Managing for Excellent Performance

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Managing for Excellent Performance

• Human Resources Dept.
• October 16, 2003

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Introduction

• Managing Performance is a year round process
• But, we tend to really notice it when Performance
  Appraisals are due.
• So, lets learn how to write good appraisals and
  build good performance management techniques into
  our management style.

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Heres What Youre In For!

• Coaching
• Rewarding
• Disciplinary Action
• Performance Appraisal
• Documenting performance

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Coaching and Rewarding

• Hey, Im not athletic how can I coach?
• Give clear direction and training

• Tell them give written instructions?
• Show them
• Let them do the task you observe
• Provide feedback
• Check in

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Coaching and Rewarding

• Follow Up Regularly
• Can be informal and frequent
• Set regular meetings to discuss work
• Make small corrections subtly and frequently
• Communicate changes promptly
• Changes in expectations
• Changes in process
• Pros of Coaching

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Coaching and Rewarding

• Good Job!
• Yep, sometimes rewarding is that simple.
• Make it personal.
• Send an email and copy your boss too.
• Celebrate! Go out to lunch, ice cream, coffee
  and you dont have to talk about work!
• Ask for them to do something similar again.
• Mention specific successes on an appraisal.
• Other ideas?

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Oops, you did it again What to do when coaching
doesnt work

• Disciplinary Process for Classified Staff
• Verbal Warning
• Written Warning

These are actions that you can take without
involving HR unless you want to! (Were always
willing to assist you!!)
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Oops, you did it again What to do when coaching
doesnt work

• Disciplinary Action for Classified Staff
• Letter of Reprimand
• Suspension/Demotion
• Termination
• These actions require the participation of a
  Human Resources Representative. They require a
  pre-disciplinary hearing and all are grievable
  actions.

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Performance Appraisals Here we go again!!!

• Outline
• Job Functions and Standards
• Rating Employees
• Accomplishments and Improvement
  Needs
• Goals
• Performance Appraisal Meeting with Employee

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Job Functions and Standards

• Write description of specific duties to be
  performed
• Include timelines
• Quantify whenever possible
• Be specific

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Consider This! when writing an appraisal

• Before writing and rating, consider the
  employees whole body of work
• Gather data about what the employee did
• How well they did it
• How they got along with others
• How are their communication skills
• Write the comments first then do the rating
• Avoid Common Rating Errors

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Performance Summary/Development Plan

• Accomplishments/Improvements

• Successful Major projects excellent performance
  of daily activities
• What needs improvement and how can the employee
  make the improvement?

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Inefficient Example

• She complains all the time. When she spots
  problem she simply whines to me about it rather
  than offering any concrete suggestions as to how
  it might be solved.

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Positive Example

• I think she should bring up her concerns in a
  positive, structured way. What I mean by this
  is when she spots a problem I wish she would
  think through its ramifications and try to come
  up with a plan concerning how she thinks we might
  go about solving it.

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GoalsHowd you do? Whats to come?

• Were goals reached?
• Be Specific Cite examples
• Explain reasons for not meeting goals
• Setting goals Goals should
• Be Specific - Be Measurable
• Be Challenging - Be Realistic
• Have a deadline

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Obtaining Signatures

• Required Signatures
• Supervisor
• Next Level of Supervision Review (your boss)
• Employee
• HR recommends that you obtain your boss
  signature prior to meeting with the employee.

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Setting the Meeting

• Schedule the meeting several days in advance.
• Identify a low-stress day.
• Allow a minimum of one hour.
• Select a private, neutral location.
• Plan what will be said.

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Discussing Performance

• Ask the employee for his/her thoughts about
  his/her performance.
• Share examples of performance.
• Discuss the affects of performance.
• Be specific.
• Be consistent between verbal and written
  feedback.

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Performance Appraisal Timeline

• November 30 Classified Staff Appraisals Due
• January 1 Self Evaluation becomes rating of
  record if no supervisor appraisal has been done
• HR will provide periodic reports

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Options for Review

• Informal negotiation may change appraisal content
  or score.
• Right of Review Process An employee may request,
  in writing, that the supervisor alter a portion
  of the appraisal. Provide a copy to the Human
  Resources Department.

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Phew Heres a brief recap

• Coach for good overall performance
• Reward performance when its good
• Document performance along the way
• Discipline when necessary
• Accurately address performance in the appraisal

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Want More?

• Human Resources has a library of books and tapes
  for your use. Stop by to look them over or check
  the list on our website
• Local and Regional Training Opportunities are
  listed on the HR website
• www.nau.edu/hr
• Click on Training