9 Box Grid Explained: Key Concepts for Succession Planning and Talent Management
- Jaya Kashyap
- Feb 5
- 5 min read
Updated: Mar 19
The 9 Box Grid has become a cornerstone of effective talent management, enabling organisations to evaluate their workforce based on performance and potential. This powerful tool is particularly valuable in succession planning, where identifying, developing, and retaining future leaders is critical. But what exactly is the 9 Box Grid, and how can it be implemented effectively?
In this blog, we explore its key components, best practices for usage, and how it compares with simpler frameworks like the 4 Career Stages Model.
What is the 9 Box Grid?
At its core, the 9 Box Grid is a framework for categorising employees based on two dimensions:
Performance: How effectively an employee performs in their current role
Potential: Their ability to take on greater responsibility or grow into leadership positions
Visual Representation of the 9 Box Grid
| Low Potential | Medium Potential | High Potential |
High Performance | Consistent Contributor | Emerging Leader | Star Performer |
Medium Performance | Key Player | Growth Opportunity | High Potential with Development |
Low Performance | Underperformer | Needs Coaching | Untapped Potential |
Each box represents a different ‘performance-potential zone’ or ‘development category’, providing a roadmap for action, whether it’s developing leadership potential or addressing performance gaps.
How to Create a 9 Box Grid: Step-by-Step
Creating and implementing a 9 Box Grid involves a number of steps. Here’s a step-by-step guide:
Step 1: Define Evaluation Criteria
For Performance, use quantifiable metrics such as sales figures, customer satisfaction ratings, or project completion rates.
For Potential, evaluate attributes like leadership ability, problem-solving skills, and adaptability. Consider using 360-degree feedback to gain a comprehensive view.
Step 2: Gather Data
Conduct performance reviews and collect manager feedback.
Supplement with tools like talent assessment platforms or self-evaluations.
Step 3: Map Employees to the Grid
Place each employee into one of the nine boxes based on their performance and potential scores.
Ensure consistency by holding calibration sessions where managers align their evaluations.
Step 4: Analyse the Grid
Identify trends: Are there too many employees in low-potential categories? Is your high-potential talent pipeline robust?
Use these insights to make strategic decisions about promotions, training programmes, or recruitment needs.
Step 5: Take Action
Star Performers: Offer leadership opportunities or strategic projects.
Emerging Leaders: Focus on skill-building and mentorship.
Underperformers: Develop improvement plans or consider role reassignment.
Step 6: Regularly Review and Update
Reassess the grid every 6–12 months to reflect employee development or organisational changes.
How the 9 Box Grid Supports Succession Planning
The 9 Box Grid is particularly effective for succession planning, helping organisations identify and prepare employees for critical roles.
Spotting High Potentials: Employees in the top-right box (high performance, high potential) are likely future leaders.
Creating Development Plans: Tailored growth initiatives can help employees in medium-potential categories reach their full potential.
Proactively Addressing Gaps: Identifying low-potential or underperforming employees allows you to make timely interventions.
Actionable Tip: Prioritise Critical Roles
Map the 9 Box Grid to roles that are crucial for business continuity, such as department heads or key technical specialists. This ensures the right people are prepared for leadership transitions.
Want to dive deep into Succession Planning? Download our handbook
Advantages of the 9 Box Grid
The 9 Box Grid is a versatile and widely adopted tool for talent management. Here are its key advantages:
Clear Visualisation of Talent Distribution
The grid provides a straightforward way to map performance and potential, offering a bird’s-eye view of the workforce.
It enables leaders to quickly identify high-potential employees and those needing support.
Improved Succession Planning
The grid helps identify employees ready for leadership roles, ensuring a robust talent pipeline.
It allows organisations to align development efforts with long-term business goals.
Strategic Decision-Making
With clear data on talent distribution, organisations can make informed decisions about promotions, training programmes, and recruitment needs.
Personalised Employee Development
By categorising employees, organisations can design tailored development plans for different groups, such as coaching for underperformers or stretch assignments for high performers.
To know more about Succession Planning, read our Ultimate Guide to Succession Planning
Limitations of the 9 Box Grid
While the 9 Box Grid is an effective tool, it has some limitations that organisations should address for optimal results:
Resource Intensity
Implementing the grid requires time and effort, particularly for collecting data, conducting evaluations, and holding calibration sessions.
Solution: Leverage HR technology to streamline data collection and analysis.
Reliance on Static Data
If not updated regularly, the grid may reflect outdated information, leading to misaligned talent strategies.
Solution: Schedule periodic reviews (e.g., every 6–12 months) to keep the grid current.
Potential Stigmatisation
Employees in lower boxes (e.g., “Underperformers” or “Needs Coaching”) may feel demotivated if labels are shared or implied.
Solution: Use the grid as a developmental tool rather than a definitive judgment.
Risk of Subjectivity and Bias
Without standardised evaluation criteria, assessments of performance and potential can be influenced by unconscious bias or inconsistent managerial judgement.
Solution: Use clear, objective metrics and conduct calibration sessions to ensure fairness.
Want to know why Informa moved beyond 9 box grid and adopted a new talent management approach? Watch the webinar
The 4 Career Stages Model: A Dynamic Alternative to the 9 Box Grid
One of the key challenges of the 9 Box Grid is its static nature. Employees are often placed into categories, but in reality, talent development is a journey rather than a fixed state. Instead of focusing on where employees are today, organisations should consider how to move them forward. This is where Esendia’s 4 Career Stages Model, Sustain, Support, Stretch, and Shift comes into play.
Rather than boxing employees into a rigid framework, this model recognises that talent evolves and helps organisations guide employees through their career progression effectively.
1. Sustain – The Career Sweet Spot
At this stage, employees are highly engaged and enjoy their work. They continue to develop their skills, but most of their learning happens within the flow of their job. They are in their career sweet spot, delivering consistently while feeling motivated and challenged at the right level.
2. Support – Reignite Engagement
Employees in the Support stage might be feeling frustrated or disengaged. There’s often a misalignment between their aspirations and the organisation’s needs. They may be underperforming due to lack of motivation, unclear career pathways, or external challenges.
3. Stretch – Unlocking Hidden Potential
At this stage, employees are high performers but have become comfortable in their roles. They’re busy and productive but not intellectually stretched. Without new challenges, they may stagnate, which could impact both their motivation and the organisation’s growth potential.
4. Shift – Ready for the Next Level
Employees in the Shift stage are top performers with high potential. They are ambitious, and their skills align with the organisation’s long-term strategic goals. They are not just excelling in their current role; they are ready for more.
Integrating the 4 Career Stages Model into a More Inclusive and Two-Way Succession Planning Approach
Traditional succession planning using the 9 Box Grid is often something done to employees rather than done with them. It is also typically reserved for senior roles, making it less relevant for the broader workforce.
The 4 Career Stages Model offers a more dynamic and inclusive approach, shifting succession planning from a top-down process into an organisation-wide talent management strategy that benefits all employees.
Engagement & Retention: By acknowledging and guiding employees through career stages, organisations can increase engagement, motivation, and retention
Continuous Career Development: Instead of classifying employees into static boxes, the model enables fluid talent development where employees move between stages based on real-world growth opportunities
More Effective Workforce Planning: HR and leadership teams gain a clearer roadmap for talent progression without over-relying on subjective performance-potential assessments
Rather than being a one-time evaluation tool, the 4 Career Stages Model provides an ongoing mechanism to support career growth and talent mobility, helping organisations retain top talent while fostering a culture of learning and leadership development.
Looking to implement effective succession planning in your organisation? Talk to our experts
