People & Organisational Development

Managing & Supporting Performance - Routine Management

Creating a Culture of High Performance

Routine management is the everyday practice of supporting, guiding, and motivating colleagues to perform at their best. Managing performance isn’t just about waiting for problems to arise, it’s about creating a culture where high performance is expected, supported, and celebrated.

Why Routine Management Matters

When performance is managed well day-to-day, colleagues are more likely to feel engaged, confident, and capable. Many performance issues can be prevented through regular conversations, clear expectations, and a supportive environment.

Through routine management you can:

• Reinforce expectations and celebrate progress.
• Encourage curiosity and continuous learning.
• Create a culture of excellence through everyday actions.

 

Key Actions for Line Managers

1. Set and Review Clear Objectives

• Agree realistic, measurable objectives that align with the role and the University’s strategic priorities. Refer to the guidance for Setting SMART Objectives.
• Revisit objectives regularly to ensure they remain relevant, especially as priorities shift or workloads change.
• In line with our value of Ambition & Excellence, encourage colleagues to take pride in their work and aim high, focusing on outcomes and ownership.

2. Encourage two-way communication

• Use informal check-ins to discuss progress, offer feedback, listen to concerns, and provide encouragement.
• Make space for open dialogue to build trust and ensure colleagues feel supported to prevent small issues from becoming bigger problems.
• Support a culture of Curiosity & Discovery by encouraging questions, new ideas, and reflection on what’s working and what could be improved.

3. Support Development and Innovation

• Encourage colleagues to engage in ongoing professional development and career planning.
  
  • For Professional Services colleagues, the Career Pathways Framework provides a structured approach to progression.
  • For Academic colleagues, the Academic Promotions Framework and Early Career Development Programme (ECDP) offer clear routes for advancement and support.
• Promote a spirit of Curiosity & Discovery by encouraging colleagues to explore new ways of working, challenge the status quo, and reflect on what they've learned. Support creativity and innovation, and help minimise barriers to change.
• Recognise that development is not one-size-fits-all. Tailor support to individual needs, and encourage colleagues to see ideas and inspiration from across the University and beyond.

4. Monitor Wellbeing and Workload

• Be proactive in managing stress and workload. Use stress risk assessments where appropriate.
• Check in regularly to ensure colleagues feel supported and that expectations remain fair and manageable.
• Ensure that objectives remain achievable and that support is available when needed.
• Where an underlying medical condition or disability is affecting performance at work, seek advice from P&OD before progressing the Performance Improvement Process.

5. Use the PDR Process to Effectively Align with Strategy 2025

• The annual Performance and Development Review (PDR) is a valuable opportunity to reflect on past performance and plan for the year ahead. However it should be supported by regular conversations throughout the year.
• PDRs should be meaningful, forward-looking conversations that align individual contributions with the University's strategic ambitions, as set out in the University’s Strategy 2025: World Changers Together, as well as local College, School, or Service plans.

6. Recognise and Reward Excellence

• Recognition is a vital part of routine management. It reinforces positive behaviours, boosts morale, and helps colleagues feel valued for their contribution.
• Everyday recognition, such as a thank you, a shout-out in a team meeting, or a personal note, can have a powerful impact.
• The University's Recognition Rewards Voucher Scheme provides a flexible, instant way to acknowledge exceptional effort aligned with our values.
• The University’s annual Rewarding Contribution process offers a formal route to recognising sustained or one-off exceptional performance.
• There are also specialist award schemes to celebrate excellence:
  
  • Teaching Excellence Awards
  • James Watt Technician Prize
  • People Make Research - an initiative to recognise collegiality and good practice across the whole research community.

Creating a Culture of High Performance

Routine management is about more than just keeping things on track, it’s about creating a culture where high performance is expected, supported, and celebrated. By maintaining regular dialogue, aligning work with strategic goals, and supporting development, managers play a vital role in helping colleagues reach their full potential.