Transcript 2.10.1c 18 a CODAC Performance Coaching

© Copyright 2002 - 2003 by CEO Support Systems, Inc. All Rights Reserved.
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© Copyright 2002-2003 by CEO Support Systems, Inc. All Rights Reserved.
Welcome
CODAC
LEADERSHIP
DEVELOPMENT
Core Training Workshop
An introduction to the
CODAC leadership system
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Performance Coaching
© Copyright 2002-2003 by CEO Support Systems, Inc. All Rights Reserved.
A Key Working, Together Improver
The Performance Coaching Form
The Reporting Worksheet/Outlook Task Bar
The Monthly Metrics Sheet
The P4MIR Worksheet
The Planning Worksheet
The Meeting Model
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Assignment #1
How Do You Manage?
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Exercise
Here is how I lead and manage my people:
(What are the keys to effective leadership and management?)
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(What tools do you rely on to support your staff in their efforts?)
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(Other comments)
________________________________________________________
________________________________________________________
________________________________________________________
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Building a Culture
of Accountability
Objective.
Supportive.
Mutual.
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Objective
Accountability
Metrics
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Metrics
What Gets Measured, Gets
Managed and Improved
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The TQM Competitive
Study
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Metrics
Tools
Incentives
Motivation
Environment
Training
Biggest
Bang for
the Buck
Source: Handbook of Cost Management
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Metrics Inform & Improve
Processes
People
Plans
Metrics
Principles
Rewards
Improvers
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To Be Manageable
 Metrics must be...
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Understood
Accurate
Relevant
Timely
Few
Action-able!
 A necessary foundation for accountability
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To Drive Improvements
 Continuous improvement requires that
metrics be...
 Linked to people’s rewards
 Linked to processes
 Aligned with strategy
 And, regularly reviewed
The “I” in P4-MIR
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The Monthly Metrics Worksheet
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EXAMPLE Monthly Metrics Worksheet
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Supportive
Accountability
The Working, Together
Performance Coaching Practice
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Performance Coaching
© Copyright 2002-2003 by CEO Support Systems, Inc. All Rights Reserved.
A Key Working, Together Improver
The Performance Coaching Form
The Reporting Worksheet/Outlook Task Bar
The Monthly Metrics Sheet
The P4MIR Worksheet
The Planning Worksheet
The Meeting Model
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The Underlying Principle
“People are key to CODAC’s success
and coaching is key to their success”
-- W. Mark Clark
Candid – Caring – Constructive
Communication & Collaboration
between Manager & Staff
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Coaching Your Team with
H.E.A.R.T.™
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Honesty
Expectations
Accountability
Respect
Trust
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Performance Coaching
Model
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One meeting per month
One hour per meeting
One on one
Every direct report every month
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Performance Coaching
will Help You…
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Focus on and improve outcomes
Tackle contentious issues
Encourage self appraisal
Give positive feedback
Formalize supervisory support
Integrate forward planning
Work collaboratively to set goals
Motivate staff to develop professionally
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Principles
 We all want to grow... and do well
 An atmosphere of trust is essential
 An uphill journey, but crucial
 Allow enough time, and be patient
 Respect the moment… and the people
 No interruptions, on time, scheduled in advance, both
parties come prepared, avoid trivial issues
 A support meeting, not a disciplinary meeting
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Five Crucial Parts to a
Performance Coaching Session
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Part I: Greeting and Agenda Review
Part II: “How Can I help you?”
 Active Listening
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Part III: Priority Issues and Smooth
Transition into Metrics Review
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Part IV: Tools Needed and Commitment
for Improvement
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Part V: Wrap-up and Scheduling
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Part I: Greeting and
Agenda Review
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Have all materials prepared
Reduce unnecessary interruptions
Comfortable, private space
Create a meaningful agenda
Prioritize if necessary
Relax
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Part II: How Can I help
You?
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General to the specific
Active listening skills
Take good notes
Check for understanding
Identify what you will do
Identify what they will do
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Part III: Priority Issues/
Metrics
 Identify the priorities
 Discuss this priority in the context of their
metrics
 Identify plans or processes that need to
be documented
 Review each metric/status/action needed
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Part IV: Tools/Improvement
 Tools can include training materials,
environmental information, and support
 Acknowledge what you can/can’t do
 What things can they do to improve on:
metrics, goals?
 Document
 Written notes of interaction
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Part V: Wrap Up/Scheduling
 Review commitments/timelines
 Identify issues for next session
 Sign off, evaluate, and confirm next
session
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After the Coaching Session
 File paperwork and keep in a secure
place
 Use Performance Coaching Form and
notes to:
 Transfer commitments you made into your
own Reporting Worksheet/Plans
 Ensure you have a way to track on
commitments made by employee
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Performance Coaching Form
Name:_____________________ Meeting Date: _______________
How is everything going? (Identify successes and problem issues)
_________________________________________________________________________________
_________________________________________________________________________________
How can I help you do your job better?
_________________________________________________________________________________
____________________________________________________________________________
What are your priority issues?
_________________________________________________________________________________
________________________________________________________________________________
What tools and other assistance do you need with achieving metrics and other goals (i.e., to reduce
lag report, increase productivity, improve attendance)?
_________________________________________________________________________________
_________________________________________________________________________________
What is your plan for improving (identify areas) over the next month?
_________________________________________________________________________________
_________________________________________________________________________________
Reviewed Monthly Metrics?
Yes
No (Note focus of your review)
Used P4MIR Leadership Plan?
Yes
No (Note where this is filed)
Used Staff Reporting Worksheet Yes
No (Note focus of your review)
Employees Rating of Meeting Value: 1 2 3 4 5 6 7 8 9 10
Poor
OK
Great
Employee Signature: ________________________________________
Supervisor Signature: _______________________________________
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EXAMPLE: Performance Coaching Form
Name: Joe Smith
Meeting Date: 8-24-05
How is everything going? (Identify successes and problem issues)
Need assistance with completing metrics for new family support position; feeling overwhelmed
with new charting requirements
How can I help you do your job better?
Would like to schedule time to prioritize tasks for time management and review metrics above.
What are your priority issues?
Completing metrics, getting charts/documentation up-to-date, finishing degree.
What tools and other assistance do you need with achieving metrics and other goals (i.e., to
reduce lag report, increase productivity, improve attendance)?
Need lap top so that notes could be done more quickly, need office space that is not so loud.
What is your plan for improving (identify areas) over the next month?
Charts up to date by 9/15/05; more organized-answer e-mails within 24 hours. ,
Reviewed Monthly Metrics?
Yes
No (Note focus of your review)
Used P4MIR Leadership Plan?
Yes
No (Note where this is filed)
Used Staff Reporting Worksheet Yes
No (Note focus of your review)
Employees Rating of Meeting Value: 1 2 3 4 5 6 7 8 9 10
Poor
Employee Signature: ________________________________________
Supervisor Signature: _______________________________________
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OK
Great
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Role Play Exercise
 Practice a coaching session with your
partner
 Take notes on Performance Coaching
Form
 Use P4MIR Worksheet as appropriate to
develop improvement plan around the
metric
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Successful Planning
The Reporting Worksheet/
Outlook Task Bar
The Planning Worksheet
The Staff Meeting Agenda
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EXAMPLE: Staff Reporting Worksheet
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Staff Reporting Worksheet
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Action Planning
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Staff Meeting Agenda & Notice Template
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Performance
Coaching Binder
A Quick Walk Through This
Essential Resource
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The Performance
Coaching Binder
 Statement from Mark
 Quick guide to using P4MIR to drive action &
change (red flags & indications)
 A separate section for each direct report
 Your performance coaching notes (recorded on
Performance Coaching forms) from prev. meetings
 Their monthly metrics worksheet
 Their staff reporting worksheets/Outlook Task Bar
 Their job description
 Quick guides to each P4MIR element
 Including summary, processes, worksheets
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© Copyright 2002-2003 by CEO Support Systems, Inc. All Rights Reserved.
Building a Structure
for Success
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Top P4MIR Execution
™
Ideas into Action… Action into Results
Hot Issue
Brilliant
Idea!
Principles
Plans
People
Processes
Metrics
Improvers
Rewards
Strategic
Initiative
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The Nature of Leadership
Vision
Strategy
Execution
Structure
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Supporting You
… After the workshop
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Going Forward…..
 Continue Performance coaching sessions with
your supervisor
 Monthly Metrics developed/reviewed during
coaching sessions
 Launch/Improve your performance coaching
sessions with your direct reports
 Schedule observation of coaching with your
direct reports
 Incorporate more structure into your team
meetings.
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© Copyright 2002-2003 by CEO Support Systems, Inc. All Rights Reserved.
Impact Assessment
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