Understanding direct reports
The term "direct reports" defines the immediate reporting relationship in an organisation. If you have direct reports, you're their manager - responsible for their day-to-day work, performance, and development. Understanding this relationship is fundamental to organisational structure and management.
Direct reports
- Report immediately to you
- You manage directly
- You conduct their reviews
- You approve their leave
Indirect reports
- Report to your direct reports
- You oversee through others
- Their manager reports to you
- Part of your broader team
Manager responsibilities
Managers are responsible for their direct reports in these key areas:
Core responsibilities
Span of control
- Narrow span (3-6): Complex roles requiring close supervision
- Moderate span (7-10): Typical for professional/knowledge work
- Wide span (10-25): Routine work with experienced employees
- Very wide (25+): Highly standardised, self-directed work
Quality over quantity
Too many direct reports compromises management quality - you can't give adequate attention to each person. If your span is too wide, consider restructuring or adding team leads to maintain effective management.
Managing direct reports
Regular practices
- Weekly or fortnightly one-on-ones
- Clear goal setting
- Ongoing feedback
- Career conversations
As needed
- Address performance issues
- Support through challenges
- Recognise achievements
- Handle leave and scheduling
Common management mistakes
No regular one-on-ones
Without regular dedicated time, issues go unaddressed and employees feel unsupported. Schedule and protect one-on-one time with each direct report.
Playing favourites
Treating direct reports differently without legitimate reason damages team morale and trust. Apply consistent standards and distribute opportunities fairly.
Avoiding difficult conversations
Putting off performance discussions or conflict resolution makes problems worse. Address issues early with clear, constructive feedback.
Key takeaways
Direct reports are the employees you manage immediately. Your responsibilities include work direction, performance management, development support, and administrative decisions like leave approval. Effective management requires regular engagement and consistent treatment.
RosterElf's staff management helps Australian managers oversee their direct reports with tools for rostering, time tracking, and leave management.
