Performance Appraisal Not Just Another Meeting “I hate Performance Appraisals.” Some of the common reasons supervisors give for why they don’t like doing performance appraisals: The form is too ______________, long, etc. I hate playing _____________. It makes me feel _______________. It leads to confrontation. Other reasons__________________________________________ ____________________________________________________ _ So why do appraisals? Some of the reasons supervisors typically give in favor of performance appraisals are: Employees want to know, need to know, and have a right to know how they are doing. Performance Appraisal provides an opportunity to _______________ employees. Performance Appraisals provide a tool to assess talent and _______________ needs. There’s no magic in the form! The real purpose of the review is to discuss how things are going and how to make them better. The job is not in forms design but in communication. Performance Appraisal provides an opportunity to improve ___________ _________. The Case for Self-Rating Self-rating puts the ball in the __________ __________ and satisfies many of the __________ supervisors express about the process. __________% of employees rate themselves at or ________ where their supervisors rate them. Supervisors retain veto power and self-rating strengthens the employer’s legal position. Keep Your Eye on the Ball Remember to keep the evaluation focused on performance, behavior and _____. Making the connection with measurable results is the key. Employee Responsibilities An __________ list prepared by the employee helps the supervisor understand what the employee considers most important and ensures the supervisor has appropriately incorporated the employee’s accomplishments in the review. The achievements list should be compared with the ___________ plan. Pre-Meeting Checklist The supervisor should be sure to have a copy of the previous year’s goals and development plan, as well as examples of the employee’s performance that support the ratings. More important than the actual location where the discussion will be held is the decision-making process to determine that location. Supervisors can help the employee prepare by giving him/her a copy of the __________ in advance. If the employee has prepared a self- evaluation, the supervisor can also ask for it at the same time he/she gives the employee the “official” appraisal. Giving the marginal or poor performer a copy of the appraisal in advance is not advised! Use creative visualization to plan the meeting. The following script is an example of how to open the discussion: I’ve been looking forward to this chance to talk to you about your work last year, Ann. This discussion will be helpful to both of us. I’d like to go through the process slowly and carefully. This is one of the most important things you and I will do together all year. I have set aside an hour for our meeting, but we can spend more time if we feel it’s useful. I want to start by having you tell me about the appraisal you wrote of your own performance - what you felt were the most important items and how you came up with the evaluation that you did. Then I’d like to talk about the appraisal that I wrote. An important part of the appraisal deals with your key job responsibilities and the goals that you set during the last appraisal. I’d like to start there and talk about the results you achieved. We will need to discuss those areas where you and I generally agree and those in which our views seem to differ. I’ll give my reasons, and I want to get your point of view. We also need to discuss your position responsibilities and goals, and talk about your development plan for next year. Why don’t you start by telling me how you feel this past year has gone...? The better planned the opening, the more successful the following hour will be! Areas of Agreement Even when a supervisor agrees with the employee’s assessment, the supervisor should probe for the reasons the employee attributes to the success to ensure that ________________________________ _______________ _______________ _______________ ________ _______________ _______________ __. Areas of Disagreement The supervisor should review the appraisal from the employee’s point of view in advance of the meeting. The achievements list will alert the supervisor to areas of disagreement. For each item of potential disagreement, the supervisor should be sure to have __________ to support the __________. Active listening involves providing a rationale for the low rating, specific examples supporting the decision and giving the employee a chance to be fully heard and understood. Restating the employee’s position is an effective technique. Restating is not agreeing, but gaining an __________ of how the employee views the situation. Supervisors can build their skills by starting with the easy ones before proceeding to the most difficult. John Dillinger, the 1930s bank robber, once advised, “Before you rob your first bank, knock off a couple of gas stations.” Gaining Understanding The supervisor’s job is to get the employee to __________ the reason that performance was rated the way it was. The Unsatisfactory Performer The poor performance may drag down the __________ performance of the group. Others in the group may ____________________. When an employee disagrees... If the disagreement is an issue of fact, the supervisor should get the facts and make any __________ corrections. If it’s a matter of judgment, the supervisor must ask the employee to provide additional __________. The supervisor must then determine if the evidence is sufficient to revise his/her judgment. Handling Awkward Moments The employee may not know what to say and become silent or silence may be used as a manipulative power play. The supervisor should ask a question and then wait. A supervisor needs to focus not on an excuse, but on the issue of personal __________. “I agree that’s difficult, but how are you planning to handle that challenge so that you can make sure that your projects are always ready when they’re needed?” The key words in the “dismiss and redirect” technique dealing with irrelevancies are __________ and __________. “I understand that things are difficult financially right now, but I would like to talk about that separately. First, I need you to get your hand out of the petty cash drawer.” Flight and Fight Active listening is critical with a fight reaction. Ask the employee for examples and listen to what he/she has to say. In dealing with fight reactions, the supervisor’s behavior should be the __________. Flight reactions are more subtle. The supervisor should continue to focus on the performance deficiency, even if the employee agrees. If crying continues beyond what would be considered appropriate, the supervisor may need to _______________. Wrap Up Example: Now that we’ve reviewed the complete appraisal, Ann, let’s summarize the key points we discussed. the most important thing I want you to remember about our discussion is... In reviewing the entire appraisal, there are two areas in which I think your performance has been outstanding... There is also one area in particular that you need to immediately work on improving. That area is... Finally, when you think about your development plans for next year, the one area I’d like to give serious thought to is... That pretty well sums it up for me. Ann, are there any other questions I can answer for you? Please sign the form to indicate that you’ve had an opportunity to read it and understand it. If you’d like to add any comments, please feel free to do so. This session has been extremely valuable to me, Ann. I look forward to the coming year. Test Yourself N 1. During the appraisal, the employee did most of the talking. 2. The employee had ample opportunities to voice his/her ideas. 3. I based statements on actual performance, rather than personal impressions. 4. I covered positive areas of performance as well as areas that need to be improved. 5. Even when it was uncomfortable, I gave complete and honest pictures of performance. 6. I used open-ended questions to draw out more than yes/no answers. 7. I was clear about specific goals. 8. I gave full attention to the appraisal and prepared in advance with questions to ask and issues to cover. 9. I am supportive and work with the employee to develop the employee’s skills. 10. The employee knows what to do to meet my expectations.
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