PerformancePerformanceManagement:Management:

GETTING TO GETTING TO THE HEART OF THE HEART OF IT!IT!

A Commentary on A Commentary on Performance Evaluation Performance Evaluation PolicyPolicy

Presented byPresented by

Susan CampbellSusan Campbell

Department of Management Department of Management ServicesServices

Benefits of the Evaluation Benefits of the Evaluation InterviewInterview

• Benefits for the Benefits for the EmployeeEmployee

• Benefits for the Benefits for the Supervisor/RaterSupervisor/Rater

• Benefits for the AgencyBenefits for the Agency

Supervisor/Rater Supervisor/Rater PreparationPreparation

• Prior to the Performance InterviewPrior to the Performance Interview• Motivational AspectsMotivational Aspects• Use Available “People” ResourcesUse Available “People” Resources• Timing of the Performance Timing of the Performance

InterviewInterview

Should’s & Should Not’sShould’s & Should Not’s

Should Be:Should Be:• Entire reviewEntire review• Two-way effortTwo-way effort• Solve potential Solve potential

problemsproblems• Goal-settingGoal-setting• Develop Develop

relationshiprelationship

Should NOT Be:Should NOT Be:• One-wayOne-way• AssassinationAssassination• ControllingControlling• PersonalityPersonality• Non-Non-

communicationcommunication• Short-term Short-term

memorymemory

Evaluation & the Evaluation & the LAWLAW

• Thorough job analysis – Thorough job analysis – S.M.A.R.T.S.M.A.R.T.

• Approved raterApproved rater• Monitored for consistencyMonitored for consistency• Data & scoringData & scoring• Void of biasesVoid of biases• Measure resultsMeasure results• Treat workers equally Treat workers equally • Monitor resultsMonitor results

Characteristics of an Characteristics of an Effective Performance Effective Performance Discussion LeaderDiscussion Leader

Worksheet for SupervisorsWorksheet for Supervisors

Preparing the EmployeePreparing the EmployeePrior to the InterviewPrior to the Interview

• Complete self-evaluationComplete self-evaluation• Accomplishment ProgramAccomplishment Program• Address each standardAddress each standard• Improvement necessaryImprovement necessary• ID obstaclesID obstacles• ID 3 accomplishmentsID 3 accomplishments• ID 3 performance goalsID 3 performance goals• More experience and/or training More experience and/or training

necessarynecessary

Planning, Coaching and Planning, Coaching and EvaluationEvaluation

• Performance PlanningPerformance Planning• Quarterly Performance Quarterly Performance

(Coaching)(Coaching)• Quarterly Performance Quarterly Performance

(Coaching)(Coaching)• Quarterly Performance Quarterly Performance

(Coaching)(Coaching)• Performance EvaluationPerformance Evaluation

Coaching for Coaching for ImprovementImprovement

• Observe (no “secret” file)Observe (no “secret” file)• Choose time and place to coachChoose time and place to coach• Establish open communicationEstablish open communication• ListenListen• Communicate clearlyCommunicate clearly• Stick to performanceStick to performance• Suggest ways to improveSuggest ways to improve• Make sure they understandMake sure they understand• Give encouragementGive encouragement• Provide feedbackProvide feedback• Make appointment for next sessionMake appointment for next session

Managing Unsatisfactory Managing Unsatisfactory Performance Performance

• Define the problemDefine the problem• Determine the causeDetermine the cause• Adequate trainingAdequate training• Proper support to do jobProper support to do job• External influencesExternal influences• In the right jobIn the right job

Going Through the Going Through the Counseling ProcessCounseling Process

• Deficiencies exist?Deficiencies exist?

• Standards observable and Standards observable and job-related?job-related?

• What does “not What does “not satisfactory” mean?satisfactory” mean?

Points to Remember in Points to Remember in Coaching! Coaching!

• Don’t wait ‘til annual is dueDon’t wait ‘til annual is due• ID areas for improvementID areas for improvement• Be specificBe specific• Analyze the causeAnalyze the cause• Develop planDevelop plan• Results desired by supervisorResults desired by supervisor• What mgmt. will do to helpWhat mgmt. will do to help• What employee will doWhat employee will do• Monitor and set completion datesMonitor and set completion dates

Corrective Action Corrective Action FlowchartFlowchart

Describe Describe Performance Performance Discrepancy Discrepancy through the through the flowchart to flowchart to determine the determine the cause.cause.

Checklist & Questions for Checklist & Questions for Supervisors/RatersSupervisors/Raters

• Personal Personal PreparationPreparation

• Conducting the Conducting the Evaluation Evaluation DiscussionDiscussion

• Closing the Closing the DiscussionDiscussion

• Post Evaluation Post Evaluation Follow-upFollow-up

Key Questions/Probing Key Questions/Probing Questions/Answers ChartQuestions/Answers Chart

• When did it start?When did it start?• Training problem?Training problem?• Skill deficiency?Skill deficiency?• Skill used often?Skill used often?• Simpler solution?Simpler solution?• Non-performance Non-performance

rewarding?rewarding?• Really matter?Really matter?• Right job?Right job?• Obstacles?Obstacles?• External influences?External influences?• What now? What now?

Be A Coach!Be A Coach!

Summary SlideSummary Slide

•

PerformancePerformanceManagement:Management:

• A Commentary on Performance A Commentary on Performance Evaluation PolicyEvaluation Policy

• Benefits of the Evaluation InterviewBenefits of the Evaluation Interview

Summary Slide (cont.)Summary Slide (cont.)

• Supervisor/Rater PreparationSupervisor/Rater Preparation• Should’s & Should Not’sShould’s & Should Not’s• Evaluation & the LAWEvaluation & the LAW• Characteristics of an Effective Characteristics of an Effective

Performance Discussion LeaderPerformance Discussion Leader

Worksheet for SupervisorsWorksheet for Supervisors• Preparing the EmployeePreparing the Employee

Prior to the InterviewPrior to the Interview

Summary Slide (cont.)Summary Slide (cont.)

• Planning, Coaching and EvaluationPlanning, Coaching and Evaluation• Coaching for ImprovementCoaching for Improvement• Managing Unsatisfactory Managing Unsatisfactory

PerformancePerformance• Going Through the Counseling Going Through the Counseling

ProcessProcess• Corrective Action FlowchartCorrective Action Flowchart

Summary Slide (cont.)Summary Slide (cont.)

• Checklist & Questions for Checklist & Questions for Supervisors/RatersSupervisors/Raters

• Key Questions/Probing Key Questions/Probing Questions/Answers ChartQuestions/Answers Chart

• Be A Coach!Be A Coach!