Performance Management: Focus on Performance Appraisals

1. Performance Management:Focus on Performance Appraisals

2. Course Objectives • After completing this workshop, the learner will be able to: • Understand organizational performance rating scale • Fill out a Performance Appraisal Form • Conduct meaningful performance appraisal discussions • Be prepared for some common challenges of the appraisal process • Set effective goals with employees

3. Think about your last review: What thoughts come to mind? What went right, what went wrong? Your Experience

4. Performance Management An iterative process of goal-setting, communication, observation and evaluation to support, retain and develop exceptional employees for organizational success.

5. Why Manage Performance? • To reach organizational mission and goals • Encourage and reward behaviors aligned with organizational mission and goals • Curb or redirect non-productive activities

6. Clear expectations Positive/constructive feedback on a regular basis Involvement in goal setting Be treated fairly and consistently Sharing of information and resources Job/career enrichment opportunities What do Employees Expect?

7. Review employee’s job description Understand the performance measurement system Review notes from the year Understand employee expectations Planning for the Process

8. Types of Appraisal Forms • Exempt • Exempt Managerial • Non-Exempt • Senior Administrator

9. Rating Scale 4 - Excellent (Exceeds Standards) 3 - Good (Fully Meets Standards) 2 – Acceptable (Usually Meets Standards) 1 – Unsatisfactory (Fails to Meet Standards)

10. Excellent (Exceeds Standards) • Clearly considered to be exceptional performers. • Consistently exceed the communicated expectations of the job function, responsibility or goal. • Demonstrate unique understanding of work beyond assigned area of responsibility. • Identify needs and provide unique, innovative and workable solutions to problems.  • Achievements and abilities are obvious to subordinates, peers, managers and customers.

11. Good (Fully Meets Standards) • These employees are “on track” and fully achieve expectations. • Independently and competently perform all aspects of the job function, responsibility, or goal. • Performance consistently meets the requirements, standards, or objectives of the job. • Occasionally exceeds requirements. • Recognizes, participates in, and adjusts to changing situations and work assignments.

12. Acceptable (Usually Meets Standards) • Generally meet expectations required for the position. • Competently perform most aspects of the job function, responsibility or goal. • May require improvement in one or two areas of consistent weakness. • Employee requires coaching in a weak area or may need additional resources or training to meet expectations.

13. Unsatisfactory (Fails to Meet Standards) • Employees with this rating fail to satisfactorily perform most aspects of the position (or function). • Performance levels are below established requirements for the job. • Employee requires close guidance and direction in order to perform routine job duties. • Performance may impede the work of others and the unit. • A performance improvement plan must be submitted to OHR.

14. Scheduling the Meeting • Notice • Location • Self-evaluation • Appropriate form • Comments • Supervisory approval

15. Review notes Behaviors vs. value judgments Align categories on form with employee’s job responsibilities Optional categories Set goals Filling out the Form

16. Setting Effective Goals • Quick Tips • S.M.A.R.T. Goals • Specific • Measurable • Achievable/Agreed Upon • Relevant • Time-bound • Aligned • Adjustable

17. Common Mistakes • Labeling • Recency • Central Tendency • Leniency • Horns/Halo Effect • Constancy • Similarity

18. Review Performance Appraisal for items that are: Under-rated Over-rated Poorly stated Refer to employee background Rewrite Performance Appraisal using tools reviewed today Make sure to fill out the form completely including the Goals section Performance Appraisal Practice

19. Common Performance Appraisal Challenges

20. Review rating system Discuss employee’s self review Let employee talk Be aware of all three parts of the messages you send: Words Tone Body Language Stay focused on performance Conducting the Meeting

21. Appraisals due to your HR contact before the next year academic schedule Review form with HR contact before meeting with employee Dates to Remember