Personal Development Plans (PDPs): Best Practices for Managers and Employees

In the last post, I discussed Performance reviews and provided insights on how to approach them from both a managerial and employee standpoint. Following that, I touched upon PDPs and was encouraged to explore them further. This post focuses solely on PDPs, beginning with the sharing of my own personal experience with them.

So, picture this—here’s Reuben a few years back, juggling all the moving parts of leading a team, hitting targets, and making sure everything aligns with the company’s overall strategy. A balancing act, right? But I realised I hadn’t actually thought about what I wanted for myself, let alone mapped out any long-term objectives for my career.

Thankfully, my manager Paul, back then knew how to handle this and guided me on where to start and what to focus on. That’s when I discovered the power of a Personal Development Plan (PDP). Creating a PDP gave me the chance to lay everything out—my strengths, the skills I wanted to improve, and what I aimed to learn over time. It gave me a way to think strategically about my growth, which, at the time, was all about developing my leadership and coaching skills.

With my manager’s support, I had the chance to tackle new challenges and learn through real experiences. They created opportunities where I could try, fail, and ultimately improve. Through these experiences, I got to build my product leadership and coaching abilities, insights that still shape how I work today. Because of this experience, I’ve since had the opportunity to help shape PDPs for people on my own teams. It’s why I recommend to all managers: be the driving force for your team’s development, and follow through on creating meaningful PDPs for your reports.

Let's begin by establishing the definition of a PDP from the viewpoints of both managers and employees. We will then delve into the process of creating a well-structured and supportive plan to drive genuine progress.

At the end of this post, I have even included a template to further assist you in preparing a comprehensive PDP.

What is a PDP (Personal Development Plan)?

This is a document, whether created in Excel, Word, Google Docs, or any other platform, is a dynamic representation of your strengths, current skills, recent achievements, aspirations, and development needs. Beyond being a mere document, it also encompasses objectives, which I like to call "PDokrs" (Personal Development OKRs).

However, this document is more than just text; it acts as a confirmation of your goals, akin to your personal North Star. Therefore, this document serves as a tool for strategizing how to achieve your personal objectives.

So let's start with Why?

As an Employee

A Personal Development Plan (PDP) is not just a formal document—it’s the blueprint for your professional evolution. Your PDP empowers you to define your aspirations, both immediate and long-term, and provides you with a clear, actionable path to achieve them. It guides you in identifying the skills you need to cultivate, setting meaningful milestones, and tracking your progress every step of the way. Without a PDP, it's all too easy to become absorbed in the daily grind, losing sight of your larger vision. A carefully crafted PDP ensures that your growth remains a priority, giving you a powerful tool to secure the support you need—whether it's additional resources, training, or mentorship. Ultimately, it’s your opportunity to take command of your career, setting purposeful goals that reflect your ambitions and align with your role, ensuring you’re always moving forward.

As a Manager

As a manager, a PDP isn’t just valuable for your employees—it’s essential for aligning team development with the company’s strategic goals. When each team member has a clear PDP, you’re not only helping them progress but also building a high-performing team that’s focused, engaged, and continually growing. A PDP gives you insight into each employee’s aspirations and areas for improvement, allowing you to provide the right guidance, training, or stretch opportunities tailored to their goals.

A PDP also equips you with that extra level of understanding about how best to support your team members in “stretching the muscle” further. With this information, you can challenge them in ways that promote real growth—pushing their capabilities just enough to keep them engaged and improving without overwhelming them.

Additionally, a PDP can play a crucial role in workforce planning. For example, if your organisation needs someone to take on a new role or develop expertise in a particular area, a PDP can help you identify team members whose growth objectives align with these requirements. This way, the process of upskilling or transitioning talent into new spaces becomes far smoother, as you’re already aware of who’s interested and capable of moving in that direction. By actively supporting PDPs, you position yourself as a proactive leader who invests in their team’s development—driving engagement, satisfaction, and long-term retention.

How to Get Started with PDPs

As an Employee

Starting a Personal Development Plan (PDP) from scratch might feel daunting, but remember it’s a rewarding way to clarify your career direction and set yourself up for meaningful growth. This is an investment in your self, your version 2.x.

For those interested in going deeper, I’d suggest taking it one step further and exploring your IKIGAI - the Japanese concept for finding purpose. If this interests you, feel free to check out my deep dive in IKIGAI to help identify what truly drives you. But if you’re looking to dive straight into building a PDP, here’s a structured approach to get you started.

Begin with Self-Assessment

The first step is self-reflection. Looking within is where you always start, think deeply about your current strengths, skills, and areas for growth. What tasks do you naturally excel at, and where do you feel you could improve?

Ask yourself questions like:

• What are my greatest strengths and weaknesses in my current role?

• What work energises me, and what drains me?

• Where do I see myself in the next few years?

If you struggle with this step, consider reaching out to trusted colleagues or mentors for feedback (I would really recommend IKIGAI). Self-assessment is the foundation of your PDP—it will help you identify where you are now and where you’d like to go, making it easier to focus on what truly matters to you.

Research and Resources

Once you have a clearer sense of your strengths and areas for growth, start gathering resources that align with your goals. Be proactive about exploring learning opportunities, such as:

• Online courses, certifications, or workshops

• Books, articles, or podcasts focused on your areas of interest

• Internal resources, like mentorship programmes, skills workshops, or projects where you can learn by doing

I'll give you an example here from my personal experience. Following the clarification in my PDP (which, by the way still is a works in progress) I started learning several new areas that are aligned to my line of business but also to what ignites me for example.

• I read books from various subjects, not limited to personal development only. I ensure to dedicate at least 1 hour daily to reading, and I keep books scattered everywhere so I can pick one based on my mood, leading to different reading spots as well.

• I have embarked on learning a new language to stay mentally engaged and enhance my linguistic abilities. I allocate 30 minutes daily to this endeavor, and dedicate a full hour each week to learning with my tutor.

• I allocate a minimum of one hour each day to online courses, whether on platforms like LinkedIn, Coursera, or any other that piques my interest. This time is dedicated to enhancing my leadership abilities, expanding my understanding of sustainability, or exploring various artistic mediums.

• I listen to audio books, which wasn't a favorite activity of mine initially. However, I began doing so to make the most of my travel time. By listening to audio books or podcasts, I believe I am gaining valuable insights from other people's experiences and effectively using my time.

Taking the initiative here is key; it’s a way to show your commitment to self-improvement and to make steady progress, even if it’s in small steps. Don’t wait for opportunities to come to you—seek out the resources and people that can help you reach your goals.

Define Clear Goals

Now, it’s time to set specific goals. To make sure your goals are well-defined and achievable, use the SMART framework:

• Specific: What exactly do you want to achieve? Avoid vague goals like “improve my skills” and instead aim for something measurable, like “become proficient in using data analytics tools.”

• Measurable: How will you know when you’ve achieved this goal? Identify metrics or milestones that will track your progress.

• Achievable: Is this goal realistic given your current skills, time, and resources? Set goals that challenge you but remain within reach.

• Relevant: Does this goal align with your career ambitions and interests? Every goal should contribute to where you want to go in your career.

• Time-bound: When do you aim to achieve this goal? Set a deadline to help maintain focus and motivation.

For example, instead of setting a broad goal like “learn project management,” you might set a SMART goal like, “Complete a project management certification and apply those skills in a cross-functional team project within the next six months.” Clear goals give you purpose and direction, making it easier to see your progress along the way.

Can you notice how these steps complement the way we establish OKRs? The distinction is that these steps are personal, aimed at your individual development and advancement.

Building your very own PDP involves assuming responsibility for your career trajectory. By evaluating your current situation, exploring available resources, and defining specific objectives, you are actively steering yourself towards progress and achievement. Through each stage, you are formulating a strategy that will lead you to the career you aspire to, enhancing your motivation and keeping you in line with your future goals.

As a Manager

Encouraging employees to start their own PDP from scratch can seem like a big step, but it’s one that offers significant value for their career trajectory and the team’s overall success. As I mentioned earlier a PDP is an investment in their “version 2.x,” a roadmap that helps them see where they are and where they’re going.

If you are helping out your team with their PDP ( which I would strongly recommend, nudge, push, do whatever is necessary) and they seem to be more interested in their own self-discovery, I’d suggest encouraging them to explore their IKIGAI.

For employees ready to get right to work on building their PDP, though, here’s a structured way to guide them through the process. You can find the template to facilitate at the end of the post.

Self-Assessment: A Foundation for Clarity

Encourage employees to start with honest self-reflection to understand their current strengths, skills, and areas for growth. You might suggest they ask themselves:

• What are my greatest strengths and weaknesses in my current role?

• What tasks energise me, and which ones drain me?

• Where do I see myself in the next few years?

If they struggle with this, they could reach out to you, trusted colleagues, or mentors within the organisation for insight. Suggesting self-assessment gives them a foundation for understanding their career aspirations and priorities—making it easier to focus on what truly matters to them.

Research and Resources: Proactively Seeking Opportunities

Once they understand their strengths and weaknesses, encourage employees to gather resources that align with their goals. Inspire them to be proactive in exploring learning opportunities, such as what I mentioned earlier.

• Online courses, certifications, or workshops

• Books, articles, or podcasts in their areas of interest

• Internal resources, such as mentorship programmes or cross-functional projects that allow learning by doing

  
  

Feel free to share some personal examples from your own PDP journey. Mentioning your habits, like reading regularly, studying a new language, or listening to audiobooks, demonstrates the importance of carving out time for learning, even with a busy schedule, inspire them.

Highlighting the need for a proactive approach in this step shows that personal growth requires effort and prioritisation. Let them know that making the time to invest in their development can pay off substantially, in both their career and personal life.

Defining Clear Goals: Making Progress Visible

Help your team set concrete, specific goals. Using the SMART framework ensures that goals are both realistic and motivating. SMART stands for:

• Specific: What exactly should they achieve? Goals should be clear, like “become proficient in creating strategic product roadmaps” instead of just “improve roadmapping skills.”

• Measurable: How can progress be tracked? Establish milestones to make progress tangible.

• Achievable: Are these goals within reach given their current skills and resources? Goals should challenge but remain realistic.

• Relevant: Do these goals align with their career ambitions? Each goal should support their long-term direction.

• Time-bound: By when do they want to achieve it? Deadlines drive focus and motivation.

  
  

For example, instead of a general goal like “learn project management,” encourage a SMART goal like, “Complete a project management certification and apply the skills in a cross-functional project within six months.”

Remind them that setting clear goals provides direction and purpose, enabling them to see measurable progress.

Building a PDP is about helping employees take responsibility for their career trajectory. Encourage them to start with a self-assessment, research learning resources, and set specific objectives. By guiding them through this, you’re fostering a team culture that values growth and personal accountability.

In helping your employees define and pursue their own PDPs, you’re positioning yourself as a supportive, proactive manager who cares about their development, while also building a more skilled and motivated team.

Now of course remember that HR is there to support you in guiding your team’s Personal Development Plans (PDPs). HR can offer valuable insights and resources to help your team set realistic goals, identify key development areas, and access relevant training or mentorship opportunities. They can also assist in aligning PDPs with both individual aspirations and broader organisational goals, ensuring a cohesive approach to development. Partnering with HR can enhance your team's growth, making the PDP process more effective and creating a strong culture of continuous learning.

When is it the right time to start a PDP ?

Whenever I come across a process or procedure that I have faith in and can clearly see the advantages of, I tend to respond with "yesterday" to this question.

In practical terms and with a bit more elaboration, I divide this into two parts. From a managerial point of view, it is essential for the manager to motivate and persuade individuals to develop their own PDP. On the other hand, from an employee's standpoint, if the organization or the manager you report to has not yet implemented a PDP, you can take the initiative and manage upwards. Here is how you can do it.

When is the right time to start my PDP as an employee ?

I usually recommend to start or revisit your PDP at various times, depending on your career goals, personal motivations, and job circumstances. Here’s when it’s ideal:

• Advice for Starting a New Role:

  When beginning a new job, create a Personal Development Plan (PDP) to understand expectations and necessary skills. Collaborate with your manager to establish short- and long-term goals for a smooth transition.

• Guidance for Career Advancement:

  If you are aiming for a promotion or considering a career change, utilize a PDP to identify required skills and experiences. This strategic plan will guide you towards achieving your next career milestone.

• Tips for Incorporating Feedback from Reviews:

  Feedback from performance reviews highlights strengths and areas for growth. Integrate this feedback into your PDP to concentrate on enhancing specific skills and leveraging accomplishments while addressing any weaknesses.

• Recommendation for Professional or Personal Transitions:

  During times of change, like shifting career interests or pursuing new aspirations, update your PDP to align development goals with current priorities. This will help you navigate transitions effectively.

• Advice for Overcoming Stagnation or Burnout:

  There might be times where you could feel stuck or burnt out, so revitalize your motivation by creating a PDP that identifies new skills or projects to pursue. Taking a proactive approach can reignite your passion and boost engagement.

Think of this as a living document—it’s not something you set and forget. Instead, revisit it regularly to check in on your progress and make updates. Keep it practical; don’t over-complicate it. Let it evolve and improve over time as your goals and experiences grow.

When is the right time to start preparing PDPs for my reports ?

I’d stick with the same advice: start as soon as possible. Begin by letting your team know about your plans for implementing PDPs, explaining both the purpose behind it and how you intend to put it into action. Share the benefits of this approach—how it’s designed to support their growth, align their strengths with team goals, and set a clear path for development.

You may encounter some initial resistance, which is natural. New processes can sometimes feel challenging, especially when they require reflection and a commitment to growth. But as a manager, you understand that a well-structured PDP is a powerful tool to support each team member’s potential. With a PDP in place, you’re creating a foundation that can transform your team into a high-performing unit, where everyone is working towards clear, meaningful goals and has a personal stake in their growth.

Here’s how you, as a manager, can integrate PDPs effectively at key moments to support your team’s growth and alignment with broader goals:

• Onboarding New Team Members: Introducing a PDP early on can be instrumental in helping new team members align with both team goals and their own aspirations from the start. Use this time to discuss what they hope to achieve in their role and set up an initial roadmap for skills development, ensuring they feel supported and purposeful from day one.

• Annual or Biannual Performance Reviews: Performance reviews are ideal times to discuss PDPs. These structured check-ins allow you and your team members to reflect on progress, evaluate career objectives, and set actionable goals for the upcoming year. By integrating PDPs into reviews, you can provide each employee with a concrete growth plan to work on over the coming months.

• After Completing Major Projects: Project completions reveal valuable insights into each employee’s strengths, areas for growth, and performance under specific challenges. Leverage this timing to create or adjust their PDP, building on recent experiences and setting goals that will advance their skills for future projects.

• Assigning New Responsibilities: When assigning new responsibilities, help employees gain confidence in their expanded role by working with them to create or update their PDP. Identify key skills and milestones to support their success, guiding them as they step up to new challenges and expectations.

• During Organisational Change: Times of change—such as expansion, restructuring, or pivoting—are excellent opportunities to revisit PDPs. Supporting your team in understanding their evolving roles within the broader organisational shifts can make a big difference. This approach keeps them engaged and prepared for upcoming challenges, giving them clarity on how they fit into the bigger picture and what skills they may need to develop to thrive in a new environment.

Using these key moments to integrate PDP discussions helps you guide your team members on a path of continuous growth, with goals that align both with their individual career aspirations and the needs of the organisation.

How often to review and update your personal development plan ?

A common question is how often a PDP should be reviewed by both managers and employees. The answer varies depending on factors like the pace of project delivery, familiarity with the organisation, your manager’s approach, available resources, and other variables—so there’s no universal rule. Ideally, aim to review the PDP at least quarterly to ensure consistent progress. Beyond that, consider revisiting it during key intervals, such as those mentioned earlier, to keep the plan relevant and aligned with changing goals and circumstances.

As for managers of teams, you may wonder how often you should review PDPs with your team. Again there’s no one-size-fits-all answer, as the ideal frequency depends on factors like your team’s project cadence, each employee’s familiarity with the organisation, available resources, and your approach to development. However, as before I recommend to conduct PDP reviews at least quarterly to keep momentum and make any necessary adjustments.

Beyond the quarterly check-ins, consider revisiting PDPs at key moments—such as after major project completions, during performance reviews, or when team members take on new responsibilities. Regular touchpoints like these help keep goals relevant and aligned with both individual growth and organisational priorities, making PDPs an active part of your team’s success.

Practical Takeaways for Managers and Employees to Leverage Personal Development Plans (PDPs) Effectively

After diving into the importance of Personal Development Plans (PDPs) for both employees and managers, it's clear that these plans play a key role in supporting individual growth and team success. Industry trends show that companies that prioritise personal development tend to see higher engagement, retention, and performance from their teams, highlighting the real value of PDPs when they’re actively used and regularly reviewed. Here’s a quick takeaway for you:

Action Points as an Employee:

• Start with Self-Assessment: Identifying your strengths, weaknesses, and growth areas provides a foundation to build on.

• Be Proactive: Seek out resources like courses, books, and mentorship opportunities that support your specific development goals.

• Set SMART Goals: Clear, measurable objectives ensure you stay on track and can celebrate progress.

• Review Regularly: Regularly update your PDP to reflect any new goals, challenges, and insights gained through experience.

Action Points as a Manager:

• Promote PDPs as a Tool for Growth: Encourage and guide employees in creating PDPs that align with both personal ambitions and team objectives.

• Use Key Moments for PDP Reviews: Integrate PDP discussions at pivotal times, such as onboarding, performance reviews, and after project completions, to make them actionable.

• Provide Resources and Support: Ensure employees have access to resources and mentorship to help them achieve their development goals.

• Keep the PDPs Dynamic: Regularly review and adjust PDPs to maintain alignment with the evolving career aspirations of each team member and the needs of the organisation.

By prioritising PDPs and making them a living part of the development journey, both employees and managers can contribute to a culture of growth and achievement that benefits the individual and the organisation alike.

Get my easy-to-use template to map out your goals, skills, and focus areas. Perfect for both managers and employees, this template guides you step-by-step to identify improvement areas and create a clear action plan for achieving success.