Performance Management

Leadership RoundtableMay 14, 2008

Today’s Presentation:

The Performance Management Approach Guidelines and Resources for

Performance Evaluations

Performance Management Defined:

An ongoing process of dialogue between a supervisor and an employee thatEnsures clear goals and expectations are communicated throughout a predetermined time periodGives the employee an opportunity for self-reflection on accomplishments and development needs andAllows for effective and on-going: coaching, professional development, feedback, goal measurement and recognition

The Supervisor’s Role in Performance Management

StewardshipIdentify developmental needsProvide coaching and encouragementEstablish clear expectationsAccurately communicate and recognize achievements and areas in need of improvementProvide timely feedbackContinually ask employees what they need in order to do their workCommunicate regularly regarding career goals

Elements of Performance ManagementA Conscious PlanDialogueClear Goals and ObjectivesMethods and Means of MeasurementA Defined Time PeriodSelf-Reflection

The Purpose of Performance Evaluations:

A look back, an acknowledgement of the present, and a plan for the futureWritten documentationA starting and ending point in the Performance Management conversation

The Ideal Performance EvaluationSummarizes information Based on agreed-upon goalsIncludes a self-evaluationNo surprises for the employee or supervisorEmployee feels equipped and encouragedPartnership between employee and supervisor is strengthened

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 circumstancesFocus on future goals. Include other pertinent comments, including personal appreciation and encouragement.Signed by the employee, supervisor, and next level of supervision.

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.

Table DiscussionWhich 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?

Goal SettingProject 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

http://www.westmont.edu/_offices/long_range_planning/

Goal SettingGoals should be S.M.A.R.T

SpecificMeasurableAttainableRealisticTimeline

Table DiscussionWrite a goal incorporating the SMART elements for the following performance objective:Improve Customer Service

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 serveGoals should be mutually agreed upon –agreement on what the goal is and what success looks like

Guidelines for Writing Performance Evaluations

Be candid and honestAvoid RecencyAvoid Central TendencyAvoid LeniencyBe wary of the Horns/Halo EffectSummarize information into key themesExclude 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,

Guidelines for Writing Performance Evaluations

Ensure feedback focuses on behavior not the personDocument 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”

Legal Considerations

Be careful what you documentDo 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.

Performance Evaluation Guidelines

Thoroughly review the employee’s self-evaluation. 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 interruptionsAllow plenty of timeAllow the employee to actively participate in the conversation.

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.

Format for Self EvaluationLook Back:

Most significant accomplishments/gave the greatest satisfactionGreatest disappointments/gave the least satisfactionComment 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 needOne or two other priority goals I would like to meet. The resources I will needHow 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.

Other ResourcesPerformance Evaluation Materials can be found on the public drive at: Y:\Leadership Roundtable Materials Deadline for Performance Evaluations: July 1st

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