HR’s Secret Weapon: The 9-Box Matrix Unveiled

7 min readNov 19, 2023

In the previous discussion, I have explained a tool to map employee skills, namely Skill Matrix. Now, I will explain to you a different tool from Skill Matrix but still trending among HR practitioners, The Nine Box Matrix. Before going any further, to avoid confusion it is better to first understand what the difference between these two tools is.

The Objectives: The Nine Box Matrix focuses on performance assessment and employee’s potential for employee development, while The Skill Matrix focuses on skill indetify and competencies that employees have.

Usage: The Nine Box Matrix is useful in the Talent Management System and the Skill Matrix is useful in the Skill Management System and job placement.

Employee Evaluation: In the Nine Box Matrix, employees are reviewed by their performance and potential. In the Skill Matrix, employees are reviewed by their skills and competencies.

Both tools have an important role to play in HR Management and the correct selection of which tool to use depends on the specific objective and needs of the organization. The Nine Box Matrix helps identify future leaders, while the Skill Matrix helps ensure the organization has the right skills for existing roles or positions.

Nine Box Matrix is a method or tool for reviewing employee performance by evaluating the level of current employee’s contribution and their potential toward the organization. The use of The 9 Box Matrix itself can be used or benefited by various levels, starting from: — Individuals — Leaders — Managers.

Benefits of the 9 Box Matrix:

For Individuals: Being able to know where we start. With the existence of Nine Box Matrix will help us as employees or staff to make a goal or plan ahead.
For Managers or Team Leaders: This matrix will help to map out the strengths of the team.

Steps to create the 9 Box Matrix:

First, categorize based on employee performance and divide into 3 levels: low, mid and high performance.

Low performance means the employees have failed to achieve the targets or standards that have been given to them.

Mid or moderate performance means the employees have achieved the targets or the standards that have been given to them.

High performance means the employees have exceeded the targets or standards that have been given to them.

There are several ways to evaluate employee performance, such as: Quantitatively measure employee productivity; By looking at the results of feedback, both from supervisor, coworkers and also customers (if the work is in contact with customers).

Second, categorize based on employee performance and divide into 3 levels: low, mid and high potential.

Low potential means the employees do not show the potential to develop or do not work according to their potential.

Mid or moderate potential means the employees no longer have the potential to develop both in terms of performance and expertise.

High potential, means the employees are mature enough and ready to be promoted or can also be prepared for a position / responsibility that is much greater than the current one.

There several ways to evaluate employee potential, such as: define employee potential. We can define them based on the level of their position, their role in the company, and the scope of their responsibilities. And/or do an assessment based on the definition that have made before. For assessment tools there are many ranging from creating templates in excel, to utilizing the features in an HRIS software. Now, try to take a look at the 9-Box Matrix Dashboard below!

Explanation of the 9 box matrix board and action plan for each position

Bad Hires or Under Performance, those who fall into this category are employees who have a bad attitude, then there is a mismatch between the abilities they show during the interview process and when they work.

Characteristics:

Have bad performance
Can harm the organization
It’s common for employees to get caught up with out-of-control conflicts

Action Plans:

Do not invest a lot of training on them
Remove from the company or remove from a strategic position
Assign the right responsibilities

Up or Out, this category includes employees who have moderate performance but low potential or vice versa where their performance is low but their potential is moderate.

Characteristics:

Employees who have good performance but limited potential. This category is also commonly called the “Effective” type. Employees in this category may be able to work steadily but they cannot be counted on too much.
Employees who have low performance but good potential. This category of employees is commonly called the “Dilemma” type, which can make HR a dilemma as well.

Action Plans:

The Effective Type: We must make a good plan and monitoring such as giving them more responsibility while providing coaching.
The Dilemma Type: We must first find the cause of their underperformance and then provide coaching. For this type you must provide the right mentor so that this employee can improve his performance results.

Workhorses and Dysfunctional Geniuses, employees who have high performance but low potential or vice versa where employees have very high potential but in terms of performance are still low.

Action Plans for Workhorses:

Know where your highest-performing employees are.
Provide coaching before being given new responsibilities.
Involve employees in events that can boost their confidence.
Give challenges ranging from small to big.

Action Plans for Dysfunctional Geniuses:

Find out what causes their performance to not be optimal, because it could be possible that their current position / responsibilities are not in accordance with the skills they have.
Next, create a structured development plan so that their performance can improve.
Conduct regular evaluations so that these employees develop faster and achieve maximum performance.

Future Stars, which consists of high potential, core players, and high performance. These are the employees who can be the backbone of the company and leaders in your company, because they are good in both performance and potential.

In a further definition, high potential and high performers are employees who have promising performance and potential. They just need a little attention to optimize their role in the organization. While core players are average employees who need support, through coaching and continuous development to improve their performance.

Action Plans for High Potential:

Give them challenges or goals both in the short and long term, because employees with these criteria need challenges.
Next, give them new responsibilities either things that have already been done by others or new things that no one has ever tried. For example, leading a new division, etc.
Then, keep providing them with training to improve their performance and monitor them regularly.

Action Plans for Core Player:

You can provide them with soft skills training, such as leadership skills, which will increase their competency level.
In addition, you can also try to give them some short-term project tasks so that they can feel the challenge and responsibility if they go to the next level.
Not only that, make sure they know that they are valuable to the company.
And don’t forget to give them the credit they deserve for their achievements.

Action Plans for High Performance:

Give tasks 1 level above them or tasks that have never been done, to add to their confidence in their potential.
Give them a mentor at least 1 level above them, who can help them prepare for a higher level or position.
Give them a new position to explore in the short term, so that they can explore beforehand which in the long run they can be given a high level position such as management level.

Stars are employees who have high performance and potential. They have a very important role in the company and in the future can become leaders, not only at the middle level but also up to the management level.

Action Plans for Stars:

First, try to give them frequent tasks that have a high level of challenge. Because, employees with these criteria tend to get bored quickly if they have achieved the goals set at the beginning or are given tasks with a lower level of challenge.
Secondly, give them mentors who come from the management level, because one day employees with these criteria can become successors at the management level.
Third, give them space to implement their ideas to make the company better.
And finally, reward them according to their achievements and contributions to the company. Because, if they feel less rewarded in the form of salary and others, they may look for a new company.

Pros and Cons of 9 Box Matrix

Pros:

Easy-to-understand depiction of the group
Clarify the composition of employees in a team
Helps employees to understand the performance expectations of the company
Helping leaders/managers to regeneration

Cons:

The assessment process can be time-consuming, because it involves many parties
Sometimes the objectivity of assessment measurements can be biased due to the preferences of the leader/manager
Assessment of potential is something that is difficult to assess

As a leader or HR, be wise in choosing the tools used in measuring or processing existing human resources. Consider the circumstances and needs of the company. Every tool must have pros and cons, it’s just a matter of how to optimize the tool for the goals you want to achieve.

If you are interested in using the 9 Box Matrix, you might want to read A Step-by-Step Guide to Crafting a Nine-Box Matrix in Excel . Good luck! 😊