Employee Performance Appraisal Samples - PowerPoint by mie20532

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									 Performance Appraisal:
“Meaningful Conversations”

  Listening, Learning, & Improving
Learning Objectives
When you have completed this module you will
  be able to define the key concepts associated
  with Hood College‟s Meaningful
  Conversations performance appraisal
  process and you will be able to:
• Understand the importance of continuous
  dialogue in employee and organizational
• Identify the main obstacles to effective
  performance appraisal
• Understand the value of the performance
  appraisal process in employee development
Learning Objectives

• Utilize tools to promote productivity and
• Understand a range of techniques that
  can be applied in performance appraisal
• Use these techniques as we build an
  effective performance appraisal system
• Explain the benefits of having an
  effective performance appraisal system
Strategies for our time together
Learning is a process.
There are different learning
Learning is improved when goal-
Active participation enhances the
learning experience and retention
of important concepts.
Be open to learning.
Develop an action plan.
  Meeting your needs
• What questions or concerns do you want to
  make sure that we cover today?

• What problems do you anticipate in
  implementing “Meaningful Conversations”?

• How shall we measure the process?

• What does success look like?
Creating Meaningful Conversations
Focus: Employee Success

           Conversations are
            both the formal
              and informal
             dialogues held
            throughout year.
   Best Practices say:
   Employees want and
     need feedback
What will “Meaningful
Conversations” be like?
 • For supervisors?

 • For employees?

 • For the College?
Meaningful Conversations Process

Each stage is part
 of a continuous
  process which
     takes place              is a
  throughout the         requirement
     year as the           for each
  supervisor and          stage to be
   the employee           successful
 focus efforts on         and for the
 achieving goals        process to be
 and developing         “meaningful.”
   the employee.
 Why Have Performance Appraisals?
• Performance Appraisal offers several advantages at the
  level of the:
   – Individual

   – Organization
 Why Have Performance Appraisals?
• Performance Appraisal offers several advantages at the
  level of the:
   – Individual
      •   Enhances sense of purpose and self worth
      •   Recognizes of past effort
      •   Uncovers developmental requirements
      •   Motivates for meeting new challenges
      •   Provides information that employees want to know
   – Organization
      •   Links jobs to organizational mission
      •   Provides for staff development
      •   Targets achievement of key objectives
      •   Provides focus on important priorities and appropriate utilization
          of human resources
Performance Appraisal

• The benefits to the individual and
  organization are good reasons for having an
  appraisal process in place

• To maximize the benefits - the organization
  must support the appraisal process through:
  –   Appropriate resources to facilitate the process
  –   Design of a suitable process for the organization
  –   Training of management staff in the process
  –   Training of the personnel in the process
What is a Meaningful Conversation?

 • Is it just a              • How can it be
   performance                 meaningful?
   appraisal?                  – Becomes a formal
   – Connotates only             and informal process
     once a year soliloquy       for ongoing dialogue
  Both Aspects of Meaningful
• Formal               • Informal
  – Prescheduled         – Impromptu
    meetings             – Personal attention
  – Reports              – Catching people
  – Results                doing things right
  – Annual appraisal     – Teachable
Overview of the “Meaningful
 Conversations” Appraisal
  Formal Appraisal Overview
                           Business Plan
     Plan Work &
    Identify Skills
                          Job Description
                         Performance Goals

     Observe &
Document Performance

                          Reward Review

Performance Appraisal   Performance Review   PRESENT

                        Development Review   FUTURE
 The Appraisal Process

• Components
  – People        P   I
     • Manager            o
                  r   n   m
     • Employee   e   v   m
     • Peers      p   o   u
  – Information   a   l   n
     • Facts      r   v   I
                  a   e   c
     • Opinions           a
                  t   m
  – Emotion       i   e   t
     • Positive           I
                  o   n
     • Negative   n   t   n
Appraisal Procedure

 •   Agree on objectives

 •   Monitor performance

 •   Give sufficient notice

 •   Prepare necessary documentation

 •   Prepare location
Appraisal Procedure

• Conduct appraisal dialogue

• Complete documentation of agreement

• Implement plans for employee
Benefits of Appraisals
Overall Benefits of Appraisals

•   Increased employee performance

•   Greater control of work

•   Improved motivation and commitment

•   Increased information flow

•   Better relationships within & across the
      Benefits of “Meaningful
• Designed by people that know Hood
  – Vision/Mission
  – Culture
• Designed by both supervisors and
  employees to promote ongoing dialogue
• Designed with a focus on best practices
Manager’s Role
 • Model appropriate behavior
 • Reinforce the process
 • Set Objectives with Employees
 • Manage process to ensure fair evaluation for
   a each member of department
 • Offer Accurate, Timely, Regular & Specific
 • Other ideas?
Advantages to Managers
Through Performance Appraisal, Managers can :
• Translate business goals into individual job objectives
  and standards
• Monitor performance and offer feedback
• Communicate and seek agreement on objectives
• Coach employees on how to achieve their performance
• Identify employees strengths and areas for growth
• Generate and agree development plans to best serve
  the organizations and individual needs
Employee’s Role
• Set Objectives with Manager
• Review current job responsibilities
• Improve Performance
• Suggest ways to improve departmental
• Be actively involved in their
• Be personal advocate
 Advantages to Employees

Through Performance Appraisal, Employees can:
  –   Openly discuss performance with managers
  –   Be provided with a development tool
  –   Reinforce and sustain performance
  –   Improve existing performance
  –   Determine career progression goals
  –   Identify training needs
  –   Be engaged in meaningful work
  –   Be empowered to take initiative
Meaningful Conversations
Promotes Empowerment
           “Empowerment is the
             process of enabling or
             authorizing an individual
             to think, behave, take
             action, and control work
             and decision making in
             autonomous ways. It is
             the state of feeling self-
             empowered to take control
             of one's own destiny.”
       And employee engagement
                                    • Research says :
• “…is a positive
                                       – Senior mgmt has sincere interest
  attitude held by the                   in employees‟ well-being
  employee towards                     – Organization provides
  their job and the                      challenging work
                                       – Opportunity for development
  organization. The
                                       – Resources to do the job
  three components of                  – Opinions that matter
  an engagement are                    – Appropriate decision-making
  beliefs, emotions and                  authority
  behaviors.”                          – Safe work environment
Why are empowerment and
engagement important?
• Highly engaged employees are less likely
  to leave
• Individuals who are empowered and
  engaged are more
  – satisfied, motivated, committed, productive,
    innovative, and service-oriented
  – Have higher morale
  – Less burnout
• And have more fun!!!
Communication Skills
Communication: A Critical
• Sender and
• Questioning and
• Clarifying and
• Understanding and
The Formal Appraisal

           Appraisal Areas
         Writing the Appraisal

           Do’s and Don’ts


             Self Esteem

       Structuring the Appraisal
  Appraisal Areas
• Performance (What)                • Skills & Knowledge
  –   Job responsibilities/duties     (How)
  –   Accountabilities                –   Technical
  –   Business targets                –   Managerial
  –   Key performance                 –   Interpersonal
      indicators (KPI‟s)              –   Professional
  –   Objectives                      –   Business
  –   Key result areas                –   Product
• Preparation includes
  – Reflection - before completing document
     • Information gathering – from a variety of sources
         – Collect all relevant information, not just what will confirm your own
  – Documentation
     • Make sure the participant and you have the appraisal
       documents completed correctly
  – Organizing a venue
     • Somewhere neutral and undisturbed
     • Make sure the phones are off
     • Put a „Do not disturb‟ sign on the door
  – Scheduling a time
     • Plan it into your diary and block it from interruption
Writing the Performance Appraisal

• Review your employee‟s performance over the last
  year & your file of past performance discussions

• Identify in particular areas for accomplishment and
  also areas for improvement

• Ensure completeness

• Make sure the documents are clearly written and
  used in a way to encourage the supervisor‟s
Writing the Performance Appraisal

 • Be Specific

   –   Outline Major Accomplishments of the Past Year
   –   Illustrate how you supported the overall success of
       the College
   –   Select areas for improvement and show how they
       impacted on this year‟s performance
   –   Give Examples
   –   Quantify
Writing the Performance Appraisal

• Note Key Strengths
   –   Key Areas where the you excels
   –   Describe your areas of strength

• Note Areas of Development
   –   Areas of Growth & Improvement
   –   Skills/Competencies to be developed

• Summarize Overall Performance Effectiveness
   –   Describe your overall effectiveness in terms of team and
Appraisal Fundamentals
•   Focus on Your Behavior           •   Fail to Reflect on Your
•   Be Specific about your
    performance                      •   Fail to Prepare

•   Be Sincere in Seeking Feedback   •   Blame or Attack

•   Be Honest in Sharing Feedback    •   Offer Feedback on co-workers

                                     •   Become Emotional or Reactive
•   Share Your Ideas for improving

•   Check For Understanding

              Do’s                             Don’ts
Appraiser Activities
•   Mentoring/Coaching
•   Information Provider
•   Encouraging
•   Advising
•   Clarifying problems
•   Questioning
•   Seeking Agreement
•   Summarizing
Appraisee Activities
• Completing self-assessment
• Reporting progress
• Reflecting on strengths and areas for
• Clarifying problems
• Questioning
• Seeking Understanding
• Preparing for next year‟s goals
Goal Setting

• When setting performance or development
  objectives apply the SMART criteria
  –   Specific
  –   Measurable
  –   Achievable
  –   Relevant
  –   Time Bound

  Objectives set in this manner have an improved
   chance of being realized
Structuring the Appraisal

• The Appraisal has 3 distinct phases


Structuring the Appraisal

• The Beginning Phase
  – 3 Parts
     • The Rapport Building
        – Short and personalized to create connection
     • The Review of the Purpose
        – Ensure that both you and the supervisor are in agreement.
          Both parties can take notes to review later.
     • The Building of the Agenda
        – This is a shared process so as to develop ownership with
          the employee It also recognizes your right to be consulted
Structuring the Appraisal

• The Middle Phase
  – Use the agenda which has been jointly
   developed to guide the process
    • Stay focused on the point
    • Finish each point on the agenda and agree
      actions that have been decided during the
Structuring the Appraisal
• The End Phase
  – Signal that the process is ending
     • Check if there are any additional matters that the
       supervisor or the employee wants to raise
  – Summarize the action points that have been
   decided upon
     • It can be useful to you to do the summary
     • Check for understanding and acceptance
  – Conclude the meeting
     • Try to end on a high note and prepare for the next year
The Appraisal Discussion
The Appraisal Discussion





The Performance Appraisal Discussion

 • Actively Share Your Thoughts
 • Actively Listen
    –   Don‟t interrupt
    –   Do Clarify
    –   Do Paraphrase
    –   Do Problem Solve
Receiving and Giving
• The appraisal process may offer your
  manager a chance to criticize you and for
  you to provide constructive feedback to your
  – Listen to the critic, then repeat back the criticism

  – Ask the critic to specify the problem

  – Search for a solution to the problem
Problems with Appraisals
Appraisal Problems

• Appraisal problems can arise due to




   What problems are you expecting?
People Problems

• The performance appraisal can run into
  problems that are centered on people due to:
  – Lack of trust in the appraisal process
  – The appraisal process is seen as generating
    negative experiences based on past activity
  – Focus on personality rather than performance
  – Poorly trained people conducting the appraisals
• What can you do to make this a positive
  experience for you and your supervisor?
 Process Problems
• Process problems can arise due
  – Poor process design
  – Complex process
  – Poor fit with the capabilities of the
  – Lack of training
  – Little or no co-ordination of the
  – Little or no real support for the
    process from the senior management
  – No credibility
  Preparation Problems
• These can arise due to:
  – Lack of time allotted to carry out the process in a
    professional and complete manner
  – Lack of a support structure
  – Unclear objectives
  – No value assigned to the process therefore it has no
    priority in terms of preparing
  – Poor training in the process
• How will you ensure that you are prepared
  for “Meaningful Conversations”?
Common Appraisal Problems
          •   Time consuming
          •   Can de-motivate
          •   Retrospective
          •   Can cause frustration and confusion
          •   Stresses disagreement
          •   Inaccurate results
          •   Unclear goals
          •   Unrealistic goals
          •   No attention paid to goals
          •   Fear
          •   Criticism is avoided
          •   No link to overall strategy for the
Problems with Appraisals
• Poor communication

• Bad or no preparation

• Interruptions

• Postponement of the appraisal interview

• Lack of trust

• Linked to pay
Preparing your Action Plan

• Scheduling frequent formal discussions
  – How
  – When
  – What
• Capitalizing on informal discussions
  – Demonstrate your ongoing interest in the
    employee and his/her work
  – Capture the information for future review
   Meaningful Conversations Forms

      Employee Form                   Supervisor Form
   – Mostly narrative – Adult to    – Rating of competencies
     Adult interaction                and Professional
   – Progress, Accomplishments,       Characteristics
     Strengths, Innovation          – Conversation Points
   – Development, Mentoring         – Accomplishments and
   – Future planning                  Commendations
      • Goals                       – Recommendations
      • Changes
   – Rating person on the same
     factors as the supervisor

How does the structure of these forms help to facilitate
Meaningful Conversations?
• Preparation is vital
• Meaningful Conversations is a two way process
• Communication skills are vital
• Clear and positive language is required
• Objective setting should be smart
• Know the pitfalls and observe them
• Your participation is important to the
  success of this process
• Feedback will be used to continuously improve
  the process
• Mutual agreement and alignment of goals is

• Additional concerns

• Questions

• Other information

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