeling Integrity

Additional PM resources:

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