At Virtual Work World, we partner with Companies and Contractors to offer the best of both worlds by creating compliant and balanced remote workplaces. With our team's 15+ years of experience in People Management and having conducted more than a thousand 1-on-1 meetings over the years with Team Members in over 20 countries, we've cultivated a wealth of insight into the dynamics of effective End-of-Year Performance Reviews. Drawing from this extensive experience, we've developed our own custom framework—the ACTS FRAMEWORK—crafted to enhance the way you, as a Manager, conduct end-of-year reviews with your remote offshore contractors. We would love to share it with you!

What is a 1-on-1 Meeting and Understanding its Importance

It's easy to rush from the holiday season into the new year without pausing for a moment of reflection. We get it—managing a Global Remote Team in the ever-evolving landscape can be quite the whirlwind! That's why we want to show you the importance of 1-on-1 (one-on-one) meetings and how easily they can be conducted!

A 1-on-1 (one-on-one) meeting is a dedicated and private conversation between a Manager or Supervisor and a Team Member. These meetings should be designed to share open feedback and foster overall business improvements. However, we are aware that some Managers may not be sure of the best framework to make the most out of these conversations.

While the ways that 1-on-1's are conducted will differ based on the organizations, teams, and individuals, in the spirit of reflection and progress, we invite you to explore how our tried-and-true framework, tested with thousands of Offshore Team Members, can transform your year-end reviews.

We're thrilled to introduce… 🥁
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The ACTS Framework: Accomplishments, Challenges, Transparency, & Setting Developmental Goals

At Virtual Work World, we believe in fostering a collaborative environment where both Team Members and Managers actively contribute to the success and growth of the individual and collective goals. The ACTS Framework is designed for mutual engagement, encouraging open conversations and shared responsibilities in the journey towards continuous improvement. It's a dynamic process where Team Members and Managers work together to transparently reflect on accomplishments, discuss challenges, and collaboratively set developmental goals for improvement. Let's explore how this innovative approach can elevate your end-of-year reviews and contribute to a thriving work culture in the new year.

Accomplishments:

The first pillar of our ACTS Framework focuses on acknowledging Accomplishments. Encourage your Team Members to be transparent, urging them to reflect on their roles and list three to five things they love about their job, along with specific achievements they've accomplished throughout the year.

You, as a Manager, should also seize this opportunity to celebrate your Team Members' wins. But it's not just about reassuring your Team Members of their achievements; it's also a chance for you to unveil accomplishments that might have gone unnoticed. You should also make a list and reflect on the Team Member's accomplishment metrics—have satisfaction scores risen since your Team Member joined? Did you receive positive client feedback? etc. This step fosters a culture of accountability and appreciation on both sides of the table.

Challenges:

The next step involves discussing Challenges. It's tough to share challenges or to receive negative feedback. When sharing and receiving feedback, it's important to remember that it’s shared from a place of wanting positive improvement. Both parties share the same goal—ensuring the company's success. Therefore, encourage your Team Members to make a list of challenges and things they didn't find comfortable throughout the year. It can be difficult situations/clients faced, tight deadlines for adherence, project management challenges, or anything at all.

And you, as a Manager, should also note the challenges faced by Team Members. This open dialogue lays the foundation for constructive conversations with a mutual understanding of the hurdles faced and kicks off the collective plans for improvement.

Transparency:

Let's not forget about Transparency. It is the key to making this framework work; understanding strengths and weaknesses helps align responsibilities for the upcoming year. So encourage your Team Members to be honest and transparent, and let them know you are here to help. You want them to be satisfied with their roles so they can give their best, and you want to learn about things they are not as good at so you have a better understanding of what additional training is needed or what can be added to the AoRs for an additional hire in the new year.

Accomplishments, Challenges and Transparency together set the stage for the final step in our ACTS Framework.

Setting Developmental Goals:

Here lies the core of the ACTS Framework. Managers are not just tasked with listing challenges but, more importantly, with collaboratively setting actionable developmental goals for improvement. As a Manager, your role extends beyond identifying hurdles; it's about guiding your Team towards solutions and growth. From the challenges that surfaced during the Accomplishments, Challenges, and Transparency stages, it's time for strategic action. We believe in more than just sharing criticism; our goal is to foster constructive tangible goals that pave the way for substantial improvement.
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If you find yourself unsure about how to set Development Goals, don't worry; we're here to help. The next step is crucial—let's illustrate how to utilize the ACTS Framework process through two examples, demonstrating how challenges can seamlessly transform into measurable goals for improvement. It's about turning insights into action, ensuring a progressive and effective approach in the upcoming quarter.

What should you do if your team member is excellent at presentations but shows up late for meetings consistently?

Accomplishment: "I want to acknowledge your exceptional skills in delivering presentations. Your ability to captivate the audience and convey complex ideas is truly commendable!"

Challenge: "While your presentation skills are top-notch, we've noticed a consistent issue with punctuality for meetings. Being on time is crucial for effective collaboration and team dynamics. Your input is valuable, and we want to make sure it's received by the team in a timely manner."

Transparency: "Your dedication to delivering impactful presentations demonstrates your commitment to excellence. We appreciate your enthusiasm and creativity. However, consistent tardiness can affect the overall team's productivity. I want to assure you that we recognize your strengths, and our goal is to align them with the team's success. Let's address this concern together."

Setting the Development Goal: "Let's work on improving your punctuality for meetings. How about scheduling a 10-minute buffer time on your calendar before each meeting to prepare, wrap up, or deal with any urgent issues. This small adjustment will help us maintain a smooth flow of discussions, and your valuable contributions can be integrated seamlessly into our team collaborations. Adding a 10-minute buffer time before meetings to your calendar is a great way to have accountability."

Note: Sometimes, Team Members may struggle with punctuality due to various reasons. It's crucial to address this concern not as a critique but as an opportunity for growth. The intention is not to discourage their enthusiasm for presentations but to ensure that their valuable contributions are maximized within the team's collaborative environment. By addressing this issue, we aim to create a more efficient and cohesive team dynamic.

What do you do if your team member is great at getting tasks done but not good at adding them to the specific project management tools? For example, they have done everything in the project but have not documented the processes.
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Accomplishment: "I just wanted to let you know that your output and task execution have been on point!

Challenge: "While you are giving excellent output, the issue we're facing is that you are not regularly documenting your work on (Asana, Monday, Trello, etc). You are doing great work for our team, but I need you to know that it's a mandatory part of the job to update the relevant project management tools.”

Transparency: "I appreciate your desire to be an independent, self-motivated worker. These really are traits I want in every Team Member; we just have to make sure we do everything according to policy, and we have visibility of documents. You're not in trouble at all, and I want you to keep up the good work, but we need to set an improvement goal to help you get there.”

Setting the Development Goal: "Let's work on creating a habit for updating the project management tool. How about adding a task to your daily to-do list or calendar to update the CRM at the end of every workday? This way, it becomes a part of your routine, ensuring that our records are always up-to-date and your fantastic work gets the acknowledgment it deserves."

Note: Team Members may sometimes overlook documentation due to a personal tendency to prioritize task completion over procedural adherence. It's not necessarily a sign of incompetence but may stem from forgetfulness or a focus on immediate output. Additionally, this could highlight the need for clearer Standard Operating Procedures (SOPs) and managerial guidance on project management processes. In such cases, reinforcing accountability and setting explicit expectations can help align individual efforts with established workflows. It's important to clarify that the intention is not to hinder progress but rather to stay informed. By staying updated, we can make informed decisions for the entire Team and ensure a smoother workflow.
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It's important to always pay attention to your Team Members' strengths and weaknesses. Addressing these aspects in a timely manner is key, but equally important is the way you communicate. Engaging with your Team empathetically and constructively while setting developmental goals ensures a supportive environment for growth. By combining insights into strengths and weaknesses with thoughtful communication, you pave the way for improvement in the next quarter.
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For the ACTS Framework to work:
- Both Managers and Team Members should embrace this unique framework.
- Managers and Team Members are encouraged to both participate and follow the framework's instructions before the 1-on-1 Meeting.
- Once all individuals have completed their ACTS Framework, it's time to set the 1-on-1 Meeting to share your ACTS.
- Encouraging the Team Members to share first is a great step for Managers to understand what their teams are most proud of, what challenges they are facing, and how they would feel most supported by leadership.
- Completing the ACTS Framework together helps both the Manager and Team Members to have transparent communication, accountability, and collective improvement goals.

As you can see, the purpose of the ACTS Framework is to strengthen the relationship between managers and Team Members, provide a platform for ongoing transparent communication, ensure that individuals feel supported and valued in their roles, and of course, to improve the business processes in the next quarter!

At Virtual Work World, we understand the intricacies of Remote Team Management. If you're looking for guidance on implementing the ACTS Framework, we can host a Management Team Webinar for your Team to train them on this to help retention and leadership. Or, if you prefer a more personalized approach, our Global HR Solutions are here to assist you in discussing challenges within your Team or setting Development Goals with you. Reach out to us today, and let's ensure your end-of-quarter reviews become a catalyst for growth and excellence. 🚀