Performance Management

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Performance Management
Presented by Office of Human Resources Smith
College February 5, 2008
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Performance ManagementWhat we will cover today

• Performance Management Defined
• Goals of performance management
• Components of performance management
• Performance management tools
• Performance Review
• Creating performance goals and development plans

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Performance managements definition can include

• Achieving goals
• Continual review of performance
• Annual performance salary increase
• Feedback and coaching
• Two way communication
• Career and professional development
• Enhanced work performance

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Goals of Performance Management

• Ties individual performance objectives to the
  colleges goal
• Promotes partnership between supervisor and
  employee
• Promotes ongoing open communication
• Promotes professional development
• Establishes framework for future growth
• Provides employee with ongoing written feedback

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Components of performance management

• Performance and development planning
• Coaching and progress reviews
• Performance and development review

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Components of Performance Management
Performance and Development Planning
Performance and Development Review
Coaching and Progress Reviews
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Performance Management Tools for Performance and
Development Planning

• Identify the goals/expectations
• Establish measurement criteria
• Identify gaps in knowledge or skills required
  to achieve objectives
• Describe specific development activities

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Performance Management Tools for Performance and
Development PlanningIdentify the
goals/expectations

• Good goals are SMART
• Specific
• Measurable
• Achievable
• Results-oriented
• Time-oriented

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Performance Management Tools for Performance and
Development PlanningEstablish measurement
criteria

• Quantity specifies how much work must be
  completed within a certain period of time
• Quality describes how well the work must be
  accomplished, specifies accuracy, precision,
  appearance or effectiveness, sensitivity to
  diversity and culture
• Timeliness answers the questions, By when? How
  soon? or Within what period?
• Effective use of resources used when
  performance can be assessed in terms of
  utilization budget savings

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Performance Management Tools for Performance and
Development Planning Identifygaps to achieve
objectives
By evaluating employees current job skills to
those needed for the performance objective(s),
training and development needs will be
identified.
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Performance Management Tools for Performance and
Development PlanningDescribe specific
development activities

• Identify areas needing improvement
• Provide specific and realistic suggestions
• Give advanced thought to amount of supervisory
  time required
• Consider employees key interests and/or
  developmental needs, and alignment with
  departmental goals

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Components of Performance Management
Performance and Development Planning
Performance and Development Review
Coaching and Progress Reviews
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Performance Management Tools for Coaching and
Progress Reviews

• When
• Conduct ongoing feedback and coaching sessions
  throughout the year

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Performance Management Tools for Coaching and
Progress Reviews

• How
• Let employees knows what is expected of them
• Allow employees sufficient opportunity to perform
  their job
• Let employees know how they are doing
• Seek the employees opinion
• Ask the employee to identify specific ways to
  enhance performance and take ownership

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Performance Management Tools for Coaching and
Progress Reviews

• How - contd
• Give feedback on employees ideas and give your
  own.
• Summarize meeting outcomes and set a follow-up
  date
• Express confidence and support

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Performance Management Tools for Coaching and
Progress Reviews

• Feedback should be
• Behavioral Focus feedback on employees behavior
• Specific Give specific examples of
  observations avoid exaggerations, e.g. always
  never
• Job-related feedback must be about behaviors
  exhibited on the job

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Performance Management Tools for Coaching and
Progress Reviews

• Feedback should be
• Timely feedback should be given as soon as
  possible time lapse allows inappropriate
  behavior to be repeated
• Balance the sandwich method deliver positive
  feedback, followed by constructive feedback, then
  positive again
• Respectful feedback is more easily accepted if
  the employees dignity and self-worth are kept
  intact

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Performance Management Tools for Coaching and
Progress Reviews

• Verbal Formal - set up formal meeting time to
  hear a progress report from your employees
• Verbal Informal - a simple hows it going
  conversation
• Written Formal - letter or memo
• Written Informal - a note giving a quick update
  or input

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Performance Management Tools for Coaching and
Progress Reviews

• Some reasons for Non-Performance
• Employees dont know what they are supposed to do
• They dont know how to do it
• They dont know why they should do it
• There are obstacles beyond their control
• They dont think it will work
• Not motivated - poor attitude
• Not enough time for them to complete it
• They dont know what the priority is
• They think they are doing it (no feedback)

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Components of Performance Management
Performance and Development Planning
Performance and Development Review
Coaching and Progress Reviews
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Performance Management Tools for Performance and
Development Review

• Performance Reviews - Why do them?
• To review employee performance vs. expectations
• To clarify job responsibilities and understanding
• To help plan developmental needs
• To provide honest and constructive feedback

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Performance Management Tools for Performance and
Development Review

• Preparation for Review
• Review past 12 months performance record
• Gather input from others
• Review documents from coaching/feedback sessions
• Review written notes or communications
• Compare performance objectives to results
• Examine results against their impact on the
  Colleges goal
• Encourage employees to submit their list of
  accomplishments
• Review employees development objectives

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Performance Management Tools for Performance and
Development Review

• During the meeting
• State purpose of discussion
• Give recognition for each objective,
  accomplishments, areas of strength
• Specify areas for each objective where
  performance can be improved
• Summarize overall performance

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Performance Management Tools for Performance and
Development Review

• During the meeting
• Ask employee to give comments
• Review employees progress with development
• End on a positive note
• Plan a meeting to create a new performance and
  development plan

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Performance Management Tools for Performance and
Development Review

• Supervisors - Keep in mind
• Listen carefully
• Ask for examples, questions, solutions
• Summarize or restate your understanding of the
  feedback
• Try not to act defensively or make excuses
• Acknowledge the feedback and offer thanks
• Be open to change -- nobodys perfect

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Performance Management - Roles and
Responsibilities

• Employee
• Responsible for development of self
• Life-long employability focus
• Maintain skills required for current job
• Define career interests and goals
• Complete individual development plan

• Supervisor
• Create a learning/development environment
• Provide support for acquisition of new skills
• Discuss development needs for current job
• Discuss career development with employees
• Provide opportunities consistent with plan

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Legal Considerations

• Job related focus
• Comments free of bias or discrimination
• All written documents are part of the employees
  permanent record