Lesson 4 Prepare Phase

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Lesson 4Prepare Phase
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Lesson Objectives

• After completing this lesson you will be able to
• Describe levels of performance.
• Develop a shared understanding of performance
  levels.
• Discuss methods to reach a shared understanding.
• Discuss the features of a well-written
  performance plan.
• List the benefits of conducting a mock pay pool.

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Key Steps

• Prepare Phase

• Build a shared understanding of the performance
  levels.
• Revise the process.
• Conduct a mock pay pool.

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Performance Management
Mentoring and Coaching

• Monitor and Develop Phases

Discussing Performance
Giving and Receiving Feedback
Identifying Other Development Opportunities
AddressingPerformanceDeficiencies
MaintainingRecords
Identifying Training Opportunities
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Prepare Phase

• Overall Process
• PurposeTo strengthen the pay pool process
• Review and refine
• Fine-tune understanding of performance levels
• Confirm agreement and understanding of pay pool
  panel process steps and timeline

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Rating Process
Decide Job Objective Ratings
Calculate Rating Average
Determine Recommended Rating
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Prepare Phase Simulation Part 1

• Role Sub-pay pool panel member
• Step 1 Review employee accomplishment
  statements.
• Step 2 Compare the accomplishments with
  the objectives outlined in the performance
  plans.
• Step 3 Decide on the levels of performance and
  rating recommendations.
• Step 4 Reach consensus on the ratings.
• Step 5 Present to class.

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Prepare Phase Develop a Shared Understanding

• Methods to reach a shared understanding
• Use performance indicators and contributing
  factors to differentiate performance within the
  context of jobs and organizational activities.
• Provide specific behavioral examples instead of
  vague statements.
• Focus on the facts.
• Listen actively and take notes.
• Conduct a dialogue, not a debate.

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Develop a Shared Understanding The Managers
Role

• Managers Role
• Bring the group to a shared understanding.
• Keep the group on task.
• Make the final decision.

• Managers Skills
• Assertive communication
• Effective facilitation

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Prepare Phase Simulation Part 2

• Role Sub-pay pool panel member
• Step 1 Review employee accomplishment
  statements.
• Step 2 Compare the accomplishments with
  the objectives outlined in the performance
  plans.
• Step 3 Decide on the levels of performance and
  rating recommendations.
• Step 4 Reach consensus on the ratings.
• Step 5 Present to class.

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Prepare Phase Simulation Discussion

• What were the challenges of reaching a shared
  understanding?
• How easy or difficult was it to decide on levels
  of performance?
• How easy or difficult was it to assess
  accomplishments?
• What skills were required of the manager?
• What questions were effective or ineffective?

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Developing Well-Written Job Objectives

• Shifting the Focus

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Developing Well-Written Job ObjectivesExample

• Albert Martinez
• Task Counsel, coach, and develop employees.
• Step 1
• Employees have performance plans and I have
  coached my direct reports.
• Step 2
• In line with department-wide efforts to foster a
  high-quality workforce, all employees have
  performance plans within 30 days. By the end of
  the year they have completed an average of 80
  percent of that plan, as assessed by their
  manager. By the end of the year I have spent an
  average of two hours per quarter, per direct
  report on coaching.

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Developing Well-Written Job ObjectivesPractice

• Improve Paul Barkeretts performance plan.

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Mock Pay Pool

• During the mock pay pool
• Rating officials review their employees
  performances and assign mock ratings, numbers of
  shares, and payout distributions.
• The panel practices advocating for employees and
  the reconciliation process.
• The result is not recorded, but it helps refine
  the estimated share value for the real pay pool
  process.

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Mock Pay PoolBenefits

• The mock pay pool will
• Help identify process gaps.
• Develop an understanding and agreement on process
  improvements and how to implement them.
• Provide experience and greater understanding of
  the process.
• Identify behavioral skills that need development
  to improve the pay pool process.

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The Role of the Advisor in the Prepare Phase

• How do I determine if the Prepare phase was
  successful?
• How do I know that I was successful in my role
  as a pay pool advisor?

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Questions