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  • Top Tips for ConductingSuccessful Performance Evaluations

    Proven strategies and best practices for making the most of evaluations.

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    4Arrange the discussion by getting organized and communicating.Get organized.

    Findatimeandplacethatworksforbothofyou. Makesurethelocationisprivate. Scheduleenoughtimesoyoudonthavetorushandareabletobothspeakandlisten.

    Communicate in advance.

    Letyourstaffknowwhentheprocessisstarting. Conveyyourenthusiasmfortheprocessboththeopportunitytorecognizeandacknowledgegreatworkaswellastheopportunitytoidentifymutuallyagreeduponsolutionstochallenges.

    Askstaffmemberstoprepare(seetip#5).

    Prepare for the meeting. Reviewthestaffmembersactivitiesfromtheentireyearbylookingovertheirfile,kudosreceived,one-on-onemeetingnotes,progressongoals,andworkshopsorothertrainingattended.

    Makenotesaboutaccomplishmentsyouwanttorecog-nizeandcoachingyouwanttoprovide.

    ConnectemployeeperformancetothemissionandgoalsoftheunitandVanderbilt,andbepreparedtodescribehowitfurthersthemission.

    Createanagendaforthesessionthatincludestheitemsaboveandbuildsintimeforyoutolistentofeedback.

    Help your staff members prepare.Themostrewardingperformanceevaluationsforbothmanagersandstaffaretwo-wayconversations.Providingguidancetoyourstaffmemberabouthowtopreparefortheevaluationwillincreasethelikelihoodthatyouwillhaveameaningfulandproductivediscussion.Whenyouarrangethemeetings,suggestemployeescomepreparedtodiscuss: Accomplishmentsduringtheyear-whataretheyproudof? Thelessonstheylearnedduringtheyearwhatcouldthey

    havedonebetter,whatwouldtheydoinafuturesitua-tion,andwhatsupportdotheyneedtobesuccessful?

    Coachingandsupportneededwhathelpdotheyneedfromyouinordertobesuccessful?

    Progressongoalsgoalsmetandunmet.Iftheydidntmeettheirgoals,whatweretheobstacles?Dotheyhaveanysuggestionsforovercomingtheobstaclesandcanyouproblem-solvetogetherforfuturesuccess?

    Professionaldevelopmentwouldtheyliketraining,men-toringorotherlearningopportunities?

    Careerdevelopmentwhataretheircareerplansandistheresomethingyoucandotohelpthem?

    Take an interest in your employees professional and career developmentitshowsthatyouarecommittedtotheirsuccessandenhancestheiroverallengagementandsatisfaction.Thisdoesnotmeanthatyouneedtohavealltheanswersforthemorpromisethemthatapromotionisforthcoming.Astheirleader,yourroleissimplytoguide,coach,andwherepossible,provideopportunitiestogrowanddevelop.HelpingyouremployeecreateanIndividual Development Plan (IDP)isagoodfirststep.

    Use optional self-evaluations thoughtfully, butkeepinmindthatwhilecomparingyourevaluationwiththestaffmembersself-evaluationcangeneratehealthydiscussionandinsights,usingtheself-evaluationasthefinalevaluationwillnotservetheevaluationgoalatall.Ifyouwouldliketohaveyouremployeescompleteaself-evaluationusingtheonlinetool(VPES),seedirectionsforuniversity employeesandformedical center employees.

    Create a dialogue. Plantobeanactivelistener. Allowampleopportunitiesforyourstaffmembertorespondtoyourcomments.

    Remembertoaskyourstaffmemberwhatheorsheneedsfromyou.

    Workonproblem-solvingtogetherratherthanblaming. Trynottoresponddefensively.Ifthestaffmemberhasanangryoremotionalresponse,rememberto: Listen.Pause.Breathe. Thinkabouttheemotionsyouarebothexperiencingandwheretheymaybecomingfrom.

    Respondbyreflectingbackwhatyouthinkthestaffmemberisfeeling.Becurious,askquestions.Kindlyrestateyourpoint.

    Dos and donts.Do: Problem-solve. Focusontheentireyear. Bespecific. IntegratewiththemissionandgoalsoftheteamandVanderbilt.

    Askfortheiropinions,sug-gestions,accomplishments,goalsandneeds.

    Dont: Blame. Selectonlyrecentactivities. Generalize. Focusonactions,goalsandobjectivesthatdontcon-necttoteamandorganiza-tionalgoals.

    Doallthetalking.

    http://hr-test.vanderbilt.edu/training/IDP.pdfhttp://hr-test.vanderbilt.edu/training/IDP.pdfhttp://hr-test.vanderbilt.edu/compensation/VPESUniversitySelfEvalGuidebook2012.pdfhttp://hr-test.vanderbilt.edu/compensation/documents/VPESMedicalCenterSelfEvalGuidebook_000.pdf

  • Top Tips for Conducting Successful Performance Evaluations

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    8Use the ratings effectively. Reviewandmakekeynotesabouttheemployeespreviousevaluation,bothscoresandcomments.Didtheemployeetakespecificactionstoimproveperformanceoverthelastyear?

    Accesswhetherthekeyfunctionsforwhichyouusetoevaluateperformanceremainvalidmeasurementsoftheemployeesjobresponsibilities.Ifnot,pleasemakenotestochangethekeyfunctionsforthenextevalua-tionseason?

    Brieflyoverviewthegenericscoringtemplatetore-famil-iarizeyourselfwiththelevelsofperformancemeasures.

    Ifyouaskyouremployeestocompleteself-evaluations,taketimetoevaluatetheirperformanceseparatelyfromtheemployeesself-evaluation.Compareyourratingswiththeemployeesself-ratings.Makenotesofalignmentanddifferencesthendeterminefinalratings.Thecommentsintheevaluationshouldreflectthesupervisorsassessmentseparatelyfromanyemployeecommentsthataremadeandagreeduponbythesupervisor.

    Set goals -- together.

    Look at last years goals.

    Howdiditgo?Lettheemployeetellyouwhatheorshethinks.

    Giveyourfeedback. Celebrateaccomplishedgoals! Forunmetgoals,talkaboutwhynot:

    Wasitapersonalobstacleorsomethingwithincontrol?Ifso,howcanyouencourageandsupportsuccess?

    Wasitanexternalobstacleorsomethingoutsideofcontrol?Ifso,istheresomethingyoudototakecareoftheobstacle?Canyourefocusonwhatisattainable?

    Set goals for next year.

    Encourageyourstaffmembertoidentifygoalsthatheorshewantstoworkon,especiallythosethatalignwiththeteamgoals.

    Askthestaffmembertowriteadraftcopytogooverwithyou.

    MakegoalsSMART(Specific,Measurable,Aspirational,Realistic,Timebound).

    Coach to improve performance.

    Providingconstructivefeedbacktoyouremployeesshowsthatyoucareaboutthemandwanttohelpthemsucceed.Effectivemanagersaddressmajorperformanceissuesatthetimetheyoccur,sothereshouldntbesurprisesattheevaluation.Ontheotherhand,youmayhavesugges-tionsforimprovementstoenhanceanemployeesoverallperformance,helphimorhermovefromgoodtogreat,ormoreeffectivelyalignactivitiestotheteamsmissionandgoals.Givingconstructivefeedbackwillprovidedirectionforthecomingyearandclarifyexpectations.

    How to provide constructive feedback: Beforetheevaluationmeeting,identifythebehaviororbehaviorsthatneedimprovement.Describehowtheim-provementswillhaveapositiveimpactontheteamsororganizationsmissionortheemployeesgoals,profes-sionalgrowthorjobfunctions.

    Providepositivefeedbackfirst. Describethebehaviorthatneedsimprovement. Asktheemployeeforrecommendationstocorrectthebehavior.Ifheorshesuggestsaworkablesolution,giveyourapprovalandyourexpectationforimprovedper-formance.Iftheemployeeisunabletoofferasolution,problem-solvetogether.

    Clarifytheagreementanddeterminenextsteps.Setatimetofollowup.

    Reiteratepositivekeypointsfromyourearlierdiscussion. Thanktheemployeeandmakeitclearthatyourgoalistoseehimorhersucceed.

    Ifyouanticipatethatthiswillbeaverydifficultconversa-tion,pleaserememberthatthereistrainingavailablefor medical center and university leaders.

    http://vanderbilt.mzinga.com/app/servlet/goTo?Page=CourseInfo&DirectLinkID=336932http://vanderbilt.mzinga.com/app/servlet/goTo?Page=CourseInfo&DirectLinkID=211601