Managing Team Performance When You're the Whole HR Department: 4 Foundational Keys to Success

It's always so interesting to me how some organizations believe they can manage their team's performance without a dedicated HR team or professional, while other organizations believe they have to have a dedicated HR person or team in order to manage performance and expectations.

If you were to ask me ten years ago, I would have told you 'yes' you have to have an HR team or professional in order to manage performance with your team. After being out on my own and speaking with several small business owners and working with several small organizations, I would tell you if you have foundational pieces in place, there is a high probability that you can manage performance, expectations and accountability of your team without having an HR team or professional.

The truth is, with the right strategies and foundational elements, you can build a productive, motivated workforce without adding HR staff to your payroll. The key lies in understanding that strong performance doesn't happen by chance—it requires clear expectations, consistent effort, the right support, timely feedback, and a system for continuous improvement.

Let's look at four key foundational pieces that make this possible:

1. Crystal Clear Performance Expectations and Goal Setting

One of the biggest barriers to strong performance is unclear expectations. Employees can't meet goals they don't understand. This foundation is absolutely critical—without it, everything else falls apart.

Start with role clarity. Every employee should know their assigned duties and responsibilities and how their work contributes to the company's success. Clarity fuels confidence and productivity. When team members understand not just what they need to do, but why it matters to the bigger picture, they become more engaged and purposeful in their work.

Move beyond traditional SMART goals. Instead, consider using the GOALS model: set goals that are Growth-oriented, Observable, Action-driven, Limit-crushing, and Shared. This keeps employees focused and motivated toward success while ensuring accountability.

Document everything. Put expectations in writing and share them with employees. This eliminates ambiguity and keeps everyone on the same page. When expectations are documented, there's no room for confusion about what success looks like.

As one business leader shared, the key is ensuring that "employees with a clear roadmap can focus on delivering results instead of guessing what's expected." This foundational piece alone can transform your team's performance.

2. Create Systems for Continuous Communication and Feedback

Traditional annual performance reviews are becoming obsolete. Modern performance management requires ongoing dialogue and what I call "feedforward"—focusing on future improvement rather than dwelling on past mistakes.

Schedule regular one-on-ones. These conversations aren't just for feedback; they're also an opportunity for employees to share concerns and ideas. Make these meetings consistent and protected time that demonstrates your investment in their growth.

Provide feedforward instead of feedback. Traditional feedback focuses on what went wrong. Feedforward shifts the focus to what's next. Instead of dwelling on past mistakes, give employees clear, actionable guidance on how to improve moving forward. This keeps conversations constructive, boosts morale, and helps employees stay engaged in their growth.

Recognize achievements regularly. Celebrate wins, no matter how small. A simple acknowledgment can boost morale and motivation significantly. Recognition doesn't have to be elaborate—sometimes a genuine "thank you" or public acknowledgment of good work is all that's needed.

The goal is creating open communication channels where employees feel heard, valued, and supported in their development journey.

3. Leverage Technology as Your HR Assistant

When your business doesn't have an HR team, technology can fill many of the gaps and help you manage performance more effectively and efficiently.

Performance tracking tools. Use performance management software to collect and analyze data efficiently. These tools provide insights that allow you to make data-driven decisions about your team. Many platforms now offer user-friendly interfaces specifically designed for small businesses.

Communication platforms. Use apps and digital tools to keep communication seamless, even in remote or hybrid work environments. This ensures that feedback and check-ins can happen consistently regardless of physical location.

Measurement and analytics. You can't manage what you don't measure. Identify key performance indicators (KPIs) that are tailored to each role and focus on the tasks that really matter. For example, sales teams might track closed deals, while customer service teams might monitor response times. All metrics should clearly align with business objectives.

As highlighted by MurryConsult's approach, technology can serve as a comprehensive solution for small businesses that need professional HR processes and structures without the resources to employ a full-time HR team member.

4. Foster Learning, Development, and a Growth Mindset

Performance improves when employees feel valued and supported. Investing in their growth isn't just about improving their skills—you're building loyalty and engagement that pays dividends in retention and productivity.

Prioritize learning and development. Work with employees to create individual learning and development plans that align with their career goals and job requirements. This could include training programs, mentorship opportunities, online courses, or cross-functional training that helps employees gain a broader understanding of the company.

Create career pathways. Help employees see how they can grow within your company. Show them both traditional and non-traditional career paths to help them envision what's possible. When people see a future with your organization, they're more likely to invest their best effort.

Encourage self-reflection and ownership. Give employees tools to assess their own performance objectively and set personal goals. This builds accountability and helps them take ownership of their professional development.

Investigate performance issues thoughtfully. When an employee isn't meeting expectations, the first step is understanding why. Performance issues often stem from unclear expectations, lack of resources, skill gaps, or personal challenges. A structured investigation helps uncover the root cause and determine the best course of action.

Know When to Outsource: Partner with Experts

While you may not have a dedicated HR team, you don't have to manage performance alone. Outsourcing some functions to experts like MurryConsult can bring immediate relief and long-term benefits.

• Custom Solutions: We help businesses create tailored performance management plans that create performance-oriented workplaces.

• Workforce Alignment: Our services ensure your team works cohesively toward shared goals.

• Talent Management: We help you attract, develop, and retain top talent for your team.

• Employee Engagement: We specialize in strategies that keep your employees engaged, motivated, and productive.

At MurryConsult, we understand that every organization is unique. Our goal is to assist in building or advising on the infrastructure of your HR processes, ensuring that the structure is in place for either one of your trusted advisors or leadership to sustain it. We provide the guidance and materials necessary to navigate transitions smoothly, ensuring buy-in from all stakeholders.

The Bottom Line

Managing performance without a dedicated HR team is possible when you have these foundational pieces in place. The key is being intentional about creating systems and processes that support your team's success.

Remember, strong performance management isn't about having the perfect HR department—it's about having clear expectations, open communication, the right tools, and a commitment to helping your people grow. When you invest in these foundational elements, you create an environment where excellence becomes the standard.

Whether you're a small business owner just starting out or leading a growing organization, these foundations will serve you well. And when you need additional support or expertise in specific areas, partnering with HR professionals like MurryConsult can provide the specialized guidance you need without the overhead of a full-time HR team.

The goal isn't to replace professional HR expertise entirely, but to build the internal capacity to manage day-to-day performance effectively while knowing when to seek expert guidance for more complex challenges. With the right foundations in place, you'll be amazed at what your team can achieve.