--- name: small-team-management version: 1.0.0 description: | AUTO-TRIGGER: Apply this skill when the user is managing a small team of two to six direct reports in a marketing, demand gen, or RevOps function. Trigger phrases include: "my team," "one of my reps," "direct report," "someone on my team is struggling," "how do I give feedback," "my one-on-ones aren't working," "I think I need to let someone go," "how do I manage a team member who," "performance issue," "underperformer," "how do I build a team that," or any situation where the user is navigating the people management dimension of a Director-level role. Also trigger when the user is building a team from scratch, inheriting a team, or trying to get more out of a team that is not performing at the level the role requires. Do NOT trigger for HR policy questions, formal disciplinary processes, or organizational design at scale. This skill is specifically for a Director-level practitioner managing a small team directly, without formal HR management training and often without a dedicated HR business partner. allowed-tools: - Read - Write - Edit --- # Small Team Management: People Skills for the Practitioner Who Came Up Through the Function This skill addresses the people management challenges of a Director who built their career in demand gen, RevOps, or marketing operations and now manages a small team of two to six people. Most Directors in this position learned their function deeply but learned management on the job. The result is a leader who is technically excellent and managerially uneven, not because they are not capable, but because no one taught them the specific skills that make a small team work. The problems this skill addresses are different from HR problems. HR manages processes, documentation, and legal compliance. This skill manages the actual human dynamics of a small team: how to have the feedback conversation that changes behavior, how to identify the person who is quietly underperforming before it becomes a crisis, how to run a one-on-one that is worth the time on both sides, and how to make the call on letting someone go without doing it wrong. --- ## HOW TO SET UP THIS SKILL Provide: - Team size and structure: how many direct reports, what their roles are - The specific situation: a performance issue, a feedback conversation you are preparing for, a one-on-one that is not working, or a team dynamic problem - How long the person has been on the team and in the role - What you have already tried - Whether HR has been involved or needs to be --- ## The One-on-One That Actually Works Most one-on-ones in marketing and RevOps functions are status updates. The manager asks what is happening, the direct report gives a summary of their week, and nothing changes as a result of the conversation. That is a waste of thirty minutes for both people. A one-on-one that functions well accomplishes three things the status update does not: it surfaces problems before they become visible to leadership, it gives the direct report a space to raise things they would not raise in a team meeting, and it builds the working relationship that makes feedback land when it needs to. **The structure that works for a small marketing or RevOps team:** Open with their agenda, not yours. The first question is: "What do you want to cover today?" Not "here is what I want to talk about." This signals that the one-on-one is not a status report to you. It is their meeting. If they have nothing, that is itself a signal. Use one question every few weeks that goes below the surface. Not performance questions. Questions that reveal how they are actually experiencing the role. Examples that produce useful answers: "What is the most frustrating part of your job right now that we have not talked about?" "If you could change one thing about how we work as a team, what would it be?" "Is there anything you feel like you are not getting enough support on?" These questions feel uncomfortable to ask because the answers might be uncomfortable. That is the point. A direct report who feels like they can raise real things in a one-on-one is less likely to raise them in a resignation letter. **What not to do in a one-on-one:** Do not use it as the primary accountability conversation. The one-on-one is not where you review tasks and check whether things got done. That creates a surveillance dynamic that makes the direct report less likely to be honest. Task accountability happens elsewhere. Do not cancel it. Canceling a one-on-one once signals that your time is more important than theirs. Canceling it repeatedly signals that they are not a priority. Both erode the relationship that makes management work. --- ## Giving Feedback That Changes Behavior Most feedback conversations in small marketing teams fail because the manager softens the feedback to the point where the message is lost, or delivers it so directly that the direct report becomes defensive. Both outcomes produce the same result: the behavior does not change. **The structure that works:** Describe the specific behavior, not the person. Not "you are disorganized" but "the campaign brief was missing the targeting criteria when you sent it to the media team, which meant they had to come back to you before they could start the build. This happened on the last three campaigns." Name the impact, specifically. Not "this creates problems" but "this is adding two to three days to every campaign launch and is starting to affect our ability to hit the dates we commit to sales." Ask a question before prescribing a solution. "What is getting in the way of getting the full brief done before it goes out?" This does two things. It treats the person as someone who can diagnose their own problem, which is more respectful and often more effective than being told what to do. And it surfaces information you may not have that is causing the issue. Agree on one specific change, not a list. "Going forward, I want the brief to be complete before it goes to the media team. If there are elements you cannot fill in, I want to know before it goes out, not after. Does that work?" One change. Not five. **The timing question:** Feedback should be delivered close to the event that triggered it, not saved for a review cycle. A behavior that happened in March and is raised in a June performance review creates confusion ("why didn't you say something earlier?") and makes it harder for the person to connect the feedback to the specific event. **The pattern that signals a real problem:** One instance of a behavior can be a mistake. Two instances can be a coincidence. Three instances of the same behavior after a feedback conversation is a pattern that requires a different kind of conversation. The third instance is when you shift from coaching to deciding. --- ## Identifying Underperformance Before It Becomes a Crisis The most common mistake Directors make with underperforming team members is waiting too long to address it. They see the early signals, they convince themselves the person is going through something or will improve, and three months later they are having a PIP conversation that should have been a coaching conversation six months earlier. **The early signals that are worth acting on immediately:** Missed deadlines that are explained away. One missed deadline with a legitimate explanation is a data point. A pattern of deadlines that are always just barely met or quietly adjusted is a signal. Quality that requires consistent rework. If you are regularly editing, revising, or rebuilding work that should be delivered ready to use, the person is not performing at the level the role requires. Low initiative. On a small marketing team, everyone needs to identify problems and bring solutions, not wait to be told what to do. A team member who only does what they are explicitly asked and never surfaces anything on their own is coasting. Avoidance of accountability. If a deadline slips and the person does not proactively flag it or own it, and instead waits for you to notice, that is a pattern worth naming. **The conversation that happens at the early stage:** Do not wait until you are sure there is a problem. Have the conversation when you see two consistent signals. "I want to give you some feedback before it becomes a bigger issue. Here is what I am observing and here is the impact. I want to understand what is going on so we can work through it." This conversation is easier, more productive, and more likely to result in improvement than the conversation you have after three more months of the same behavior. **When coaching is not working:** If you have had two or three direct feedback conversations about the same behavior and the behavior has not changed, the situation has shifted from a coaching problem to a fit problem. The question is no longer "how do I help this person improve?" It is "is this person in the right role?" That question has a different answer depending on whether the person has the capacity to do the work and is not doing it (a will problem), or does not have the capacity to do the work at the level the role requires (a skill problem). The distinction matters because the response is different. A will problem: the person is capable but is not engaged, not trying, or not prioritizing the work. The conversation is about expectations and consequences. "I need to be direct with you. This is not where you need to be, and if this does not change in the next 30 days, we will need to talk about whether this role is the right fit." A skill problem: the person is working hard and trying but cannot consistently produce at the level the role requires. The conversation is about fit, not effort. "I want to be honest with you. The role requires X and you are consistently producing at Y. I do not think more time or coaching is going to close that gap. I want to think with you about what the right path is." --- ## Making the Decision to Let Someone Go This is the hardest management decision for a Director who came up through the function. Most practitioners wait too long, not because they do not see the problem, but because the conversation feels enormous and because they genuinely like the person even when the performance is not working. **The signal that the decision needs to be made:** You have had repeated feedback conversations. The behavior has not changed meaningfully. The work is consistently below the level the role requires. The team is absorbing the gap, either through extra work or through workarounds, and that absorption is starting to affect the team's output and morale. When the team knows someone is underperforming and leadership does not act, the leadership credibility erodes. High performers on a small team notice who is not carrying their weight. They do not say anything directly, but they adjust their own behavior over time in response to the standard they observe being tolerated. **Before making the decision:** Talk to HR. Even if HR has not been involved in the coaching conversations, they need to be involved before a termination. Not because the documentation needs to be perfect, but because there are legal and procedural considerations that vary by state, employment type, and company policy. Do not skip this step. Be honest about whether the coaching was clear. Did the person know their job was at risk? If you gave feedback but never said explicitly that continued underperformance would result in termination, the feedback did not fully do its job. In many cases you will need to have one clear "this is a final warning" conversation before making the final decision. **The conversation itself:** Keep it short and direct. "I have to tell you that your last day with the company will be [date]. This is not a performance improvement conversation. The decision has been made." Then explain what happens next in terms of severance, benefits, equipment return, and access. Do not over-explain the decision or relitigate the performance history in the moment. The conversation should be under ten minutes. Do it early in the week, not on a Friday. Letting someone go on a Friday and then leaving them without any way to ask questions over the weekend is unkind and unnecessary. Have a plan for the team. You do not need to give details, but you need to communicate to the team quickly. "I want to let you know that [name] is no longer with the company. We will talk about how we cover the work as a team while we figure out next steps." Silence after a termination creates more anxiety than a brief, direct acknowledgment. --- ## Building a Team That Operates Without Constant Supervision A small marketing or RevOps team that requires constant management input to function is a team that has not been set up to work independently. On a team of two to six people, if the manager is a bottleneck on decisions, the team's output ceiling is the manager's available hours. That is a structural problem, not a people problem. **What changes this on a small marketing team specifically:** Assign campaign and program ownership end to end, not by task. A team member who owns "paid LinkedIn" should own the targeting decisions, the creative review, the budget pacing, and the performance reporting, not just the execution of a task handed to them by the manager. Task ownership creates dependency. Program ownership creates accountability. When a direct report brings you a problem, respond to their proposed solution rather than providing your own. "What do you think we should do?" followed by "what concerns do you have about that approach?" builds faster judgment than solving it for them. On a small team, every person who cannot yet make decisions at their level adds management load. Developing their judgment is not a favor. It is a business requirement. Define explicitly which decisions each person owns, which they should flag before making, and which require your input. Write this down. "You own: campaign structure, creative brief, targeting. Flag before doing: anything over $X in spend, anything that changes the attribution setup. Bring to me: anything that affects the sales team's pipeline view or commits a date to a stakeholder." Without this clarity, everything defaults to being brought upward. ## Keeping Strong Performers on a Small Team On a team of two to six people, losing one strong performer is not a 20 percent capacity reduction. It is a disproportionate capability reduction because strong performers on small teams tend to be doing work that no one else can do at the same level. Most Directors do not have explicit retention conversations with their best people until those people already have another offer. By that point, the retention conversation is often too late. The decision has usually been made emotionally before the offer arrived. **The early signal that a strong performer might be considering leaving:** They start mentioning their career growth or trajectory unprompted. They ask questions about the company's plans or direction that suggest they are thinking about fit at a level beyond their current role. They start documenting their work more carefully than usual. They are less engaged in planning conversations about things that are six to twelve months away. **The proactive retention conversation:** Have it before there is any signal. Once a quarter, ask a strong performer directly: "Are you getting what you need from this role? Is there anything that would make this a better fit for where you want to go in the next two years?" These questions open the door to raising concerns before they become resignation triggers. If a strong performer raises growth concerns, respond with specifics rather than reassurance. "I hear you on growth. Here is what I can offer in the next six months: ownership of X, exposure to Y, and a path to Z if the program performs." Vague reassurance that things will get better is not a retention strategy. --- ## Deliver the Team Management Plan Output in this format: ``` TEAM MANAGEMENT PLAN Situation: [the specific challenge the user described] Team size: [number of direct reports] Built: [today's date] SITUATION ASSESSMENT [What is driving the challenge based on what the user described. Be direct. If the manager is contributing to the problem through unclear expectations or inconsistent feedback, say so. If the direct report has a genuine performance problem, name it clearly.] IMMEDIATE ACTION [The single most important thing to do in the next week. Specific, not generic. Not "have a conversation" but what the conversation should accomplish and how to open it.] THE CONVERSATION TO HAVE [If a specific feedback or performance conversation is needed, the exact structure: what to say to open, what to ask, what to agree on. Specific language, not a framework.] ONE-ON-ONE ADJUSTMENT [If the one-on-ones are not working, the specific change to make to the format or questions. If they are not happening, why they need to start and what the first one should cover.] DECISION POINT [If the situation involves potential underperformance: the specific observable criteria that will tell you within 30 days whether the coaching is working or whether the decision needs to shift to fit. Not a timeline. Observable behavior.] WHAT NOT TO DO [The one mistake the user is most likely to make in this situation based on what they described. Named directly.] ``` --- ## Output Rules - Do not default to generic management frameworks. Every recommendation should be specific to a small B2B marketing or RevOps team managed by someone who came up through the function. - Be direct about situations where the manager is contributing to the problem. A Director who has never given clear feedback cannot accurately assess whether an underperformer has a will problem or a skill problem. - If the situation requires HR involvement, say so explicitly and explain what to ask HR before proceeding. Do not give legal advice. Flag the legal considerations without advising on them. - The "decision point" section must be behavioral, not temporal. "In 30 days" is not a decision point. "If the campaign brief continues to go out incomplete in the next four campaigns" is. - No em dashes. Use commas or periods.