9 Box Grid vs. 4 Career Stages Model: Which Works for Your Organisation?
- Jaya Kashyap
- 5 days ago
- 6 min read
Succession planning is at the heart of talent management, but with so many tools and frameworks available, it can be difficult to know which approach works best for your organisation. The 9 Box Grid is one of the most popular tools, with its unique strengths and challenges. A less well-known approach which we have seen work really well for our clients at Esendia is the 4 Career Stages Model, again with its own unique strengths, but which one aligns with your business needs?
In this blog, we’ll explore both models, compare their effectiveness, and help you decide which approach could best support your organisation's growth and employee retention efforts.
What Is the 9 Box Grid?
The 9 Box Grid is a talent management tool that evaluates employees based on two key dimensions: performance and potential. It divides employees into nine categories, or "boxes," based on how they score across these two dimensions.
How Does It Work?
The 9 Box Grid uses a 3x3 matrix:
Performance: Low, medium, high on one axis.
Potential: Low, medium, high on the other axis.
The result is nine combinations of performance and potential, such as:
High Performance/High Potential. Labelled as Stars, these are employees deemed ready for leadership roles
Medium Performance/Medium Potential. Labelled as Core Players, these are employees who are deemed to be steady performers who may need development to grow
Low Performance/Low Potential. Labelled as Underperformers, these are employees who are deemed to require support or role reassessment
Want to learn more about 9 Box Grid? Read our detailed blog
How to create a 9 Box Grid
Step-by-Step Guide to Using the 9 Box Grid Effectively
The 9 Box Grid is a powerful tool for evaluating talent, but it doesn’t need to be overly complicated. Here’s how to use it in a straightforward and effective way.
1. Set Clear Performance and Potential Measures
Before you start mapping anyone, establish what you mean by performance and potential:
For performance, rely on hard data, KPIs like revenue contribution, project outcomes, or customer satisfaction ratings.
For potential, assess traits such as leadership readiness, learning agility, or strategic thinking. Tools like 360-degree feedback can help build a fuller picture.
2. Gather a Variety of Inputs
To make fair assessments, pull data from multiple sources:
Review recent performance appraisals.
Collect feedback from line managers and colleagues.
Consider including self-reflections or insights from development tools and platforms.
3. Assign Talent to the Grid
Once you’ve gathered enough input, begin placing individuals into the appropriate box based on how they score for both performance and potential.
To ensure fairness and consistency, hold calibration sessions where leaders compare notes and align on placement.
4. Interpret the Results
The value of the grid lies in what it reveals:
Do you have enough future leaders in the top-right (high potential/high performance)?
Are there too many team members stuck in low-potential categories? These trends can inform important decisions, such as where to invest in training or when to start succession planning.
5. Make Development Decisions
Once the grid is populated, use it to tailor development strategies:
Top-right box (high/high): Offer fast-track leadership opportunities.
High potential, lower performance: Provide coaching or new challenges to help them grow.
Low performance: Identify causes and consider performance improvement plans or role changes.
6. Review and Refresh Regularly
The 9 box grid is not a one-and-done exercise. Revisit your placements every 6 to 12 months to keep pace with individual development and business changes.
The Limitations of the 9 Box Grid
While the 9 Box Grid is an effective tool in talent management, it has notable limitations that organisations need to consider when deciding whether to adopt this approach. Though its simplicity and structure make it appealing, the static nature of the grid can hinder dynamic talent development.
It Can Be Resource-Heavy
Rolling out a 9-box grid isn’t a quick task. It involves collecting performance and potential data, evaluating employees, and running calibration sessions—all of which demand time and coordination.
Tip: Use HR systems and data platforms to simplify and automate parts of the process, especially data collection and analysis.
It May Go Out of Date Quickly
If the grid isn’t revisited regularly, it risks becoming obsolete. Outdated placements can lead to poor talent decisions and missed opportunities for development.
Tip: Build in regular review cycles—ideally every 6 to 12 months—to ensure the grid reflects the most recent performance and growth trajectories.
It Can Feel Demotivating for Some Employees
When individuals are placed in lower-performing or lower-potential categories, it can be discouraging, especially if labels are shared too openly.
Tip: Use the grid as a starting point for growth conversations, not as a final verdict. Keep the focus on development and potential rather than fixed categories.
It’s Prone to Subjectivity
Assessing potential, in particular, can be influenced by unconscious bias or varying managerial standards. Without consistent criteria, grid placements can be inaccurate or unfair.
Tip: Set clear, standardised definitions for both performance and potential. Use objective data wherever possible and hold calibration sessions to balance out differing viewpoints.
Download the Succession Planning Handbook to explore strategies that will help you retain top talent, reduce recruitment costs, and prepare for the future.
The 4 Career Stages Model: A Dynamic Talent Journey Alternative to the 9 Box Grid
The 4 Career Stages Model takes a more dynamic view of talent development. Instead of boxing employees, it places them on a career journey with the following stages:
Sustain: Employees are highly engaged and thriving in their roles.
Support: Employees feel frustrated or mismatched in their roles, often requiring targeted support.
Stretch: Employees are performing well but may lack intellectual stimulation or clear progression opportunities.
Shift: Employees are ready to take on more responsibility and align their aspirations with organisational goals.
This model encourages managers to focus on developmental actions rather than static categorisation. It’s easier to identify where employees are on their journey and support them to progress toward their next career milestone.
Pros:
Emphasises growth and movement rather than static categorisation.
Helps employees stay engaged by focusing on career aspirations.
Aligns personal and organisational goals.
It also:
Requires active career management and robust conversations.
Demands more involvement from line managers and HR.
Key Differences: 9 Box Grid vs. 4 Career Stages Model
Aspect | 9 Box Grid | 4 Career Stages Model |
Focus | Categorisation based on potential/performance | Employee development as a dynamic journey |
Approach | Static | Flexible and growth-oriented |
Employee Engagement | Risk of employees feeling boxed in | Encourages continuous development |
Ease of Use | Straightforward for talent reviews | Requires ongoing career conversations |
Curious About How the 4 Career Stages Model Can Revolutionise Your Succession Planning? Book a call with our experts
Choosing the Right Model for Your Organisation
When it comes to succession planning, selecting the right framework can make or break your talent management strategy. The 9 Box Grid and the 4 Career Stages Model are two prominent approaches, each with distinct strengths and challenges. Choosing the right model depends on your organisation’s size, culture, goals, and talent development philosophy.
Here’s how to evaluate which model works best for you:
1. The 9 Box Grid: For Quick Categorisation
The 9 Box Grid is ideal if you’re looking for a simple, structured way to categorise employees based on performance and potential. It’s a great choice for organisations that
Need a High-Level Overview: It provides a snapshot of where employees stand in terms of performance and growth potential.
Have Limited Resources: The grid is easy to implement, especially for smaller HR teams.
Focus on Immediate Talent Reviews: Useful for identifying high-potential employees for immediate leadership roles.
However, if your organisation values continuous development and employee engagement, the 9 Box Grid may feel too static and rigid.
Want to know why Informa moved beyond 9 box grid? Watch our webinar
2. The 4 Career Stages Model: For Dynamic Development
If your organisation takes a growth-oriented, people-first approach, the 4 Career Stages Model is the clear winner. It’s designed for organisations that:
Prioritise Employee Growth: The model focuses on helping employees move through career stages, ensuring they stay motivated and engaged.
Need Flexibility: Perfect for dynamic environments where talent needs evolve rapidly.
Value Developmental Conversations: Encourages line managers to take an active role in guiding employees through their career journeys.
Plan for the Long Term: Aligns personal aspirations with organisational goals, fostering loyalty and preparing employees for future leadership roles.
The 4 Career Stages Model is particularly effective for organisations aiming to build a culture of learning and adaptability.
For more insights, check out our blog:
FAQs
1. What type of organisation benefits most from the 9 Box Grid?
The 9 Box Grid is ideal for organisations that need a quick, visual snapshot of their talent pool and prefer a structured approach to categorising employees.
2. Why is the 4 Career Stages Model better for small to medium businesses?
Small to medium businesses often need flexibility to address the evolving needs of their employees. The 4 Career Stages Model emphasises growth and development, making it suitable for dynamic environments.
3. Can I use both models together?
Yes! You can use the 9 Box Grid for high-level talent reviews and the 4 Career Stages Model for detailed career management and development planning.
4. How do I avoid bias in the 9 Box Grid?
Ensure assessments are data-driven and involve multiple stakeholders. Consider using tools like 360-degree feedback to provide well-rounded evaluations.
