Complete one worksheet per role. By the end, every person in your team has a clear set of KPIs, non-negotiables, and a weekly check-in structure they own. You get visibility without chasing anyone.
Steps6
Time per role15 min
OutputOne complete role report card
Work through this worksheet once per role. If you have six people in your team across four roles, you will complete four worksheets. Each one becomes the foundation for that person's weekly report card.
1
Define the role
Get clear on what this role is responsible for before you hold anybody accountable.
2
Set the KPIs
Up to 3 measurable outputs that tell you if this role is performing week to week.
3
Non-Negotiables
The baseline behaviours this role must hit every single week. No exceptions.
4
RAG Thresholds
Define what green, amber, and red actually look like for this specific role.
5
The Weekly Pulse
Set the cadence. When they submit, when you review, what happens when someone goes red.
6
Role Summary
Your completed role card. Print it, share it, and hand it to the team member.
1
Step 1 of 6
Define the Role
⏳ ~3 min
Progress saves automatically
Before you measure anything, get clear on what this role is actually for. Most accountability problems start here. The role is vague, the expectation is assumed, and nobody told the person what "good" looks like.
One worksheet per role. If two people share the same role and the same KPIs, complete this once and apply it to both. If their outputs differ, complete a separate sheet for each.
Role Details
Role Title
Team Member Name(s)
What is this role primarily responsible for?
Ownership
What does this role own? (List the key outputs or areas)
Who does this role report to?
How many direct reports (if any)?
What would break if this role disappeared tomorrow?
2
Step 2 of 6
Set the KPIs
⏳ ~4 min
Progress saves automatically
Define up to 3 KPIs for this role. These are the numbers that tell you, at a glance, whether this person is performing this week. If you cannot measure it weekly, it is not a KPI. It is a goal. Keep them separate.
Good KPIs are specific, weekly, and owned by the person. Bad KPIs are vague ("client satisfaction"), too infrequent to track weekly ("quarterly revenue"), or outside the person's direct control.
KPI Examples by Role
Not prescriptive. Use as a starting point only.
Account Manager
Client NPS score, upsell conversations held, retention rate, reports sent on time, client calls completed
Paid Media Manager
ROAS across accounts, campaigns live on time, optimisations made, budget pacing accuracy, performance reports sent
Project Manager
Tasks delivered on time, blockers flagged proactively, team capacity tracked, client milestones hit, sprint completion rate
Designer
Assets delivered on brief, revision rounds per project, turnaround time, client approval rate, brand guideline compliance
Copywriter
Words delivered per week, first-draft approval rate, briefs completed on time, client feedback score, content calendar adherence
VA / Ops
Tasks completed vs assigned, response time to messages, SOPs followed, recurring tasks completed on schedule
Your KPIs for This Role
Define up to 3. For each one, set a weekly target: the number that represents a solid week.
1
KPI Name
Weekly Target
How is this measured?
2
KPI Name
Weekly Target
How is this measured?
3
KPI Name (optional)
Weekly Target
How is this measured?
3
Step 3 of 6
Non-Negotiables
⏳ ~3 min
Progress saves automatically
Non-negotiables are not KPIs. They are the baseline behaviours this role must hit every single week. The minimum standard that keeps the business running and the team functioning. Missing a KPI is a conversation. Missing a non-negotiable is a problem.
Keep this list short and absolute. If you find yourself writing "usually" or "when possible," it is not a non-negotiable. Aim for 4 to 6 items maximum.
Common Non-Negotiables
Examples to draw from. Use what fits, ignore what does not.
EOD Update Submitted
A brief end-of-day summary sent to their manager by the agreed time.
Messages Responded to Same Day
All internal and client messages replied to within the working day.
Weekly Check-In Attended
Present and prepared for the weekly team or 1-to-1 meeting.
Weekly Priorities Set and Shared
Monday priorities submitted before 10am so the manager has visibility.
Blockers Flagged Proactively
Any issue that might affect delivery raised before it becomes a problem.
Client Deliverables on Time
All scheduled client-facing work delivered by the agreed deadline, every week.
Non-Negotiables for This Role
Define up to 6. Focus on the behaviours that, if skipped, cause a client complaint, a missed deadline, or a colleague being let down.
Non-Negotiable 1
Frequency
Non-Negotiable 2
Frequency
Non-Negotiable 3
Frequency
4
Step 4 of 6
RAG Thresholds
⏳ ~2 min
Progress saves automatically
As the manager, you set the thresholds for your direct reports before the system goes live. This removes subjectivity from the review process. When the week's data comes in, the RAG rating is a conclusion, not a judgment call.
Define this before the first submission. If you wait until someone has a bad week to decide what "red" means, you will always find a reason to call it amber.
What Each Colour Means
🟢
Green
KPIs on or above target. All non-negotiables met. No significant concerns.
🟡
Amber
Some KPIs or non-negotiables off track. Needs a conversation, not a crisis.
🔴
Red
Multiple KPIs or non-negotiables off track. Immediate conversation required.
Set the Thresholds for This Role
Select how many KPIs and non-negotiables being off track triggers each rating. Choose thresholds that feel fair but clear.
🟢 Green: this week is green when...
KPIs off track
Non-negotiables missed
🟡 Amber: this week is amber when...
KPIs off track
Non-negotiables missed
🔴 Red: this week is red when...
KPIs off track
Non-negotiables missed
What happens when someone gets a red week?
5
Step 5 of 6
The Weekly Pulse
⏳ ~2 min
Progress saves automatically
The best accountability system in the world fails if nobody runs it consistently. Lock in the cadence now, before you launch. Vague timing means it drifts. A clear rhythm means it sticks.
The pulse is simple: team member submits Friday. Manager reviews Monday. Any red or amber requires a conversation between manager and direct report to resolve quickly. The goal is support, not punishment.
Set the Cadence
Submission deadline (team member)
Manager review deadline
Where will the pulse be submitted?
Who reviews this role's pulse?
The Conversation Protocol
Define what happens at each RAG level so there is no ambiguity when a difficult week comes up.
🟢 Green: manager action
🟡 Amber: manager action
🔴 Red: manager action
Manager Commitment
Tick each commitment. These carry through to the final role summary so the team member knows their manager has skin in the game too.
✓
I am happy with the KPIs for this role and acknowledge that they are both reasonable and within the person's control.
✓
I will commit to reviewing on time and providing proper feedback each week, as per my duty as a manager.
✓
I will fully support my team member in this role to help them succeed.
6
Step 6 of 6
Role Summary
⏳ ~1 min
Everything you have defined, pulled into one place. Print this page and walk through it with your team member before the system goes live. This is a shared agreement, not a one-sided expectation.
Share this with the team member before week one. Accountability only works when expectations are agreed, not imposed. Walk through it together. Answer their questions.
Role Report Card Brief
Role
Team Member
Reports to
Role Purpose
KPIs
Non-Negotiables
RAG Thresholds
Submission and Review
Manager Commitments
🖨 Print this page or save as PDF to share with your team member. Use File → Print in your browser.
Worksheet complete
Complete a new worksheet for each additional role in your team.
