Evaluating Job Performance at MHS

What New Evaluators Need to Know

The Evaluation Workflow

Employee completesself-review

Manager reviews

evaluation

Total score over

3.5?

Evaluator andemployee

discuss evaluation

Evaluatore-signs

evaluation

Managere-signs

evaluation

Evaluation complete

Employeee-signs

evaluation

Evaluatorrates

employee

VP or above

approves?

Manageradjusts

evaluation

Yes

No

Yes

No

Changes required?

Manageradjusts

evaluation

Yes

No

First Things First

1. Am I prepared to give effective feedback?

2. What performance expectations were met or exceeded? (list specific examples)

3. What performance standards were not met? (list specific examples)

4. What factors may have affected performance?

5. What factors may have been beyond the employee's control?

6. How have my opinions about the employee's performance been formed? Data? Observation?

As you prepare to review performance, ask yourself..

Giving Effective Feedback

To have real value, feedback needs to be:

BalancedBoth positive and developmental

SpecificFocused on facts - "what", "how", and "why".

TimelyFocused on events that have occurred during the evaluation period; no surprises.

Accessing SuccessFactors

• Two Ways to Access1. From inside MHS on intranet

2. From outside MHS on internet

- MHS website

- Employee portal

-HR Hub

- SuccessFactors

www.MethodistHealthSystem.org/SuccessFactors

SuccessFactors Home Page

Evaluation Sections

• Employee Information• Review Information• Instructions• Performance Goals• Values• Skillful/Job Knowledge• Review Summary• Annual Compliance Checklist• Development Goals• Signatures

Performance Goals

Goal Rating Scale

Scale Value Description

0.0 Did not meet

1.0 Minimum

2.0 Target

3.0 Challenge

Source: MHS HRIS, 2012

Values

List 1 – 2 examples for each value

•Servant Heart

•Hospitality

•Innovation

•Noble

•Enthusiasm

•Skillful

Success Factors

Values section in Success Factors.

Rating by Great Evaluator

Evaluator Rating: 4.0 – Exceptional Performance

Weight: 20%

Manager Comments:

Mike always anticipates and exceeds patients needs. He is able to quickly assess the patient/family needs very well and provide what is required. His bilingual ability adds to his value to the unit and the organization.

1. Servant Heart

Skillful/Job Knowledge

Job Duties Rating Scale

Scale Value Description Detailed Information

0.0Unsatisfactory Performance

Performance must improve substantially to remain in the position. Not meeting the job requirements.

1.0Needs

Development

Performance is noticeably less than expected. Further development and improvement is required.

2.0Fully Meets

ExpectationsPerformance clearly and fully meets all the requirements of the position.

3.0Exceeds

ExpectationsPerformance frequently exceeds job requirements.

4.0Exceptional

Performance

Performance levels and accomplishments far exceed normal expectations.** This rating requires specific descriptions of accomplishments/goals.

Source: MHS HRIS, 2012

Job Duties Rating Example

Patient Satisfaction

Report

Assumes responsibility for the nursing components of the patient family/significant other educational process.

Assessing the need for patient/family/significant other education; formulation of an education plan that is based on assessed needs and takes into consideration learning barriers and spirituals/religious cultural needs; implementing and documenting education on the Education Documentation form as appropriate (discharge, medications, CMS core measures, discharge instructions summary, etc.); evaluating outcomes of education plan, monitoring learning process, eliciting feedback from patient/family/significant other, and modifying instruction based on evaluation process; coordination and collaborating with other multidisciplinary team members to facilitate a comprehensive education plan.

Rating by Great Evaluator:

Evaluator Rating: 4.0 – Exceptional Performance

Weight: 15%

Manager Comments:

Mike is very strong in this area. He is able to quickly assess the patient/family educational needs very well and provide the teaching at the level that is required. His bilingual ability adds to his value to the unit and the organization.

Ratings of 3.0 or higher should include evaluator comments that justify the rating.

Job Duties Rating Example

Patient Satisfaction

Report

Communicates to the team, co-workers, patients, and family members and evaluates understanding of informational manner.

Promotes a cooperative working environment by utilizing therapeutic communication skills; communicates and addresses conflicts with appropriate personnel, utilizes listening skills, showing sensitivity, and following chain of command; communicates/delegates expectations to assigned team members with tact and in a clear, concise, and thorough manner; ensures that critical patient information and data are communicated effectively across the continuum of care (Hand Off communication tool).

Rating by Great Evaluator:

Evaluator Rating: 1.0 – Needs Development

Weight: 10%

Manager Comments:

Mike has struggled in this area. He communicates well under normal circumstances but often fails to use proper communication techniques (e.g., SBAR) when the unit is busy, and takes shortcuts that reduce the quality of care provided. I would like to see Mike consistently utilizing the communication techniques to ensure that information shared is timely, clear, received and understood by the other care providers on the unit.

Ratings of 1.0 or lower should also include comments that justify the rating.

Performance Review Summary

This section provides an opportunity to summarize the employee's performance for the entire review period.

Section Comments:

Comments by Great Evaluator

Overall, Mike is off to a great start as a new nurse. He needs to continue to focus on the patient's perception of care and strengthen his team communication skills.

Review Summary

Section Comments

Provide Examples and Reasons whenever possible

Section Comments:

Comments by Great Evaluator

Mike presents with an open and positive attitude. His easy going manner is an asset for him. Mike went through a brief period this year where he was somewhat distant. I am glad to see the "old Mike" back!

Accomplishments/Opportunities

B. List 1–3 specific examples employee performance strengths and development needs.

A performance strength is a work habit or ability that consistently adds value, advances the cause and motivates others.

Development needs (performance weaknesses) are work habits or traits that consistently fall below the "satisfactory" mark.

A. List 1–3 significant accomplishments or successes outside of regular job duties to recognize.

Recognizing Accomplishments

The recognition should supply the evaluator and employee with specific information about the behaviors, actions, or accomplishments being recognized.

When recognizing employee accomplishments..

The Writing Assistant

The Writing Assistant

TIP: Use the Writing Assistant to help you provide statements that best describes the behavior you are rating.

Try Not to rely on the writing assistant only. Where possible, customize your comments using specific details/examples.

Legal Scan Tool

Mike makes himself available to his customers and is flexible with his time when customers need extra attention.

TIP: Use the Legal Scan tool to identify wording that you should reconsider revising to make sure that the comments you've entered do not contain potentially improper or discriminatory language.

Common Rating Errors

1. Leniency – Giving everyone high ratings regardless of actual performance, in an attempt to avoid conflict.

2. Central Tendency – Clumping or clustering all employees in the middle performance categories in an attempt to avoid additional justification/approval.

3. Recency – Failing to take into account the entire evaluation period and focusing on recent performance.

4. Halo Effect – Letting one favored trait or work factor influence all other areas of performance, resulting in an unduly high overall performance rating.

Source: University Human Resources Services. "Evaluate Job Performance." Indiana University. February 24, 2005. www.indiana.edu/~hrs/training/performance management/evaluate.htm

Common Rating Errors

5. Horns Effect – Allowing one disfavored trait or work factor to overwhelm other, more positive performance, resulting in unfairly low overall performance ratings.

6. Contrast – Evaluating an employee in relation to another.

7. Past Performance – Rating on past performance rather than present performance.

8. Biased Rating – Allowing personal feelings toward employee to influence rating.

9. High Potential – Confusing potential with performance.

Source: University Human Resources Services. "Evaluate Job Performance." Indiana University. February 24, 2005. www.indiana.edu/~hrs/training/performance management/evaluate.htm

Addressing Rating Gaps

Pay particular attention to areas where your score and the employee's self-evaluation score differs considerably.

Utilize specific examples to substantiate your ratings.

Be prepared to address rating gaps in the evaluation discussion.

Give Notification and Get Organized

Establish date, time, and suitable private location.

Notify employee, well in advance of the date, to allow them time to prepare.

Have all appropriate documents/material handy.

Review performance goals and expectations so they are fresh in your mind.

Try not to reschedule the meeting.

Plan to arrive and start on time.

Prepare for the Discussion

Prepare for the Discussion

Create a Safe Environment

Meet in a private setting.

Avoid interrruptions – technology and people.

Establish a relaxed format.

When practical, avoid surprises. Poor performance should have been addressed when it happened.

Prepare for the Discussion

Leverage Important Evaluator Behaviors

Minimize your role as a judge and work for a more collaborative review.

Avoid giving a monologue and encourage an open, honest dialogue.

Actively listen to the employee and don't interrupt.

Focus on observable behavior, not personality traits.

Never compare one employee with another.

Document the review.

Conduct the Discussion

1. Review objectives for the evaluation period to provide focus for the discussion.

2. Discuss performance against objectives. Note successes and development opportunities.

3. Discuss obstacles to meeting objectives and brainstorm solutions.

4. Discuss performance expectations for next year, including growth and development opportunities.

5. Review and summarize the entire evaluation; confirm next steps.

Key Steps

Conduct the Discussion

Receive feedback in a constructive manner.

Listen carefully and seek to understand what is being said.

Don't interrupt.

Ask questions – get more information.

Ask for examples.

Liberally use the phrase, "Tell me more."

Handling Employee Feedback

Conduct the Discussion

Don't take it personally.  Be open-minded; there may be a better way.

Admit mistakes. Don't try to fix blame on someone or something else.

Thank the employee for their feedback.

Try not to get defensive. Behaviors that hinder one from effectively receiving feedback are:

– justifying– building a case– denial