Transcript PERFORMANCE APPRAISAL

PERFORMANCE APPRAISAL
Year: 2011-2012
Performance Appraisals Explained
Performance Appraisal - tool used to provide
the employee with
 Performance feedback
 Improved employee development
 Increased employee productivity
 A safeguard for the College and
employees from legal liability
Performance Appraisals:
Common Mistakes
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Failure to conduct evaluations
Failure to evaluate all employees
Failure to conduct evaluations regularly
and punctually
Failure to document negative and
positive performance
Failure to document performance and
behavioral deficiencies
Performance Appraisals:
Common Mistakes (cont’d)
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Failure to establish consequences of
performance deficiencies
Disallowing employees opportunity
comment on their appraisals
Using the appraisal to retaliate against an
employee
Performance Appraisals:
Employee Expectations
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Be informed and kept “in the loop”
Receive due credit
Receive constructive feedback
Awareness of appraisal points prior to appraisal
completion
Opportunities for advancement
Honest input regarding opportunities for
advancement
Employment in a motivating environment
Freedom to discuss discrepancies
Performance Appraisals:
Employee Expectations (cont’d)
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Identify and eliminate performance
problems
Recognize and motivate quality
performance
Opportunities for baseline performers to
improve contributions
Document and support employment
decisions
Performance Appraisals:
Implementing Meaningful Performance Appraisals
I.
Gather documentation
II.
Develop the written appraisal
III.
Conduct the appraisal review
session
Performance Appraisals:
Implementing Meaningful Performance Appraisals (cont’d)
Gather Documentation
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Personal observation
Observe actual performance and judge results (Halo or Horn)
Feedback documentation
Use performance notes made throughout the year
Personnel File
Examine past performance reviews, discipline records, and
awards
Measurement tools
Check documents that support performance rating. Examples:
Time clock reports for attendance and tardiness, etc.
Others’ observations
Review supervisor, manager, co-worker comments
Performance Appraisals:
Implementing Meaningful Performance Appraisals (cont’d)
Develop Appraisal Guidelines for writing appraisals
II.
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b)
c)
d)
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Set aside dedicated time
Gather performance documentation and eliminate interruptions
Evaluate performance based on expectations
Review established expectations, job description, performance
goals
Rate how well expectations were met
Give honest ratings
acknowledge strengths and address ongoing problems
Provide specific examples
Avoid generalities, note specific contributions and
accomplishments
Avoid personal and subjective statements
No exaggerations, no character attacks
Performance Appraisals:
Implementing Meaningful Performance Appraisals (cont’d)
Conducting the Appraisal Review
session – Common Mistakes
III.
a)
b)
c)
d)
e)
Manager is ill-prepared
Employee is not given adequate notice
Discussion is rushed or interrupted
Employee is not given the opportunity to
comment
Manager’s tone is punitive or condescending
Performance Appraisals:
Implementing Meaningful Performance Appraisals (cont’d)
III.
Conducting the Appraisal Review session
- Maximizing the review
Be prepared
1)
Determine discussion direction
Anticipate objectives
Gather supportive documentation
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Set the right tone
2)
Establish a supportive environment
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Private location – Maintain confidentiality
Quiet and undisturbed – eliminate distractions
Level playing field – Avoid superiority
Timing – choose a quiet time
Demonstrate Respect
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Timeliness – Conduct reviews by due date
Appointments – Don’t act like the employee’s time is less valuable
Advance notice – Allow the employee to be prepared
Icebreaker – Start on a friendly and relaxed note
Performance Appraisals:
Implementing Meaningful Performance Appraisals (cont’d)
III.
Conducting the Appraisal Review session
- Maximizing the review
Have the best mindset
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Tone – Professional and supportive
Focus – Future goals and objectives
Open-mindedness – Seek explanations
Emotions – Calm and centered
Communicate Effectively
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Avoid communication roadblocks – Vague, evasive, derisive or
derogatory language, poor listening skills, strong emotions, one-way
conversation
Improve communication skills – be clear and concise, be honest, not
brutal, be an active listener and natural
Performance Appraisals:
During the Appraisal Process
Potential Emotional Reactions
IV.
a)
Emotional Distress
b)
Hostility
c)
Defensiveness
d)
Denial
Performance Appraisals:
During the Appraisal Process (cont’d)
IV.
a)
Potential Emotional Reactions
Emotional Distress - employee becomes
tearful or angry, but not aggressive
How can you handle it?
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Be patient
Offer privacy
Suggest rescheduling
Other ideas?
Performance Appraisals:
During the Appraisal Process (cont’d)
IV.
b)
Potential Emotional Reactions
Hostility - employee channels his/her
emotions into aggression
How can you handle it?
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Be patient
Offer privacy
Suggest rescheduling
Other ideas?
Performance Appraisals:
During the Appraisal Process (cont’d)
IV.
c)
Potential Emotional Reactions
Defensiveness - employee makes excuses
How can you handle it?
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Listen objectively
Be compassionate
Reinforce expectations
Other Ideas?
Performance Appraisals:
During the Appraisal Process (cont’d)
IV.
d)
Potential Emotional Reactions
Denial - employee insists your evaluation is
incorrect
How can you handle it?
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Listen objectively
Investigate as necessary
Provide supportive documentation
Other ideas?
Performance Appraisal Procedures
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Instruct employees to complete self-evaluation (interactive PDF form
via HR website)
Employees have maximum of ONE WEEK to complete and submit
self-evaluation
Complete Performance Appraisal
First-line supervisors shall meet with Director or Dean for appraisals
review prior to meeting with employee
Schedule meeting with employee
Conduct formal meeting with employee. Review Appraisal and
determine goals, timelines, etc.
You and employee sign the completed Performance Appraisal form
after the meeting
Forward copy to employee and turn in completed ORIGINAL form
to Human Resources (ATTN: Frank Gomez) by February 15, 2008
If you have any questions please call me (956) 872-3646
Successful Meeting Checklist
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Discuss each goal or objective established
for the employee
Explore areas of agreement and
disagreement
Cover positive skills, traits,
accomplishments and growth potential
Reinforce employee’s accomplishments
Discuss employee’s potential
Cover areas in which change is required,
expected, demanded or desired
Successful Meeting Checklist (cont’d)
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Provide employee goals to correct deficiencies
within a specified time period
Make training/development recommendations
Discuss consequences of non-compliance where
applicable
Set objectives for next performance appraisal (or
specific timeline)
Have employee sign appraisal to acknowledge
having read it, and give employee an opportunity
to comment in it in writing
Thank employee for his/her efforts