Observing subordinates is an important job for a manager
One of the most important jobs of a manager is to "observe subordinates closely." Without observation, it is difficult to grasp the facts properly and conduct evaluations. I have summarized the points to note and the effects of observation.
Separate observations into "work-related" and "non-work-related" and create observation records
In doing so, you should create observation records by separating them into "work-related" and "non-work-related". And, while both types of information are necessary for management, in the "evaluation" phase, only "work-related" matters should be used. This is a point to be careful about.
Observation 1: "Work-related" matters
Work-related matters refer to content related to the subordinate's work. For example, this includes discussing project progress, issues, and the degree of achievement of work goals during interviews or meetings with subordinates. It also includes information and instructions regarding work methods and processes, as well as topics related to task priorities and schedules. Work-related matters refer to content directly involved in the execution of a subordinate's work, and are expected to contribute to work efficiency and results.
Observation 2: "Non-work-related" matters
Non-work-related matters refer to content not directly related to the subordinate's work. This includes the subordinate's private problems, family circumstances, personal interests and hobbies, and topics about vacations or events. While non-work-related matters are important for understanding a subordinate's humanity and personal situation, they are not directly related to work priorities.
What are the effects of implementing "observation records"?
Based on the above, many effects can be obtained by implementing observation records.
1. Personnel evaluations can be conducted based on "facts"
By implementing observation records for subordinates, evaluators can conduct personnel evaluations based on objective data. The observation records document the subordinate's actions, results, and the status of their ability demonstration. As a result, evaluators can conduct objective evaluations without being swayed by subjective impressions or personal preferences. In addition, observation records serve as reference material for both the evaluator and the subordinate, and are useful for identifying specific areas for improvement and opportunities for growth.
2. You will be able to distinguish between work-related and non-work-related matters
Through observation records, you can clearly distinguish between work-related topics and non-work-related topics. Work-related topics are content related to the subordinate's performance or project progress. In contrast, non-work-related topics are content not directly related to work, such as the subordinate's private problems or family circumstances.
When this distinction becomes clear through observation records, the evaluator can conduct evaluations from a fair and objective perspective. Also, communication with subordinates becomes smoother, and you can focus on work priorities.
3. You can confirm whether lower-level evaluators are properly observing their subordinates
By creating observation records, higher-level evaluators can confirm whether lower-level evaluators are observing their subordinates appropriately. Observation records contain detailed information regarding a subordinate's actions and results, and higher-level evaluators can use this as a reference to evaluate the observation skills and feedback quality of lower-level evaluators. Also, observation records serve as the basis for communication and feedback between higher-level evaluators and lower-level evaluators. By having higher-level evaluators observe subordinates appropriately and provide proper feedback and guidance, they can contribute to the growth of subordinates and the improvement of organizational performance.
I hope you will observe your subordinates closely so that you can implement better management and convincing evaluations. "Observation" is something you can do immediately, so I highly recommend you try it.
Mayumi Natsu, who passed away on June 21, 2023, also strongly emphasized the importance of "observation." We tend to want to evaluate, but first, let's capture the events in front of us accurately without evaluating them.
Below is the format for the behavioral observation sheet mentioned above. Please feel free to customize and use it.