welcome! how to prepare for a really useful performance review is intended for presentation to all...

Welcome!Welcome!

How to prepare for a really useful performance review

is intended for presentation to all staff working at Xavier University. It is designed to be a tool to assist

supervisors and employees as they prepare their annual performance reviews.

How to Prepare a Really Useful Performance Review - 2012

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Preparing for a Really Useful Performance Review

It’s that time of year again•No “battle scar” discussions•No compliance discussions•Focus on the human aspect

– meaningful,– well defined, and– beneficial to you


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Agenda

• Benefits of a performance review

• Share guiding principles for a – Self assessment– Supervisor review

• Resources for your continued learning


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Objectives

By the close of this session supervisorsand employees will learn:• Benefits in completing a really useful

performance review• Guiding principles to use when

completing a self evaluation and supervisor evaluation


Xavier’s performance management lifecycle


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• Provide feedback– increase communication

• Improved– morale– behavior– performance


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Why do performance reviews?

daily feedback eliminates “UGH!!”

focus on the person sitting in front of you


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Feedback is ongoing,

open two-way communication

between two or more people

Feedback


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Feedback characteristics

SpecificHonestTimelyHelpful

OngoingSupportive

SpecificHonestTimelyHelpful

OngoingSupportive

UnhelpfulAccusatory

PersonalJudgmentalSubjective

UnhelpfulAccusatory

PersonalJudgmentalSubjective

Constructive Destructive


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• Improves employee morale, builds employee confidence, and encourages the heart

• Crucial to organization’s ongoing development and growth

• Supervisors need to give effective, constructive feedback regularly, which is what most employees want

• Learning how to give constructive feedback is a learned communication skill and one that can be achieved through thought and planning

Importance of feedback


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Feedback

Feedback is a GIFT

if given and received constructively!

Feedback is a GIFT

if given and received constructively!

Feedback is

a GIFT if given and

received

constructivel

y!


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1. Gather information on employees throughout the year

2. Include the “Small Picture” (vs. Big Picture)

3. Offer Constructive Feedback4. Stop Holding Feedback Hostage5. Accept Feedback6. Remember that Employees are Unique7. Keep Reviews Positive8. Know Thy Employees


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8 Great Guiding Principles for Supervisors

Gather information on employees throughout the year

– Keep separate files (manual / electronic)– Direct and Indirect Observations– E-mails– Handwritten notes– Work results

Focus on:Focus on:Performance

Behavior


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1st Guiding Principle for Supervisors


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Include the Small Picture (vs. Big Picture)

– Include descriptive examples

2nd Guiding Principle for Supervisors

Angie displayed stupendous communication skills when 7 of 10 customers provided negative feedback

about the recent implementation of online bill payment. Having listened to each customer

patiently, she provided a sound justification for their issue, and promised to resolve those with

potential impact on the new guidelines.

Angie displayed stupendous communication skills when 7 of 10 customers provided negative feedback

about the recent implementation of online bill payment. Having listened to each customer

patiently, she provided a sound justification for their issue, and promised to resolve those with

potential impact on the new guidelines.


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Include the Small Picture(vs. Big Picture)

– Include descriptive examples

2nd Guiding Principle for Supervisors

When 7 of 10 customers provided negative feedback about the recent implementation of online bill

payment, we found Debra quite flustered and unable to answer the issues customers raised, effectively.

She portrays a lack of knowledge in the new guidelines and in experience when it comes to dealing

with challenging situations such as these.

When 7 of 10 customers provided negative feedback about the recent implementation of online bill

payment, we found Debra quite flustered and unable to answer the issues customers raised, effectively.

She portrays a lack of knowledge in the new guidelines and in experience when it comes to dealing

with challenging situations such as these.


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Offer Constructive Feedback– Specific– Honest – Timely– Helpful– Ongoing– Offers Support

3rd Guiding Principle for Supervisors


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Stop Holding Feedback Hostage

– Set it Free!– Timely feedback– No surprises during annual

review

4th Guiding Principle for Supervisors


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Accept Feedback– Allow employees to

• share their ideas • ask questions


active

listening


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Remember Employees are Unique

– Work may be similar but performance is not



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Keep Reviews Positive– Reward for performance– Constructive feedback for

development



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Know Thy Employees – Direct observation– Frequent informal conversations– Indirect observations from others



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Asking powerful questions to your employees

• Supports 2-way conversations

• Allows employees to ‘think’ instead of ‘react’

• Builds trust and openness


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Powerful Questions

• What’s one thing I can do better for you?

• What would a ‘good job’ look like?

• How do you like being recognized when you do good work?


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Supervisor Planning Checklist

• Review the employee’s position description• Review the goals and competencies you and your

employee established at the beginning of the year• Seek input from others who interact frequently with

the employee• Ask the employee for a self-evaluation, provided to

you in advance• Identify variances between your evaluation and the

employee’s self-evaluation and be prepared to discuss these differences

• Includes examples of positive incidents and any opportunities for development based on the employee’s work

• Plan for career development opportunities for the employee

• Develop questions that can be used to engage the employee in the review session so it’s a two-way conversation

• Prepare a review meeting agenda to ensure all key points are covered and provide to employee in advance

• Plan for a positive close to the review meeting

• Review the employee’s position description• Review the goals and competencies you and your

employee established at the beginning of the year• Seek input from others who interact frequently with

the employee• Ask the employee for a self-evaluation, provided to

you in advance• Identify variances between your evaluation and the

employee’s self-evaluation and be prepared to discuss these differences

• Includes examples of positive incidents and any opportunities for development based on the employee’s work

• Plan for career development opportunities for the employee

• Develop questions that can be used to engage the employee in the review session so it’s a two-way conversation

• Prepare a review meeting agenda to ensure all key points are covered and provide to employee in advance

• Plan for a positive close to the review meeting


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Performance Review Agenda

Agenda

Meeting start time

Meeting stop time

Meeting location

Topics for EvaluationGoals/Objectives

Values and Competency review

Supervisor’s and Employee’s self Evaluation part of the discussion

Career Development

Next Steps

eep it simpleeep it simple

nformation is gathered nformation is gathered throughout the yearthroughout the year

urprises…there are none!urprises…there are none!

upervisor and employee upervisor and employee participates – 2 way participates – 2 way conversationconversation


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In a nutshell…


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Self Evaluation

Planned staff

retreat

Planned staff

retreatCompleted most

projects on time

Completed most

projects on time

Added new

students

Added new

students

Was over budget…oops!

Was over budget…oops!

Completed required training

Completed required training

So you met expectations

? Good for you!

********What did you

do?Does anyone

know?********

How can they find out?

Performance reviews need context in order to understand and interpret what has happened over the course of a period of time.

Reviews summarize and compress information but you need details to embrace subtlety, complexity, interactions, etc. … that’s where the rubber meets the road.

1. Prepare, prepare, prepare2. Give credit where credit is due3. Put your best foot forward4. Market yourself well5. Accept feedback6. Know the organization and your

department’s business7. Know thy supervisor8. Communicate future opportunities


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8 Guiding Principles for Employees

Prepare, prepare, prepare– Take time to write– Be thorough, honest and specific

• Collect performance information

– Block out time to write review


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1st Guiding Principle for Employees

Give credit where credit is due

– Well balanced evaluation• Strengths• Areas of opportunity

– Use strong action verbs• Produced• Received• Managed• Created


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2nd Guiding Principle for Employees

Put your best foot forward– Validate your job responsibilities– Any changes?– Goals met?– Training completed?– New skills/knowledge gained this

year?• Put to good use? How?


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3rd Guiding Principle for Employees

Market yourself well– List achievements

• Thorough summary

– Asset to the team


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4th Guiding Principle for Employees

My Achievements for the Year

Projects My Contribution Feedback Received

Department Retreat Coordinator Positive feedback from colleagues

Director pleased with agenda and speakers scheduled

High evaluation scores for event

sample

Accept feedback– Positive - that was easy– Negative – not so easy

• Actively listen• Don’t place blame• If not legitimate, cite

misunderstanding


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Know the organization and your department’s business•Refresh your knowledge of university goals

– Understand how your work supports these goals


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Know thy supervisor– Communication style– Frequency of work updates– What are top priorities?


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Communicate Future Opportunities

– New and challenging assignments

– Learning opportunities– Validate your job strengths


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Self Evaluation Questions

1. Specify areas where you think you have met or exceeded job requirements, explain with examples

2. Specify areas where you feel you have not met requirements and reasons for it

3. With reference to the above, what steps have you taken to improve performance?

4. In what areas would you like to concentrate your knowledge and resources?

5. Explain your plan of action for the next fiscal year, for better performance

6. Enlist the areas where you feel you did not got enough support from the management/team members

– Be prepared to discuss


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Asking powerful questions to your supervisor

• I’ve always wondered why we….• I don’t think we spend enough time….• I think we should focus on…• Our success lies in…• We are missing a business opportunity

with…• I would like to be able to….• Everyone knows that _________ but is afraid

to talk about it…• Our meetings would be more effective if…• I’ve noticed that…• Our student would be happier if….• I’d like to see more ________around here…

• I’ve always wondered why we….• I don’t think we spend enough time….• I think we should focus on…• Our success lies in…• We are missing a business opportunity

with…• I would like to be able to….• Everyone knows that _________ but is afraid

to talk about it…• Our meetings would be more effective if…• I’ve noticed that…• Our student would be happier if….• I’d like to see more ________around here…


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High performing organizationsposition performance reviews as part of

everyday operations(not as an HR function)


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High performing supervisorstalk about performance every day,

giving timely and useful feedback to their employees


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High performing employeeswelcome feedback as a source of

inspiration, motivation and reassurance

They ask for feedback and focus on always improving


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1. A Performance Review should give Feedback, not Criticism2. A Performance Review is for Personal Development3. A Performance Review is a Learning Experience4. A Performance Review is an Investment In You5. A Performance Review is an Opportunity to Give and Receive

Feedback6. A Performance Review sets S.M.A.R.T. Objectives for the

Future (look it up!)7. A Performance Review References Examples of Behavior8. A Performance Review is a Two-Way Street9. A Performance Review Gives You Confidence to Progress10.A Performance Review is as Equally Important to both

parties


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10 affirmations for supervisors and employees


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1. Compile all performance-related examples and documentation

2. Create performance reviews1. Self2. Supervisor

3. Participate in performance review discussion(s)4. Conduct performance review meetings 5. Sign Performance Review Form indicating review was

completed6. Submit Signed Performance Reviews to Division

Leader 7. Division Leader reviews, signs and forwards originals

to Human Resources

Performance ReviewsSteps to Complete


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Performance Review Timeline

Each division leader will determine and communicate the specific time period for completing reviews within his or her

area

Resources available to employees

Your supervisorPerformance Management website•Performance review forms•Recorded webinar (afternoon of 3/30/12)

•Tips to complete your review– Self– Supervisor

•FAQ’sHR Business Partners, Connie Perme & Teri Compton


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Special thanks to…

Erik BallAssistant Director,

Technology Support

Nike’ Cline BaileyHR Generalist

Kat HollowellSr. Web Designer

Mary WalrothHR Assistant


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Please visit the Please visit the Performance Performance Management website Management website for for

additional informationadditional information

http://www.xavier.edu/hr/perform.cfm

http://www.xavier.edu/hr/perform.cfm

So what if we were all these things?


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What could happen?

The possibilities are endlessThe possibilities are endless

• Aberdeen Research Group• Buzzle.com• Corporate Leadership Council• Human Resource Leadership

Council• Linda Gravett and Associates• Society for Human Resource

Management (SHRM)• Sonar6


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References

welcome! how to prepare for a really useful performance review is intended for presentation to all...

Documents

feedback feedback

constructive feedback

annual performance reviews

feedback hostage

daily feedback

growth supervisors

supervisor evaluation

self evaluation