Book companion resource · Worksheet
Accountability Conversation Prep Sheet
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← Back to toolkit · Browse by chapterFill this out before the conversation. Not after. The preparation determines whether what follows is accountability or theater.
Companion to: Fix the System, Chapter 25. Who uses it: the maintenance manager, shift supervisor, reliability engineer — anyone about to have a standards conversation with a direct report. When to use: before any conversation about a missed standard, a pattern of underperformance, or a gap between expectation and execution.
Date: _______________________ Manager: _______________________ Person: _______________________
PART 1 — Define the Standard
Write the standard in one sentence. If you cannot write it in one sentence, it is not clear enough yet.
The standard: _______________________________________________ _______________________________________________
How and when was this standard communicated to this person? _______________________________________________
Could they recite it back to you if you asked? ☐ Yes, clearly ☐ Probably ☐ Uncertain ☐ No
If you answered Uncertain or No: stop here. The first conversation you need to have is about the standard, not the gap. This is not an accountability conversation yet.
PART 2 — The Three-Part Check
Answer each question honestly before moving forward.
Check 1: Was the standard clear?
Did this person receive the standard recently, specifically, and unambiguously?
☐ Yes — communicated in writing and verbally within the last 30 days ☐ Partially — communicated but not recently reinforced ☐ No — not recently communicated
If No or Partial: The conversation priority shifts to clarifying the standard. Note what you will do differently going forward: _______________________________________________
Check 2: Did they have what they needed?
For each resource category, mark whether it was available and sufficient.
| Resource | Sufficient? | If No — What Was Missing? |
|---|---|---|
| Parts / materials at job start | ☐ Yes ☐ No ☐ Partial | |
| Time / schedule space to do the work | ☐ Yes ☐ No ☐ Partial | |
| Tools and equipment | ☐ Yes ☐ No ☐ Partial | |
| Clear authority to make necessary decisions | ☐ Yes ☐ No ☐ Partial | |
| Backup / coverage when pulled for other priorities | ☐ Yes ☐ No ☐ Partial | |
| Job plans and instructions | ☐ Yes ☐ No ☐ Partial | |
| Protection from non-emergency interruptions | ☐ Yes ☐ No ☐ Partial |
Resources I failed to provide or protect (be honest): _______________________________________________ _______________________________________________
These are yours to own in the conversation — before asking them to own anything.
Check 3: Skill gap or will gap?
Skill gap: They would meet the standard if they knew how. Coaching is the right response. Consequence is not appropriate.
Will gap: They know what to do, have the resources, and are choosing not to. Consequence may be appropriate.
To distinguish: Has this person met this standard before? ☐ Yes, consistently ☐ Yes, inconsistently ☐ No, never reliably
When they miss the standard, is there a pattern in the circumstances? ☐ Yes — describe: _______________________________________________ ☐ No — misses appear random
If they have met the standard before and the circumstances are consistent: likely will gap. If they have never met the standard or circumstances vary significantly: likely skill gap — investigate further before proceeding.
My assessment: ☐ Primarily skill gap ☐ Primarily will gap ☐ Mixed — document below: _______________________________________________
PART 3 — Mine to Fix / Theirs to Own
Complete both columns before the conversation. Walk in having already owned your side.
| Mine to Fix (system, resources, clarity — my responsibility) | Theirs to Own (execution gap — their responsibility) |
|---|---|
What I will say I own, in the conversation: _______________________________________________ _______________________________________________
What I will ask them to own, specifically: _______________________________________________ _______________________________________________
PART 4 — The Ask
One clear behavioral change. Not "do better." A specific action the person can take differently.
What specifically do I need them to do differently? _______________________________________________ _______________________________________________
By when? _______________________
How will I know it happened? (What will I observe?) _______________________________________________
PART 5 — What I Will Do Differently
Accountability runs both ways. Name what you will change on your side.
_______________________________________________ _______________________________________________
PART 6 — Follow-Up
Date scheduled to revisit: _______________________
What I will look for between now and then: _______________________________________________
If improvement — what I will say: _______________________________________________
If no improvement — what changes: _______________________________________________
Conversation Structure (quick reference)
1. State the standard and the gap — specifically. 2. Own what belongs to you (from Part 3, left column). Do not hedge. 3. Name what belongs to them (from Part 3, right column). Be specific and behavioral, not interpretive. 4. Ask for the one change (from Part 4). 5. State what you will do differently (from Part 5). 6. Set the follow-up date and what you are looking for.
Keep the conversation under 20 minutes. If it runs longer, you have probably moved from accountability into something else. Check whether you are still being specific.
From Fix the System by Ivan Getov. Companion to Chapter 25: Accountability Without Theatrics. getov.xyz/toolkit/fix-the-system/ch25/accountability-conversation-prep. Free. No email required.