Effective Performance Evaluations. A Primer for Managers and Supervisors

Transcription

1 Effective Performance Evaluations A Primer for Managers and Supervisors

2 Agenda Quiz Critical Elements Of An Effective Performance Evaluation. Performance Review Planning Checklist. Practical Tips For Avoiding Personal Liability.

3 Quiz What word does this definition fit? 1: not compatible with another fact or claim 2: containing incompatible elements 3: incoherent or illogical in thought or actions 4: not satisfiable by the same set of values for the unknowns.

4 Quiz INCONSISTENT

5 Quiz What word does this definition fit? n. 1. The possibility of suffering harm or loss; danger. 2. A factor, element, or course involving uncertain danger; hazard. 3. The danger or probability of loss to an insurer

6 Quiz Risk

7 Quiz What word does this definition fit? intr. 1. To make a clear distinction; differentiate. 2. tr. 1. To perceive the distinguishing features of. 2. To serve to mark; differentiate

8 Quiz Discrimination

9 Issue Inconsistency is the primary reason employers are charged with unfair employment practices. Being Inconsistent increases the Risk of being charged with Discrimination.

10 Effective Performance Evaluations

11 Effective Performance Evaluations Philosophy: Management needs to adopt a philosophy that, if delivered properly, all performance reviews are good; some are simply harder to conduct. Use the review as a tool for recognition and to define areas in need of improvement.

12 Effective Performance Evaluations Purpose of the performance review: Makes the connection to the company s mission. Structures communication. Details level of performance. Establishes goals and objectives. Creates documentation. Appropriate time to update job description.

13 Effective Performance Evaluations Job Descriptions: Defines essential functions. Details required skills, education/training, expected behaviors, and responsibilities. Serves as the roadmap to successful performance.

14 Job Descriptions 1. Background Information: Manager/Supervisor completing this questionnaire: Location/Department: Functional Job Title: Being re- This position is: New evaluated due to a change in responsibilities

15 Job Descriptions 2. Position Summary: Briefly describe the overall purpose of this position. Answer the question, Why does this position exist?

16 Job Descriptions 3. Position Requirements: Indicate specialized education, training and/or experience that are necessary to be considered qualified to perform the basic functions of this position.

17 Job Descriptions 3. Position Requirements: What other position (s) within could prepare someone to assume this position?

18 Job Descriptions 4. Major Responsibilities (Essential Functions): List the primary responsibilities of this position and why each one is necessary for each responsibility, indicate the approximate amount of time (% of total work) devoted to it. Responsibility Why it is necessary End Result % of Time

19 Job Descriptions 5. Resources: List the resources (services of other departments or individuals) utilized by this position.

20 Job Descriptions 6. Decision Making: Describe the most significant decisions for which this position will be responsible on an on-going basis.

21 Job Descriptions 7. Fiscal Responsibilities: Describe the scope of responsibilities relative to the management of, or impact on, the Company s financials (i.e. size of budget, annual sales forecast).

22 Job Descriptions 8. Physical Requirements 9. Mental/Reasoning Requirements 10. Work Environment This information is valuable for determining the needs and accommodations for ADA.

23 Job Descriptions 11. Additional Information: Please include any additional information you believe is important to defining the responsibilities, scope and purpose of this position.

24 Effective Performance Evaluations Sound Organizational mission, objective and goals: An effective performance review underscores the importance of the position relative to the organization s mission, objectives and goals.

25 Effective Performance Evaluations A complete Performance Review Program evaluates the performance of the entire organization from the bottom up and the top down.

26 Effective Performance Evaluations Performance Management Organization s mission Organization s goals Departmental goals Individual goals Job description Values

27 Effective Performance Evaluations Performance review cycle: Sound performance management requires ongoing communication throughout the year. Simply conducting an annual review without intermittent progress updates is not effective because:

28 Effective Performance Evaluations Performance review cycle: Prohibits goals from being adjusted. Restricts mid-course adjustments. Reduces focus on improvement. Review becomes a surprise.

29 Effective Performance Evaluations Performance review cycle: Meetings (progress updates) with the employee should be conducted at least quarterly (or more). If there are extenuating circumstances that impact the employee s ability to accomplish his or her goals, then the goals should be adjusted accordingly.

30 Effective Performance Evaluations Performance review cycle: Goals = measurements. Inappropriate goals = inappropriate performance. Individual goals = department goals = organization s goals = mission = effective performance management.

31 Effective Performance Evaluations Pitfalls to avoid when appraising an employee: Review the entire period. Be factual. Avoid the halo and horns effect. Length of service or job grade are meaningless. Do not base review on past performance. Do not overate to motivate.

32 Effective Performance Evaluations Questions you should ask yourself prior to the final review: Can I support the evaluation? Will this be a surprise? Have I been influenced by any prejudices? Am I fully aware of all factors influencing behavior? How did we get to this point? Does the employee know we are a team?

33 Performance Review Checklist

34 Performance Review Checklist [] Be prepared : Know the objectives and goals of the meeting. [] Time and Place: Choose a quiet, private spot with as few interruptions as possible.

35 Performance Review Checklist [] Conducting the interview: Create a positive environment and help the employee feel at ease. Give balanced feedback, both positive and negative, but start with the positive. Focus on the job, not the person. Ask questions and allow the employee to provide feedback.

36 Performance Review Checklist [] Conducting the interview: When discussing areas for improvement, discuss methods and objectives for improving. Establish formal goals. Explain how these goals are tied to the company s objectives and overall mission

37 Performance Review Checklist [] Conducting the interview: Discuss possibilities for advancement, the employee's aspirations and professional development necessary to be a candidate for such future positions.

38 Performance Review Checklist [] Conclusion: Summarize and review the important points of the discussion. Restate the action steps that have been recommended and provide a time frame for completion

39 Performance Review Checklist [] Conclusion: Make sure employee reviews the appraisal and provides comments. Have employee sign it to acknowledge that he or she has read it (does not signify agreement with the content).

40 Performance Review Checklist [] Follow-up: Follow-up with the employee on an established timeline to see how plans are proceeding. Offer the employee assistance in achieving objectives and encourage discussion of successes and obstacles.

41 Practical Tips For Avoiding Personal Liability

42 Practical Tips For Avoiding Personal Liability Know the law. Follow company policies and procedures. Be as consistent as reasonably possible. Be truthful in dealing with employees. Treat employees with dignity. Encourage the employee to respond. Maintain the confidentiality of employee discipline.

43 Practical Tips For Avoiding Personal Liability Do not act in anger. Utilize the Human Resources department.