how to conduct effective performance reviews

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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 - PowerPoint PPT Presentation

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  • How to Conduct Effective Performance Reviews

  • Session ObjectivesYou will be able to:Identify the importance and benefits of Performance Reviews Assess and prepare necessary documentationSet motivational performance goalsPlan for effective appraisal interviewsConduct fair and beneficial reviews Avoid discrimination charges

  • Session OutlineImportance and benefits of reviewsAvoiding discriminationMeasuring and documenting performanceSetting performance goalsPreparing for and conducting performance reviewsDealing with different levels of performance

  • Why Reviews Are ImportantRecognize accomplishmentsGuide progressImprove performanceReview performance Set goalsIdentify problemsDiscuss career advancement

  • Performance Review BenefitsReviews offer the company:DocumentationEmployee developmentFeedbackLegal protectionMotivation system

  • Performance Review Benefits (cont.)Reviews offer employees:Direction FeedbackInputMotivation

  • Reviews and DiscriminationTitle VIIADAOther fair employment laws

  • Discrimination (cont.)Failure to communicate standardsFailure to give timely feedbackFailure to allow employees to correct performanceInconsistency in measuring performanceFailure to document performance objectively

  • Performance Review BackgroundQuestions?

  • Performance Review FormsDefine performance expectationsDescribe measurement toolsUse a rating systemCover specific examplesSet measurable goals

  • Measure PerformanceMeasurement systems need to be:SpecificFairConsistentClearUseful

  • Measure Performance (cont.)Systems can be:NumericalTextualManagement by Objective (MBO)Behavior oriented

  • Document PerformanceMake sure documentation is objectiveDocument performance of all employeesProvide complete and accurate informationDocument performance on a regular basis

  • Set GoalsBased on job requirementsRealisticMeasurableObservableChallengingPrioritized

  • Employee InputEmployees take an active role:Setting goalsDesigning action plansIdentifying strengths and weaknessesEmployees participate in the performance review meeting

  • PreparationEmployees:Review performance Think about new goalsSupervisors:Review performanceComplete written appraisalThink about new goalsSchedule time and place

  • Start the MeetingLay out agendaEncourage inputGive good news firstDiscuss impact on compensation

  • Presentation TipsFocus on job performanceGive objective examplesInvite responsesListen activelyCreate we mentality

  • During the MeetingReview performance:Based on previous goalsDiscuss strengths and accomplishmentsIdentify areas for improvement

    Set goals:Based on company goalsBuild on areas that need improvement

  • End the MeetingEncourage good performanceLay out action planCommunicate outcome of goals not metConfirm understanding

  • Review ProcessQuestions?

  • Continuous FeedbackFormal reviewsInformal reviewsOpen communication

  • Recognize Good PerformanceVerbal PublicTangibleMonetary

  • Identify Poor PerformanceAct earlyTake the right approachDeal with employee reactionHandle continued poor performance

  • Discipline Poor PerformanceRecognize problemsTalk with employeeFollow company policy

  • Handle Hard CasesReviewing highly emotional employeesRating former peers

  • Key Points to RememberYou must conduct objective reviews on a scheduled basisReviews tell employees how theyre doing and how they can improveReviews 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 949-862-6563Tania Torres, HR Director 949-862-6564

    Slide Show NotesThe objective of this training session is to provide you with the basic tools you need to conduct effective performance appraisals. At the end of the training session you will be able to:Identify the importance and benefits of performance reviewsAssess and prepare necessary documentationSet motivational performance goalsPlan for effective appraisal interviews Conduct fair and beneficial reviewsAvoid discrimination chargesSlide Show NotesWe will discuss:The importance and benefits of performance appraisalsHow to avoid discrimination during the appraisal processHow to measure and document performanceHow to set performance goalsHow to prepare for and conduct appraisal interviewsHow to deal with different levels of employee performanceFeel free to ask questions during the presentation if anything is unclear or needs further explanation. Slide Show NotesFor our organization to be successful, all of us need to be able to perform to the best of our abilities. We can only do so if we have adequate feedback and clearly defined goals. Performance appraisals are an essential tool for accomplishing these tasks. They offer a formal and official way to:Recognize accomplishments. Every company will define recognizable accomplishments differently, but its important to have a reward system in place. Guide employee progress. Effective performance reviews continue to refine the initial job description of what is expected of employees as they learn new skills and gain experience.Improve performance. Whether making good performance better or correcting poor performance, performance reviews are an important step in identifying the situation and laying out the course for improvement.

    Slide Show NotesPerformance reviews offer many benefits to the company, including:Documentation of performance issues, disciplinary actions, written goals, and so onall signed by the involved partiesA system for providing employee development opportunitiesA regular outlet for providing performance feedbackLegal protection should the company be involved in accusations of discrimination or illegal terminationMorale boost to motivate employees through a recognized and defined reward systemReview your organizations performance appraisal policy, including evaluation schedules and required procedures. Answer any questions about the policy.Slide Show NotesPerformance reviews offer many of the same benefits to employees, including:Clear direction in their work regarding whats expected of them and of their role in the companys overall goals A regular outlet in which to receive feedback on performance and expectationsA regular time in which to give input on their job, their department, or the companyMotivation to perform their best because they know they will be recognized and/or rewarded

    Slide Show NotesTypical legal problems associated with performance reviews involve charges of discrimination. Title VII of the Civil Rights Act of 1964 prohibits employment discrimination, including discrimination in the evaluation of employee performance, because of race, national origin, religion, age, or sex.The Americans with Disabilities Act prohibits discrimination against disabled employeesfor example, judging their performance more harshly because of their disability.Other fair employment laws, such as the Pregnancy Discrimination Act and Equal Pay Act, also prohibit discriminatory practices related to performance reviews.Slide Show NotesLegal problems and discrimination charges may arise from:Failure to clearly communicate performance standardsFailure to give timely feedback when performance does not meet standardsFailure to allow employees the opportunity to correct inadequate performanceInconsistency in measuring performance from employee to employeeFailure to document performance objectivelyAsk trainees to identify the kinds of subjective, personal feelings that can interfere with objective performance reviews.

    Slide Show NotesAre there any questions? Do you understand why performance reviews are important and how they benefit both our employees and the organization? Do you understand the potential for legal problems and charges of employment discrimination concerning the appraisal process?Conduct an exercise, if appropriate.Well now learn about the specifics of the appraisal process, beginning with appraisal forms.Slide Show NotesIn order to be most effective, performance appraisal forms need to be well constructed and easy to understand. They should include the following items.Well-defined performance expectations in areas that include: adaptability, communication skills, cooperation, dependability, initiative, innovation, job knowledge, organization, productivity, and quality of workClearly described measurement toolsA concrete rating systemSpace to write down specific job examplesA section for setting timely, measurable performance goalsHand out copies of the organizations appraisal forms to trainees and review the material. Ask if they have any questions about how to complete the form.Slide Show NotesThere are many ways to measure performance, but the main thing to remember is that the more objective the measurement, the better.Use specific rating scaleswhether numbers or termswhen assessing performance.Use a system that is fair and flexible in assessing workplace situations and performance.Be consistent in using the same measurement systems for all employees.Make sure the measurement system is clear about what is being measured. Also make sure it is understood by all employees.Measurements need to be a useful tool that enables you to give a meaningful assessment as well as enabling employees to know exactly how their performance measures up.Slide Show NotesOne of the most common rating scales is numerical because numbers are perceived to be the most objective. Its a good idea to also attach words describing what each number means, however, to make sure the numbers are used consistently. For example, on a 1 to 5 scale, 1 could

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