PowerPoint Presentation

Performance ReviewsAgenda

Why do we do performance reviews?How to prepare for a performance review.How to give constructive feedback.

Why do we do performance reviews?

Performance evaluations can keep the organization out of legal trouble by helping you track anddocument your employees progress and problems.If you ever need to discipline a worker or worse fire them, you will have writtenproof that you gave them notice and a chance to correct the problem.

Performance Reviews are part of a larger process called performance management, which includes, coaching, discipline, mentoring, staff development and training. -- which we wont go into today. But its useful to know that there are several steps in making this process less painful.

1How to Prepare for the Performance ReviewAdvance planning self evaluations should be completed 2 weeks prior to the review.Plan for open dialogue opportunity to review performance, consider lessons learned, progress for period, and establish goals and objectives for next period.Lay out plan for performance discussions collect and review notes, statistics, citations and performance based examples.Schedule sufficient time to focus on the review.

Advance planning self evaluations should be completed 2 weeks prior to the review.Plan for open dialogue opportunity to review performance, consider lessons learned, progress for period, and establish goals and objectives for next period.Lay out plan for performance discussions collect and review notes, review the job description, awards and performance based behavioral examples.Schedule sufficient time to focus on the review.

To prepare for a performance review gather and review all of the documents and recordsrelating to the employees performance and behavior.Review the notes that you've been keeping, the employees personnel file, the job description, and perhaps including time cards if appropriate.

ALWAYS ask your direct reports tocomplete a self-evaluation. A self evaluation may jot your memory of particular event that you may have forgotten and would like to include the performance review. A self-evaluation will also provide you with some insight on how an employee views his or her performance.

Once you've reviewed all these documents andgathered your thoughts about the employee's work, its time to write the review.

Remember from a process perspective, the performance review is a continuous cycle throughout the year.

2Give Specific Feedback

Lets Talk about Feedback

Use information that you have observed and not hearsay. Be descriptive, specific, using who, what and where.

Can anyone give me an example of providing specific feedback?

Is this Specific or Vague?

Judy is not a team playerJudy was told to prepare an estimate of costs by August 10. She didn't finish it on time. This prevented others who needed the information from finishing their parts of the budget.

Sue Promotes our imageAs a Registration Specialist, Sue is in a public contact position. On four occasions (list specific dates), I noticed her thanking guests for coming by as they dropped off their security badges, and saying that she hoped to see them again soon.

Bill Doesn't fit in wellBill is gruff when his coworkers approach him with questions. As a consequence, they try to avoid talking with him and the department loses the benefit of his knowledge and experience.

3Keep it Professional

Keep it professional.It okay to start off with some chit chat, but remember to stick with issues related to the employees performance and conduct in the workplace. What to say: "Were here today to review the successes and lessons from last year and to make plans for next year.

Listen carefully to your employee's comments.Take notes during the meeting, and include those notes on the form as partof the employee's personnel file. After discussing the prior performanceperiod, spend some time of the meeting addressing any revised or new goals.This might include additional training or opportunities for advancement.

Here are a few great tips to help youdecrease tension in the room. Make sure the location of the meeting isvery private. Show respect by using eye contact liberally as opposed to just reading a form to them.You might also consider sitting next to the employee as opposed tositting across a desk or table, which can often seem adversarial.

Show Video 4Use a balanced approach

Balance positive a Halo/Horn Effect rate employees the same on every trait

Central Tendency lack of rating differentiation between employees

Leniency avoids honest ratings to avoid conflict

Recently narrow focus on recent events

Similarity/Like me favorable rating to employees who have similar values or interests to the rater

Balance positive a Halo/Horn Effect rate employees the same on every trait

Central Tendency lack of rating differentiation between employees

Leniency avoids honest ratings to avoid conflict

Recently narrow focus on recent events

Similarity/Like me favorable rating to employees who have similar values or interests to the rater

Acknowledge the employees contributions and positive efforts. What to say: "There was some improvement in the area checking in patients and having them ready for the providers visit.

5Set a positive tone

Show respect.Dont raise your voice, make personal attacks, use sarcasm or belittle. Speak with respect.

What to say: "I understand youve given this your best effort, and you need to know that its still not up to standard." What not to say: "If this is what you do when you try, Id hate to see what would happen if you didnt."6Communicate Effectively

Part of communicating effectively is to listen.

Use your effective listen skills and actively listen helps you understand the employees perspective. Employees want to feel like they have been heard.

Consider saying if possible : "Im looking forward to your review because its been a great year." What not to say: "Youre past needing a review. I dont have time

7Dont do all the talking

During the review dont do all the talking.Acknowledge their explanations, even if you do not intend to change your conclusions.

What to say: "I invite your input in the review. I want to hear how you view your performance." What not to say: "Youre just making excuses.

8No surprises

During the year it would be helpful to provide immediate feedback when issues arise and work with the employee to address issues. Meet with the employee throughout the year. review period.

Ideally what to say if you have been giving on-going feedback is : "As we discussed before." What not to say: "Ive been meaning to tell you.

It may be hard to do but depending upon the size of the group you supervise you should be meeting with them one on one at least once a week.--- these are check-ins and periodically a longer check-in will be need to if there are performance concerns.

9Document Accurately

Document accurately.Dont document conclusions. Only facts are relevant.

Document concrete examples of performance that lead you to your conclusions, without documenting the conclusion.

What to say: "Called me a 'micromanaging witch.' " What not to say: "Doesnt like working for a woman.

10Questions?

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