Performance Management. Leadership Roundtable May 14, 2008

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1 Performance Management Leadership Roundtable May 14, 2008

2 Today s Presentation: The Performance Management Approach Guidelines and Resources for Performance Evaluations

3 Performance Management Defined: An ongoing process of dialogue between a supervisor and an employee that Ensures clear goals and expectations are communicated throughout a predetermined time period Gives the employee an opportunity for self-reflection on accomplishments and development needs and Allows for effective and on-going: coaching, professional development, feedback, goal measurement and recognition

4 The Supervisor s Role in Performance Management Stewardship Identify developmental needs Provide coaching and encouragement Establish clear expectations Accurately communicate and recognize achievements and areas in need of improvement Provide timely feedback Continually ask employees what they need in order to do their work Communicate regularly regarding career goals

5 Elements of Performance Management A Conscious Plan Dialogue Clear Goals and Objectives Methods and Means of Measurement A Defined Time Period Self-Reflection

6 The Purpose of Performance Evaluations: A look back, an acknowledgement of the present, and a plan for the future Written documentation A starting and ending point in the Performance Management conversation

7 The Ideal Performance Evaluation Summarizes information Based on agreed-upon goals Includes a self-evaluation No surprises for the employee or supervisor Employee feels equipped and encouraged Partnership between employee and supervisor is strengthened

8 Core Elements of the Performance Evaluation Review primary responsibilities. Review specific goals, methods and means of measurement established. Comment on areas where results were above expectations. Note areas where improvement or development is needed. Mention any mitigating circumstances Focus on future goals. Include other pertinent comments, including personal appreciation and encouragement. Signed by the employee, supervisor, and next level of supervision.

9 Why have Goals? Employees need to be able to gauge their progress and level of contribution for themselves. Without a tangible means for assessing success or failure, motivation can deteriorate as people see themselves as having no ownership over their work.

10 Table Discussion Which elements do you find the easiest/most difficult to address in a performance evaluation? What are the top five elements you consider to be essential in a performance evaluation? What elements would you add to this list?

11 Goal Setting Project Goals focus on highest priorities Developmental Goals are designed to elevate performance beyond current level Consider: Educational assistance, mentoring, coaching, professional networking All goals are supportive of the college s and department s missions ning/

12 Goal Setting Goals should be S.M.A.R.T Specific Measurable Attainable Realistic Timeline

13 Table Discussion Write a goal incorporating the SMART elements for the following performance objective: Improve Customer Service

14 Goals - Measurement The key to establishing effective measures lies in identifying areas that an employee can directly influence, and then ensuring that the specific measurements are tied to the person or people they serve Goals should be mutually agreed upon agreement on what the goal is and what success looks like

15 Guidelines for Writing Performance Evaluations Be candid and honest Avoid Recency Avoid Central Tendency Avoid Leniency Be wary of the Horns/Halo Effect Summarize information into key themes Exclude references to items yet to be determined and over which you may not have sole control E.g. pay, promotions, work schedules, support staff, resources,

16 Guidelines for Writing Performance Evaluations Ensure feedback focuses on behavior not the person Document performance in objective terms Disliking certain types of work- You do not like to file and so do not do it very often vs. It creates additional work for others and information is not accessible when the filing is not completed twice each month

17 Legal Considerations Be careful what you document Do not comment upon personal physical or mental health An appraisal is the record for what occurred, or not, during this time period. Make sure it is accurate. If you are unsure if something should be included, consult HR. Use valid standards to evaluate performance and apply then equally to all employees, as appropriate. Employees can respond, in writing, to any point(s) in the evaluation they do not agree with.

18 Performance Evaluation Guidelines Thoroughly review the employee s selfevaluation. Provide a copy of your written response to the self-evaluation a day or two in advance Choose a private location for the meeting, free from interruptions Allow plenty of time Allow the employee to actively participate in the conversation.

19 Reasons for the Self-Evaluation: To invite active versus passive participation on the part of the employee. To demonstrate your interest in the employee s views before you finalize your own. To gain a better sense of the day-to-day work of your employee The self-evaluation will almost always reflect perspectives, emphases and work that you would have missed or undervalued. To get a better sense of where there may be gaps in perceptions or priorities, and to plan your response accordingly.

20 Format for Self Evaluation Look Back: Most significant accomplishments/gave the greatest satisfaction Greatest disappointments/gave the least satisfaction Comment on the degree to which goals were accomplished Look Ahead: The most important thing I want to accomplish this year (and beyond?). The resources I will need One or two other priority goals I would like to meet. The resources I will need How we can better serve the College s mission, our department mission and each other. What I need to achieve it, and how my supervisor, my colleagues or the college can help. How can I personally develop? What I need to achieve my goal, and how others and the college can help.

21 Other Resources Performance Evaluation Materials can be found on the public drive at: Y:\Leadership Roundtable Materials Deadline for Performance Evaluations: July 1 st HR Library titles include: Effective Phrases for Performance Appraisals; The Complete Guide to Performance Appraisals; Goals and Goal Setting: Planning to Succeed; Coaching for Improved Work Performance

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