performance appraisal year: 2013-2014. performance appraisals explained the performance appraisal is...

PERFORMANCE APPRAISALYEAR: 2013-2014

PERFORMANCE APPRAISALS EXPLAINEDThe Performance Appraisal is a tool used to

provide the employee with the following:

Performance feedback Improvements and deficiencies in employee development

Increased and decreased employee productivityA safeguard for both the College and employees from legal liability

PERFORMANCE APPRAISALS:COMMON MISTAKESFailure to conduct evaluationsFailure to evaluate all employeesFailure to conduct evaluations regularly and punctually

Failure to document negative and positive performance

Failure to document performance and behavioral deficiencies

PERFORMANCE APPRAISALS:COMMON MISTAKES (CONT’D)Failure to establish consequences of performance deficiencies

Disallowing employees opportunity to comment on their appraisals

Using the appraisal to retaliate against an employeeHave a witness sign when employee does not want to sign performance appraisalRecommendation: Witness must be at supervisor’s level or above

PERFORMANCE APPRAISALS:EMPLOYEE EXPECTATIONS

Be informed and kept “in the loop”Receive due creditReceive constructive feedbackAwareness of appraisal points prior to appraisal completion

Honest input regarding opportunities for advancement

PERFORMANCE APPRAISALS:EMPLOYEE EXPECTATIONS (CONT’D)

Employment in a motivating environmentFreedom to discuss discrepancies Identify and eliminate performance problemsRecognize and motivate quality performanceOpportunities for baseline performers to improve contributions

Document and support employment decisions

PERFORMANCE APPRAISALS:IMPLEMENTING MEANINGFUL PERFORMANCE APPRAISALSI. Gather documentation

II. Develop the written appraisal

III. Review the written appraisal with chain of command (if necessary)

IV. Conduct the appraisal review sessionI. Common MistakesII. Maximizing the Review

V. Potential Emotional Reactions

PERFORMANCE APPRAISALS:IMPLEMENTING MEANINGFUL PERFORMANCE APPRAISALS (CONT’D)

I. Gather Documentation

a) Personal observationObserve actual performance and objectively review results

b) Feedback documentationUse performance notes made throughout the year

c) Personnel FileExamine past performance reviews, discipline records, and awards

d) Measurement toolsCheck documents that support performance rating. Examples: Time clock reports for attendance and tardiness, etc.

e) Others’ observationsReview supervisor, manager, co-worker comments

PERFORMANCE APPRAISALS:IMPLEMENTING MEANINGFUL PERFORMANCE APPRAISALS (CONT’D)II. Develop Appraisal Guidelines for writing

appraisals

a) Set aside dedicated timeGather performance documentation and eliminate interruptions

b) Evaluate performance based on expectationsReview established expectations, job description, performance goals

c) Rate how well expectations were metd) Give honest ratings

Acknowledge strengths and address ongoing problemse) Provide specific examples

Avoid generalities, note specific contributions and accomplishments

f) Avoid personal and subjective statementsNo exaggerations, no character attacks


III. Review the written appraisal with chain of command

a) Request guidance from chain of command and/or Human Resources when performance appraisal is below expectations

b) Develop Employee Improvement Plan for each employee when necessaryEstablish goals and expectations for employee Follow up accordingly on established measures to record the progress


IV. Conducting the Appraisal Review session – Common Mistakes

a) Manager is ill-preparedb) Employee is not given adequate noticec) Discussion is rushed or interruptedd) Employee is not given the opportunity to

commente) Manager’s tone is punitive or

condescending


IV. Conducting the Appraisal Review session- Maximizing the review

1) Be preparedo Determine discussion directiono Anticipate objectiveso Gather supportive documentation



2) Set the right toneo Establish a supportive environment

o Private location – Maintain confidentiality

o Quiet and undisturbed – Eliminate distractions

o Level playing field – Avoid superiority

o Timing – Choose a quiet time



o Demonstrate Respecto Timeliness – Conduct reviews by

due dateo Appointments – Don’t act like the

employee’s time is less valuableo Advance notice – Allow the

employee to be prepared o Icebreaker – Start on a friendly and

relaxed note



o Have the best mindseto Tone – Professional and supportiveo Focus – Future goals and

objectiveso Open-mindedness – Seek

explanationso Emotions – Calm and centered



3) Communicate Effectively Avoid communication roadblocks –

Vague, evasive, derisive or derogatory language, poor listening skills, strong emotions, one-way conversation

Improve communication skills – be clear and concise, be honest, not brutal, be an active listener and natural

PERFORMANCE APPRAISALS:DURING THE APPRAISAL PROCESS

V. Potential Emotional Reactions

a) Emotional Distress

b) Hostility

c) Defensiveness

d) Denial

PERFORMANCE APPRAISALS:DURING THE APPRAISAL PROCESS (CONT’D)

V. Potential Emotional Reactionsa) Emotional Distress - employee becomes

tearful or angry, but not aggressiveo How can you handle it?

o Be patiento Offer privacyo Suggest reschedulingo Other ideas?


V. Potential Emotional Reactionsb) Hostility - employee channels his/her

emotions into aggressiono How can you handle it?

o Be patiento Offer privacyo Suggest reschedulingo Other ideas?


V. Potential Emotional Reactionsc) Defensiveness - employee makes

excuseso How can you handle it?

Listen objectively Be compassionate Reinforce expectations Other Ideas?


V. Potential Emotional Reactionsd) Denial - employee insists your

evaluation is incorrecto How can you handle it?

Listen objectively Investigate as necessary Provide supportive documentation Other ideas?

PERFORMANCE APPRAISAL PROCEDURES1. Instruct employees to complete self-

evaluation (interactive PDF form via HR website)

2. Employees have maximum of ONE WEEK to complete and submit self-evaluation

3. Complete Performance Appraisal4. First-line supervisors shall meet with Director

or Dean for appraisals review prior to meeting with employee

5. Schedule meeting with employee

PERFORMANCE APPRAISAL PROCEDURES (CONT’D)6. Conduct formal meeting with employee.

Review Appraisal and determine goals, timelines, etc.

7. You and employee sign the completed Performance Appraisal form after the meeting

8. Forward copy to employee and turn in completed ORIGINAL form to Human Resources (ATTN: Brenda J. Balderaz)

9. If you have any questions please call (956) 872-5057

SUCCESSFUL MEETING CHECKLISTo Discuss each goal or objective established

for the employeeo Explore areas of agreement and

disagreemento Cover positive skills, traits, accomplishments

and growth potentialo Reinforce employee’s accomplishmentso Discuss employee’s potentialo Cover areas in which change is required,

expected, demanded or desired

SUCCESSFUL MEETING CHECKLIST (CONT’D)o Set objectives for next performance appraisal

(or specific timeline)o Have employee sign appraisal to acknowledge

having read it, and give employee an opportunity to comment in it in writing

o Issue a Employee Improvement Plan when necessary

oProvide employee goals to correct deficiencies within a specified time period

oMake training/development recommendationsoDiscuss consequences of non-compliance where applicable

o Thank employee for his/her efforts

Questions?

Contact Mrs. Brenda J. Balderaz at 872-5057 or send her an email at [email protected]