How to Conduct Effective Performance Reviews

Session Objectives

• You will be able to:– Identify the importance and benefits of Performance

Reviews – Assess and prepare necessary documentation– Set motivational performance goals– Plan for effective appraisal interviews– Conduct fair and beneficial reviews – Avoid discrimination charges

Session Outline

– Importance and benefits of reviews– Avoiding discrimination– Measuring and documenting performance– Setting performance goals– Preparing for and conducting performance

reviews– Dealing with different levels of

performance

Why Reviews Are Important

– Recognize accomplishments– Guide progress– Improve performance– Review performance – Set goals– Identify problems– Discuss career advancement

Performance Review Benefits

• Reviews offer the company:– Documentation– Employee development– Feedback– Legal protection– Motivation system

Performance Review Benefits

(cont.)

• Reviews offer employees:– Direction – Feedback– Input– Motivation

Reviews and Discrimination

– Title VII– ADA– Other fair

employment laws

Discrimination (cont.)

– Failure to communicate standards– Failure to give timely feedback– Failure to allow employees to correct

performance– Inconsistency in measuring performance– Failure to document performance objectively

Performance Review Background

– Questions?

Performance Review Forms

– Define performance expectations– Describe measurement tools– Use a rating system– Cover specific examples– Set measurable goals

Measure Performance

• Measurement systems need to be:– Specific

– Fair

– Consistent

– Clear

– Useful

Measure Performance (cont.)

• Systems can be:– Numerical

– Textual– Management by

Objective (MBO)– Behavior oriented

Document Performance

– Make sure documentation is objective– Document performance of all employees– Provide complete and accurate information– Document performance on a regular basis

Set Goals

– Based on job requirements

– Realistic– Measurable– Observable– Challenging– Prioritized

Employee Input

– Employees take an active role:

• Setting goals• Designing action plans• Identifying strengths

and weaknesses

– Employees participate in the performance review meeting

Preparation• Employees:

– Review performance – Think about new goals

• Supervisors:– Review performance– Complete written appraisal– Think about new goals– Schedule time and place

Start the Meeting

– Lay out agenda– Encourage input– Give good news first– Discuss impact on compensation

Presentation Tips– Focus on job

performance– Give objective

examples– Invite responses– Listen actively– Create “we” mentality

During the Meeting

• Review performance:– Based on previous goals– Discuss strengths and

accomplishments– Identify areas for

improvement

• Set goals:– Based on company goals– Build on areas that need

improvement

End the Meeting

– Encourage good performance

– Lay out action plan– Communicate

outcome of goals not met

– Confirm understanding

Review Process

– Questions?

Continuous Feedback

– Formal reviews– Informal reviews– Open

communication

Recognize Good Performance

– Verbal – Public– Tangible– Monetary

Identify Poor Performance

– Act early– Take the right

approach– Deal with employee

reaction– Handle continued

poor performance

Discipline Poor Performance

– Recognize problems– Talk with employee– Follow company policy

Handle Hard Cases

– Reviewing highly emotional employees

– Rating former peers

Key Points to Remember

– You must conduct objective reviews on a scheduled basis

– Reviews tell employees how they’re doing and how they can improve

– Reviews help create a system of motivation and rewards based on performance

Question & Answer Session

Thank You for Participating!

If you have further questions, please contact:

Elaine Johnson, HR Director 949-862-6563

Tania Torres, HR Director 949-862-6564