Getting the best results from your team

There are various ways to get the best out of your staff; business coach Peter Lunn recommends a performance appraisal system that reflects on past efforts and helps to plan for the future.

What's the aim? To create a win-win-win for the individual, the business and the client. The alternative is to do nothing, but don't be disappointed with an average performance and outcome.The benefits As an employer, you need to know the strengths and weaknesses of your team, and your team needs to know where it stands with you. For continuing development and improved turnover and profit in your business, it is essential that you assess:

• Training needs to improve current performance and review past performance
• Assess future potential
• Set performance objectives.

From a properly conducted personal development plan, an employer should be able to obtain the following:

• A commitment to a training development plan
• A training needs analysis
• A succession management plan.

One-to-onesMany people are afraid of sitting with a team member for fear of : "What will they say?" "Will I upset them?" "What if they ask me something that I can't answer?" All of these are normal questions to ask yourself and that's why you need to have a plan. Remember, you are relationship building and you need quality time with your team.

• Put the staff member at ease by saying that the aim of the meeting is to benefit him/her
• Praise strong points
• Ask the staff member reasons for any shortcomings and possible solutions. At this point most people will offer an excuse. A skilled manager understands how to gently probe, explore and uncover the real underlying issue that is the obstacle to the individual's development
• Allocate sufficient time, and don't overrun.

Document all your meetings and make sure your team member receives a copy so that they understand exactly what is expected of them. Don't make these too lengthy - a short file note of the points mentioned along with agreement made between you will suffice.What's next?Once you've started having one-to-ones to get you and your team familiar with meeting up to discuss issues, the next step is to carry out appraisals. These are normally undertaken on an annual basis - remember, appraisals don't have to be linked with salary. The purpose of an appraisal is purely to review the past 12 months' performance and set timely training objectives for the next year. Performance appraisals These can be undertaken as and when you like, but normally if you're happy with an individual's performance and development, then every three months should be sufficient. Why are appraisals important?

• To analyse areas where capability/performance needs to be enhanced
• Provide learning opportunities to develop personal goals
• Well-planned training is an effective retention strategy, particularly for ambitious stylists.

From an individual's perspective you carry out a one-to-one, defined training needs, and agree the contract at the appraisal stage of all the next 12 months' goals/objectives.The staff member retains a signed copy for their own records which we will now call their personal development plan. People find it hard to be objective about themselves, and often need external motivation. Perhaps they lack some skills and need help from a mentor.How to choose a mentor

• They are already good at what they do
• You trust them
• They are a good coach and can give you constructive feedback
• They have time
• You want someone who can focus on outcomes and actions, not reasons and explanations.

Implement the planContinue with your one-to-ones and mini-reviews and monitor the progress: one of the best feelings is to look back over three or six months' effort and to see how far you have come. You may have set up some kind of reward associated with the big review or each mini-review. Have fun and celebrate the successes. In the long run, it is positive continuity that counts.Skills, knowledge and performance equals resultsEvery eight weeks you need to review individuals' results against your agreed objectives. For example, has the percentage of technical work increased or has there been a growth in revenue?Checking progress allows you to reflect on what is working and what is not, so you can adjust your actions or change course. Remember, the best project managers take account of variations and amend their plans accordingly. What about you? Do you feel that your team holds back from being open and honest with you because you're the boss? Consider incorporating a 360 degree feedback (self-assessment) into your appraisal system. This can bring you some serious benefits, and this isn't only aimed at you, the boss, but also line managers who can benefit from upward appraisals.

• You will understand more how behaviour influences the effectiveness of others
• Improves communication within the salon and encourages a more open culture
• Provides everyone with the opportunity to learn how different colleagues perceive them
• Used correctly, feedback will be a powerful tool for positive change.

Owing to the nature of self-assessing, it is essential this process is introduced, managed and followed through correctly to avoid any feelings of personal criticism and to ensure that confidentiality is retained at all times. In summaryDeveloping your salon's personal development planning and following through on it is one of the most satisfying things you can do. The key to the whole process is to take it one step at a time. Take it slowly but surely and you will reap the rewards. If completed as suggested here, your team will look forward to their mentoring sessions and enjoy the benefits.