Each employee gets scored on 5 core values using a 1-5 scale. Crew leads are also scored on 5 leadership categories. Scores are entered into the Performance Tracker spreadsheet. The tracker automatically calculates the total, performance level, improvement flags, and raise eligibility.
| Score | Level | What Happens | Raise Eligible? |
|---|---|---|---|
| 20-25 / 25 | High Performer | Recognize. Discuss advancement or leadership path. | YES — discuss with Derrick |
| 15-19 / 25 | Solid Performer | Acknowledgement. Identify 1 area to push toward 20+. | YES if 18+ avg over 3 months |
| 11-14 / 25 | Needs Development | 30-day improvement plan required. Weekly check-ins. | NO — not until 15+ for 2 months |
| 5-10 / 25 | Unacceptable | Immediate probation. Loop in management immediately. | NO |
AUTOMATIC RULE: Any single category score of 1 = immediate improvement plan, regardless of total.
The tracker will flag this automatically.
Week 4 of each month. Takes 15-30 minutes.
Attendance records — who was on time, who called out, any no-call/no-shows.
Job completion times vs. estimated hours — are crews finishing within budget?
Before/after photos — were photos posted for all jobs?
Notes and incidents flagged by Managers, Leads, or Clients during the month.
Customer feedback from the past month — complaints, compliments, callbacks.
Equipment care — proper tool storage in trucks, any damage, missing tools.
Safety incidents or near-misses — PPE compliance, power tool usage.
Client callbacks and the reasons behind them.
Time accuracy — clocking in/out correctly, not rounding up hours.
Ask: “How is your crew doing this month? Is anyone crushing it? Anyone I should know about?”
Listen for: attitude issues, standout performers, conflicts, or anything that affects job quality.
This takes 5 minutes and gives you context before you score.
Open the Performance Tracker spreadsheet. For each employee, assign a score of 1-5 for each core value based on what you observed this month. Takes about 15 minutes for the full team.
| Category | What to Consider When Scoring | Common Score Signals |
|---|---|---|
| Safety (1-5) | Violations this month? PPE worn consistently? Hazards reported promptly? Safe equipment use? | 0 violations = start at 3. Any violation = 2 or below. Major violation = 1. |
| Integrity (1-5) | LMN attendance, punctuality, honesty about mistakes, time tracking accuracy, how they treat client and company property. | Perfect attendance + reliable = 3 or 4. Any no-call/no-show or dishonesty = 1. |
| Excellence (1-5) | Customer feedback, callbacks this month, photo documentation in LMN, efficiency within allotted hours, task list completion. | No callbacks + good photos = 3. Zero callbacks + client compliments = 4. |
| Teamwork (1-5) | Crew lead feedback, how they help others, attitude during tough days, communication about job status and delays. | Reliable + positive = 3. Consistently helps without being asked = 4. |
| Growth Mindset (1-5) | Accepts feedback without getting defensive, learns new skills, asks questions, shows visible improvement since last month. | Open + improving = 3. Proactively seeking growth = 4. |
Score these in addition to Tier 1. Tier 2 measures how the crew lead manages their crew day-to-day — not just their personal performance. Max 25 points. Grand total is 50.
| Category | What to Consider When Scoring | Key Signal for a 3 |
|---|---|---|
| Planning & Communication (1-5) | Did the crew arrive prepared for every job? Were scope, equipment, and sequencing sorted before the day started? Did the lead communicate issues to management proactively, or did you find out about problems after the fact? LMN documentation completed on time? | Jobs sequenced correctly, crew briefed at start of shift, LMN notes completed on time, issues communicated when they came up. |
| Team Development (1-5) | Is the crew getting better under this lead? Are new hires integrating and performing? Is the lead coaching — not just correcting — their crew members? Is morale stable? Are conflicts being addressed? | Crew is functional and improving. New hires are on track. Corrections made when needed. Morale is acceptable. |
| Quality Control (1-5) | What is the crew quality average this month? Are walkthroughs being completed before leaving every job? How many callbacks came from this crew, and were they handled fast? Is the lead catching issues before clients see them? | Crew quality avg 80-84%. Walkthroughs done consistently. Callbacks handled quickly and professionally. |
| Problem Solving (1-5) | How often did this lead escalate routine field problems they should have handled independently? Did they make sound decisions when scope changes, access issues, or equipment problems came up? Did problems get resolved in the field, or did they land on your desk? | Handles standard field situations without help. Escalates only when appropriate. Problems do not fester or affect the client. |
| Client Relations (1-5) | How does this lead conduct themselves when clients are present? Any client complaints tied to their behavior or communication? Did they make commitments to clients outside their authority? Any client compliments that specifically mention this lead? | Represents GGL professionally on site. Does not make unauthorized commitments. Flags client concerns promptly. |
Scoring Tip: If you are unsure between two scores, go with the lower one. Do not round up out of niceness — that robs people of honest feedback.
Always write a note for any score of 1, 2, 4, or 5 — specific examples protect you and help the employee understand exactly what to improve or why they are doing well.
The tracker auto-calculates totals, performance level, and flags. You only need to enter the scores and your notes.
Schedule these in Week 4, the same week you score. Ideally only for team members who need improvement or personally requested a meeting. Do not wait — sooner after scoring is better.
5 minutes per crew member. 10-15 minutes per crew lead.
| Open Strong (2 min) | "Hey [name], let me start with what you're doing well this month. I've noticed [specific example]. That's exactly what we're looking for." |
| Share the Score (2 min) | "This month you scored [X] out of 25. Here's the breakdown... [walk through each one]." For crew leads: walk through both Tier 1 and Tier 2. Total is out of 50. |
| Address Concerns (3 min) | "Here's where I want to see improvement: [specific behavior, specific example]. Does that make sense?" Be specific. Reference behaviors, not personality. If they scored high, this part can be brief. |
| Set the Goal (2 min) | "What is ONE thing you want to focus on for next month? Let's make it specific." Let them choose when possible — people commit more to goals they picked themselves. |
| Questions (1 min) | "Any questions? Anything you want to discuss or push back on?" Give them space. Some of the most important information comes out here. |
After every meeting (2 minutes): Update the Notes column in the tracker with key points from the conversation. Flag any Action Required items — improvement plans, raise discussions, concerns to escalate to Derrick.
| 20-25 | High Performer | |
|---|---|
| What to Say | "You are setting the standard. You're exactly who we want representing GGL. Let's talk about what's next for you." |
| Action Items |
|
| 15-19 | Solid Performer | |
|---|---|
| What to Say | "You are doing good, consistent work and meeting our standards. Here's the one area where I think you can push it to the next level..." |
| Action Items |
|
| 11-14 | Needs Development | |
|---|---|
| What to Say | "I need to be straight with you — your performance is not where it needs to be. This is not about punishing you. Here's exactly what needs to change." |
| Action Items |
|
| 5-10 | Unacceptable | |
|---|---|
| What to Say | "Your performance is not meeting our minimum standards. We are putting you on formal probation. You have 30 days to reach 15 or above — if that does not happen, we will have to part ways." |
| Action Items |
|
Crew leads are scored on two tiers: Tier 1 personal performance (max 25) and Tier 2 leadership performance (max 25), for a grand total of 50. The 1-on-1 with a crew lead should take 10-15 minutes.
| Situation | Action |
|---|---|
| Tier 1 Below 15 | Automatic 30-day improvement plan regardless of grand total. Loop in Derrick. Two consecutive months below 15 on Tier 1 triggers a role demotion conversation. |
| Grand Total 25-32 | 60-day leadership development plan with structured coaching from Harold and Derrick. Not raise-eligible. Weekly check-ins required. |
| Grand Total Below 25 | Immediate leadership probation. Loop in Derrick same day. Discuss whether the crew lead role is still the right fit. 30 days to improve to 33+ or return to crew member role. |
For crew leads, walk through both Tier 1 and Tier 2 scores in the 1-on-1. Be specific about which leadership category is pulling the score down and what a concrete improvement looks like for next month. A crew lead who scores well personally but poorly on Planning, Quality Control, or Team Development needs coaching on execution — not effort.
| When | Task |
|---|---|
| Week 4 | Pull attendance, completion times, photos, and incident reports from LMN. |
| Week 4 | Quick 5-minute check-in with each crew lead — ask how their crew is doing. |
| Week 4 | Score each employee in the Performance Tracker (1-5 per category; Tier 1 and Tier 2 for leads). |
| Week 4 | Add specific notes for any score of 1 or 2 — examples required. |
| Week 4 | Conduct 1-on-1 meetings with team members who need improvement or requested a meeting. |
| Week 4 | Start any improvement plans for Needs Development or Unacceptable scores. |
| Week 4 | Update Notes and Action Required columns in the tracker after each 1-on-1. |
| Monthly | Flag any concerns to Derrick for admin documentation. |
| Monthly | Review raise eligibility — anyone hitting 18+ avg (crew) or 42+ avg (crew lead) over 3 months? |
Anyone scores below 11 (Unacceptable) — contact Derrick.
Anyone scores 11-14 (Needs Development) for two consecutive months.
A crew lead scores below 15 on Tier 1 — contact Derrick.
Any major safety violation — contact Derrick immediately regardless of score.
Any no-call/no-show — log it and notify Derrick.
Anyone is eligible for a raise (18+ avg for crew, 42+ for crew lead) — always run these by Derrick.
Significant improvement or decline in performance worth noting.
Any situation involving conflict, harassment, or behavioral violations.
“Why did I get this score?”
Walk through specific examples for each category. Always have at least one concrete example ready per category — especially for 2s and 1s. Example: ‘I scored you a 2 on Quality Control because there were two callbacks in February — the Jacobs property on the 6th and the Morrison job on the 19th.’
“This is not fair.”
Listen first. Then explain using data. ‘I hear you. Help me understand what you think I am missing. Here is how I looked at it… [give examples].’ Never debate without examples. Never back down from a score you have evidence for.
“Why did [person] get a higher score?”
Do not discuss other employees’ scores. Ever. ‘I am not going to compare you to other people. This is about you and our standards. Let us focus on what you can control.’
“I want a raise.”
Pull up the raise eligibility tab in the tracker. Walk through the criteria together: 6 months in role, 18+ average over 3 months, zero major safety violations, zero no-call/no-shows. If eligible, tell them you will bring it to Derrick. If not, show them exactly what they need to get there.
Someone is going through a personal situation.
One bad month does not define someone. We look at 3-month averages for raises. If someone is dealing with something real, tell them to come talk to you. We support our people. That said, minimum standards still apply — you can be empathetic and still hold the line.
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