CFIS Conducting Performance Reviews 090713 by peisty474

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									Lunch & Learn: Conducting
Performance Reviews
August 13, 2009

Tracy Park, CFIS HR Manager
Agenda

1.   Performance Management Timeline
2.   Dealing with Concerns
3.   Preparing for Performance Review Meeting
4.   Performance Review Forms
5.   Questions?
The Good, Bad & Ugly

 What makes a performance review a “good”
 review?



 What makes the review a “bad” or even an “ugly”
 one?
CFIS Employee Groups

 M&P = Management & Professional positions

 CUPE 2950 = Unionized clerical, secretarial
 positions

 TRA = Non-union Technician/Research Assistant
 positions
Probation Period

 Trial period for new employees to determine
 suitability

 Set and communicate reasonable expectations

 Regular and frequent coaching sessions
   Every day for the first week
   At least weekly thereafter
   Orientation>Training>Dealing with Concerns


 Two performance reviews minimum
CUPE 2950
Probation Period
 Extremely short: Only 3 months!

 Performance management is crucial

 Raise concerns immediately at coaching
 sessions
   Use specific examples for clarity
   If significant concerns, contact Tracy


 Performance review at 1 month, 2 months
CUPE 2950
Probation vs. Orientation
 Probation
   New hire to University
   Only served once
   Can terminate employee during probation

 Orientation
   Transfer or promotion
   Can transfer employee but never terminate

 Extension
   Only Union can grant extension to probation or
   orientation
   Only under very specific circumstances
CUPE 2950
After Probation/Orientation
 Conduct another review at 6 months
 Then annually thereafter

 Continue developing staff
 Understand career goals and objectives

 Document concerns; address immediately
 If ongoing issues, contact Tracy
M&P
Probation Period
 New hire - 12 months

 Transfer or Promotion - 12 months
   Consult Tracy for exceptions


 Raise concerns immediately at coaching
 sessions
   Use specific examples for clarity
   If significant concerns, contact Tracy


 Performance review at 4 months, 8 months
M&P
After Probation
 Annual reviews thereafter
 Can be moved to July 1st once employee at
                        st

 midpoint (optional)

 Continue developing staff
 Understand career goals and objectives

 Document concerns; address immediately
 If ongoing issues, contact Tracy
Exercise: Performance
Management Timeline
Dealing with Concerns

 Use coaching sessions to deliver ongoing feedback

 We bring issues forward to correct a behaviour, not to
 create conflict

 Focus on the issue, not on the individual

 Union/Association is there to help facilitate a resolution

 Use the following “Key Principles”
Dealing with Concerns:
Key Principles
1. Focus on the issue, not on the person
            the

2. Be specific by using examples

3. Listen & respond with empathy

4. Provide support without removing responsibility

5. Set date to follow up
Exercise: Dealing with
Concerns
 Divide into groups of 3
 Read scenario
 Supervisor and Employee role play
 Supervisor uses “Key Principles” in response
 Observer provides feedback to Supervisor

 We’ll discuss as a group in 10 minutes
Characteristics of a “Good”
Performance Review
1. Employee-centered

2. More developmental than evaluative
   More

3. Focused on improvement
   Focused on

4. Anchored by predefined, measurable goals

5. Supported by ongoing feedback and coaching
Exercise: Preparing for
Performance Review Meeting
 Find a partner
 Brainstorm together
 Record as many ideas as possible
 Use point form

 We’ll discuss as a group in 10 minutes
Before the Meeting

 Ongoing dialogue; no surprises!
 Inform employee of meeting in advance
   Provide copy of job description
   Request self-assessment form (due one week before
   meeting)
 Schedule private room for one hour
 Review documentation
   Notes from coaching meetings
   Previous performance review form
   Employee’s self-assessment
 Complete performance review form
During the Meeting

 Lead the conversation but encourage dialogue
 Review self-assessment document together
 Review performance review form together
 Discuss past performance
   Use specific examples
   Encourage employee comments/feedback
 Set new measurable goals
 Ensure employee understands and agrees
After the Meeting

 Finalize performance review form
 Provide copy to employee
 Add employee’s additional comments (optional)
 Schedule next meeting
 Continue to provide ongoing coaching and
 feedback
Performance Review Forms

 New forms to be distributed UBC-wide Fall 2009
 2 sets: Probationary Reviews, Annual Reviews
 Each set includes:
   Employee Self-Assessment
   Performance Review and Plan
   Guidelines for Supervisor
 Can be used for all employee groups
   M&P
   TRA
   CUPE 2950
 Can be completed electronically
Questions?
CFIS Lunch & Learn

1.   Communication best practices (Jul 23)

2.   Research grant process (Jul 30)

3.   Appointing foreign academics (Aug 6)

4.   Conducting performance reviews (Aug 13)

5.   Working with development (Aug 20)

6.   Preparing a budget (Aug 27)

								
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