SHRM defines the 9-box grid as a widely used succession planning tool for assessing performance and potential in a 3×3 matrix. This guide breaks it down simply with free 9-box templates.

What is the 9 Box Grid?

“What exactly is the 9 Box Grid?” The 9 Box Grid is a tool used for evaluating an employee’s potential and performance in a given role. It’s like a superhero evaluation machine you would come across in the Invincible comic book universe!

It helps organizations determine which employees have the potential to take on higher roles within the company and which ones might need some extra training and development to reach their full potential.

How does the 9 Box Grid work for Succession Planning? Think of it as a map, a map to the future of your organization. It helps you navigate and plan for the future by identifying key positions and employees who may be ready to step up.

With the way the 9-box grid is set up, it lets organizations clearly visualize where employee performance and employee potential overlap. Let us take a look at the grid itself to get a better understanding of 9-box grid succession planning:

Looking at each component of the 9-box grid, we can see that the x-axis represents an employee’s performance, and the y-axis represents their potential.

The top right square is the “Superstar” square – these are the employees who consistently perform at a high level and have the potential to take on even greater responsibilities. The bottom left square is the “Underperformer” square – these employees may need some extra support to improve their performance.

That’s not it. All the other boxes allow leaders to gain a new perspective on their employees’ performance and potential. A team can’t be made up entirely of superstars. Can you imagine an all Mick Jagger Rolling Stones?

Can you picture five Kylian Mbappes in a single room? No thanks! Unless an employee fits in the bottom left side of the grid, they are all useful assets to the organization. Seeing where an employee fits in the 9-box grid lets leaders map out strategies much easier. That is why 9-box grid succession planning is a very effective method.

Using 9 Box Grid Succession Planning

We’ve established a clear understanding of what the 9-box grid is. Good for us! Now let’s see how 9 box grid succession planning actually works!

It is essential to involve multiple stakeholders in the evaluation process when using the 9 Box Grid for Succession Planning. Taking into account different perspectives and experiences will help ensure that the results are as accurate as possible.

A well-rounded view of an employee’s performance and potential can be provided by managers, HR professionals, and other key decision-makers.

Limitations of 9 Box Grid Succession Planning

Are there any disadvantages to using a nine-box grid for succession planning? Sure. The 9 Box Grid also has some limitations that must be kept in mind. As a subjective evaluation, the 9 Box Grid results can vary depending on what biases and perspectives the evaluator brings to the table.

More than half of employees (51%) say their annual performance reviews are biased or inaccurate, and 87% report that unfair ratings reduce their engagement, which shows why any 9‑box discussion should be grounded in clear criteria and multiple data sources.

Even though it’s valuable, it should be used along with other tools and strategies as part of a succession planning process. Who would’ve guessed that a strategy based on literally putting people in boxes would have few hiccups?

What to do with the results?

Once the evaluation process is complete, a business can use the results of the 9 Box Grid to make educated decisions about personnel management and development. They can identify critical roles and workers who are prepared to take the lead, as well as those who need additional support to realize their full potential.

Organizations can then use this data to create a personalized growth plan and pinpoint any possible difficulties with succession planning.

Negating The Limitations Of 9 Box Grid Succession Planning

As is the case with every strategy that includes putting your employees in certain boxes or predetermined categories, 9 box grid succession planning has its limitations and weaknesses. That is why we recommend taking the following steps when implementing 9 box grid succession planning strategies:

Don’t rely solely on 9 Box Grid Succession Planning

The 9 box grid is a handy tool for succession planning. That being said, it is far from being the only tool for succession planning. In fact, the results you get from using 9 box grid succession planning are much more effective when you use them in conjunction with other helpful succession planning tools. Examples? Sure! Let’s do some call and response.

What is the largest problem with 9 box grid succession planning? Performance review biases! The best tool for eliminating these biases is a reliable feedback platform for employees using 360-degree feedback!

Using the data and insight you gain through 360-feedback to make educated decisions in filling the 9 box grid can take out most of the biases from your succession planning process.

Use a comprehensive performance review tool

Another method you can use to accompany your 9-box grid succession planning is to have access to a comprehensive performance appraisal software that has access to data from various different aspects of an employee performance.

Keep in mind that performance as a whole is far too complicated to be simplified into a simple row in the 9-box grid. There are many employee performance metrics to keep in mind when measuring performance. That is why you need something comprehensive. Don’t worry, we have you covered.

Teamflect is an all-in-one performance management software that has some of the best performance review capabilities in the Microsoft Teams ecosystem.

When you use Teamflect to conduct your performance reviews, the reviewers gain access to key information and insight into all the unique aspects that go into employee performance such as:

Task completion rates, employee recognition, 360 feedback, and goal completion rates. Teamflect also has built-in 9-box grid succession planning capabilities so you can use all of these features in unison!

Furthermore, to boost employee motivation and appreciation as part of your performance strategy, Teamflect also offers a robust employee rewards software that integrates seamlessly within the flow of work.

Use the best performance review software for Microsoft Teams.

Try Teamflect for Free

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What Are The Benefits Of Using The Nine Box Grid Templates?

While we covered how an organization can use the nine box grid for succession planning and some of the limitations that come with this method, we should also discuss some of the benefits and potential use cases of the 9 box grid talent review method.

Can nine simple boxes be an effective talent assessment method? The answer is a resounding yes. 9-box grid talent assessment has plenty of benefits. Here are some of the most common applications of the 9-box grid talent review template:

Performance Differentiation

Building cross-functional teams isn’t the easiest of tasks, especially in a large organization. If you are dealing with a large talent pool, then you might need to evaluate their performance on multiple scales to achieve a certain level of clarity.

The 9-box grid provides that much-needed clarity, allowing you to discern the high flyers, the average achievers, and the ones in need of a gentle nudge. With this distinct classification, organizations can allocate resources wisely, directing their attention precisely where it is most needed.

Succession Planning

We can’t stress how effective the nine-box grid is when it comes to succession planning. The battle for the corner office is a perpetual struggle, where organizations seek the chosen few who possess the spark of leadership. Enter the 9-box grid, a crystal ball that reveals the rising stars destined for greatness.

Well, not necessarily a crystal ball, but still a helpful method to analyze which members of your team are best fit for leadership roles. By assessing employees’ performance and potential, organizations can unearth those rare talents and craft tailored development plans, ensuring the leadership baton is passed with finesse.

Talent Development

In the realm of talent management, the power lies in nurturing potential. The 9-box grid acts as the potter’s wheel, helping shape raw talent into formidable forces of the future.

Armed with this visual representation of which employee stands where, organizations can pinpoint individuals bursting with potential, bestowing them with targeted training and coaching. It’s all about creating the perfect recipe for growth and development.

Identifying Flight Risks

Picture a radar that detects the blips of employees ready to spread their wings and soar elsewhere. The 9-box grid acts as that very radar, identifying flight risks within the organization.

By evaluating performance and potential, organizations can proactively engage with these individuals, addressing their concerns and deploying retention strategies. It’s about ensuring the brightest stars remain within the constellation.

What Does Each Box On The 9 Box Talent Grid Stand For?

The 9-box talent grid is an incredible tool for effective performance management and succession planning. The results from the 9 box talent grid can help organizations map out their talent effectively.

In order  to use the 9 box talent grid effectively, leaders need to understand what each slot on the 9-box talent management matrix stands for.  So now, we will explore what an employee’s position on the 9-box employee assessment needs and what a leader can do to improve that employee’s standing.

1. Low Potential, Low Performance: Bad Hires(Bottom Left)

• Characteristics: These employees typically struggle with their job duties and show little potential or motivation to improve. They are also often referred to as bad hires.
• Action: Consider development plans, role changes, or performance improvement plans. This may also simply be a case of being a bad match for the company.

2. Low Potential, Moderate Performance: Backups

• Characteristics: Employees here do their job adequately but show limited potential for growth beyond their current roles.
• Action: Focus on skill enhancement and finding roles that align with their capabilities.

3. Low Potential, High Performance: Workhorses

• Characteristics: These individuals excel in their current roles but may not demonstrate the potential to take on significantly larger responsibilities.
• Action: Recognize their contributions and explore ways to increase job satisfaction.

4. Moderate Potential, Low Performance: Inconsistent Performers

• Characteristics: These employees have potential but are currently underperforming, possibly due to a lack of alignment, motivation, or fit.
• Action: Identify barriers to performance and provide targeted development opportunities.

5. Moderate Potential, Moderate Performance: Core Players

• Characteristics: These individuals are solid performers with the potential for further growth, possibly into leadership roles at the next level.
• Action: Develop their skills and prepare them for more significant responsibilities.

6. Moderate Potential, High Performance: High Performers

• Characteristics: High achievers who may rise to leadership roles within their current function or department.
• Action: Challenge and empower them with new opportunities for growth and learning.

7. High Potential, Low Performance: Dysfunctional Geniuses

• Characteristics: These employees show signs of significant future contributions but are currently not performing well, which may be due to newness in the role or misalignment.
• Action: Provide coaching, support, and possibly realignment to leverage their potential.

8. High Potential, Moderate Performance: High Potentials

• Characteristics: Individuals in this box are performing well and have the potential to move into higher leadership roles or take on significantly more complex challenges.
• Action: Accelerate their development with targeted training and stretch assignments.

9. High Potential, High Performance: Stars (Top Right)

• Characteristics: These are your star performers with the ability to significantly impact the organization’s future, often viewed as future leaders.
• Action: Provide strategic development opportunities, mentorship, and succession planning to retain and nurture these talents.

Free Downloadable 9 Box Grid Templates

You didn’t think that we would go on and on about the benefits of using 9-box grid templates without providing you with some, did you?

We scoured the endless reaches of the internet to find you some of the best free Excel 9 box grid templates available! Here are some of free 9 box grid templates for you to enjoy!

Teamflect’s Interactive 9-Box Grid (Microsoft Teams-Integrated)

Best for

Teams that don’t want to work with static Excel files and prefer an interactive 9-box grid that lives inside their existing performance review process in Microsoft Teams.

Key features

• Interactive 9-box grid embedded in Microsoft Teams
• Can be added automatically to the end of any performance review
• Pulls in employee data directly from the review, with no manual entry
• Built on top of customizable performance review templates

Why choose this template

Unlike the other templates on this list, Teamflect’s 9-box grid isn’t a standalone Excel document. Because it’s part of Teamflect’s performance review templates, all the relevant employee data is already there when you open the grid. This removes the need for repetitive data entry and lets you focus on analyzing results and planning next steps instead of managing spreadsheets.

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Formula-Ready Excel 9-Box Grid (Simple + Functional)

Best for

Teams that are comfortable working in Excel and don’t mind a more basic-looking 9 box grid as long as it’s functional and ready to use.

Key features

• Interactive Excel-based 9 box grid
• Built-in formulas for automatic calculations
• Includes instructions on how to use the template
• Free to download and use

Why choose this template

This template may not be the most visually polished option on the list, but it does what it promises. With formulas already set up and usage instructions included, it’s a good choice if you’re willing to spend some time working in Excel and care more about functionality than design.

Color-Coded Excel 9-Box Grid (Visual + Easy to Interpret)

Best for

Teams that want a more polished and colorful Excel-based 9 box grid and don’t mind entering data manually, especially for smaller groups.

Key features

• Visually appealing, color-coded Excel 9 box grid
• Uses a dual-scale framework to assess performance and potential
• Designed to help visualize team performance at a glance
• Includes guidance on how to use the template

Why choose this template

If presentation matters to you, this template stands out from more basic Excel options. It’s especially easy to use for smaller teams where manual data entry isn’t too time-consuming, while still offering a clear way to assess and visualize performance and potential across the 9-box grid.

Interactive Excel 9-Box Grid (Advanced + Tutorial Included)

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Best for

Excel users who want to both use a ready-made 9 box grid template and learn how to build one themselves for future use.

Key features

• Interactive Excel-based 9 box grid template
• Clean, well-designed layout
• Comes with a detailed tutorial on how to create a 9 box grid in Excel
• Educational content covering broader Excel and Power BI skills

Why choose this template

This template is a great option if you’re looking for more than just a quick download. Along with a polished, interactive 9 box grid, Chandoo.org also provides a step-by-step tutorial that helps you understand how the framework works and how to recreate or customize it yourself.

PowerPoint / Slides 9-Box Grid (Presentation-Ready)

Best for

Teams that prefer working in PowerPoint or Google Slides instead of Excel when running 9 box grid talent assessments.

Key features

• 9 box grid template designed for PowerPoint
• Compatible with Google Slides
• Clean, presentation-friendly layout
• Free to download and easy to customize

Why choose this template

If Excel isn’t your preferred tool, this template offers a simple alternative for evaluating performance and potential using slides. It’s especially useful for presenting 9 box grid results in meetings or reviews, making it a good fit for teams that value visual storytelling over spreadsheets.

How to Create Your Own 9 Box Grid Template in Excel and Word?

Both Excel and Word are great tools that will help you design 9-box grids and it's flexibility will ease your process. Follow these steps to create your own!

1. Set Up A Grid: Open up excel and create a 3 by 3 table to from nine cells. From there just adjust the width of the columns and rows to make a square grid.
2. Labels: Label your x and y axis as performance and potential respectively.
3. Color Coding: Color code your cells according to your preference, for example yellow for mid range, green for high potential, etc.
4. Employee Names: Based on performance, put the names of your employees into the cells that match their contributions.
5. Save and Reuse: Format the sheet as a template and use for any ongoing assessments.

What are Common Mistakes When Using a 9 Box Grid Template?

9-box grids may be relatively straightforward but there are still several common mistakes that many make when using them. Here are a few examples of the misuse of 9 box grids;

• No Clear Criteria: Without a well-defined approach, creating a 9-box grid is no real use. So make sure you add in defined metrics for best use.
• One-Time Use: 9-box grids need to be updated regularly in order to reflect employee growth properly.
• No Development Plan: 9-box grids assist other tools and initiatives and are part of a longer strategy to support growth by nature. So if a 9-box grid is not paired with a development plan, the purpose is defeated.
• Only Getting Manager Input: Managers are only one source of information. To have multi-faceted and accurate feedback it's best to gather information from a variety of sources.

If you successfully avoid these pitfalls, you'll be able to utilize the 9-box grid to the fullest.

How Do HR Professionals Utilize the 9 Box Grid Template?

9-box grids come in handy for in a variety of cases for HR professionals. By nature, the 9-box grid is associated with career development and HR professionals use them in crafting personalized growth plans, as well as succession planning.

Other ways HR professionals utilize the 9-box grid is in performance reviews and workforce planning, where they offer a structured way to assess contributions and highlight skill gaps to identify areas of improvement. Last but not least, the 9-box grid is an integral part of retention strategies as they allow HR professionals to ensure employees receive growth opportunities and keep them engaged.

Best Practices For Implementing the 9 Box Grid Models in Your Organization

To best make use of the 9-box grid method, make sure to implement the following in your strategy;

• Clear Metrics: Setting clear and objective criteria is crucial in order to remove bias from any assessment processes.
• Be Collaborative: Utilize a collaborative approach to gather insights and ensure its well-roundedness and gather input from multiple sources to keep data accurate.
• Update Regularly: Employee growth is not a one-off and stagnant process therefore it is imperative that the 9-box grid adapts as employees develop and change.
• Development Plans: 9-box grids are not meant to be a one-time use template but rather a tool to assist with further development which is why you need to link your template to development plans that will allow for employees to flourish in the long-term.
• Transparency: With any employee related initiative, it is crucial to establish clear and transparent communication that will allow for alignment and understanding.

When implemented well, these strategies with the 9-box grid will help your workforce grow, engage them and retain top talent within your organization.