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This presentation offers guidelines on how to conduct employee performance reviews. ...

This presentation offers guidelines on how to conduct employee performance reviews.

Scontrino-Powell is a management consulting firm of organizational psychologists who specialize in organizational effectiveness, performance management, and employee selection.

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Performance Reviews Performance Reviews Presentation Transcript

  • Performance Reviews SCONTRINO  POWELL Organizational Psychologists Consultants in organization effectiveness, performance management, and employee selection www.scontrino-powell.com
  • Agenda
    • Overview & objectives
    • A short questionnaire
    • Why review performance
    • Effective review systems
    • What to review
    • Who should review
    • Performance goals & objectives
    • Reducing errors in reviewing
    • The review session
    • Workshop evaluation
    Scontrino-Powell Organizational Psychologists Performance Reviews
  • Scontrino-Powell Organizational Psychologists Performance Reviews Why review performance?
  • Components of successful systems
    • Management support
    • Ongoing feedback
    • Diary, notes, or performance log
    • Action plan to maintain or improve performance
    • Regular performance reviews
      • Formal
      • Informal
    Scontrino-Powell Organizational Psychologists Performance Reviews
  • What to review?
    • Results
      • Performance
      • Goals
      • Objectives
      • Project completion
      • Etc.
    • Behaviors
      • Interpersonal skills
      • Communication skills
      • Cooperation
      • Leadership style
      • Involvement
      • Etc.
    Scontrino-Powell Organizational Psychologists Performance Reviews
  • What to review?
    • Two gray areas:
      • Personality
      • Attitude
    Scontrino-Powell Organizational Psychologists Performance Reviews
  • Establishing performance criteria
    • The key question is:
    Scontrino-Powell Organizational Psychologists Performance Reviews What specific things, areas of performance, products, or results should you be reviewed on?
  • Setting performance expectations
    • Two questions to be answered for each of the criteria used for review:
      • What performance meets expectations on this criterion?
      • What performance is above expectations on this criterion?
    Scontrino-Powell Organizational Psychologists Performance Reviews
  • Who should review?
    • Who?
      • Superiors
      • Self
      • Peers
      • Subordinates
      • Others
    • Key factor: Has the reviewer actually observed the behavior and the results of that behavior of the person being reviewed?
    Scontrino-Powell Organizational Psychologists Performance Reviews
  • Using self review
    • Decide the focus:
      • All criteria
      • Action plan
      • Other
    • Determine form and format
    • Sharing the supervisor and self review
      • Exchange before feedback session
      • Exchange at start of session
      • Alternate during the feedback session
      • Determine in advance who is responsible for which criteria
    Scontrino-Powell Organizational Psychologists Performance Reviews
  • Performance development plans
    • Opportunities, problems, or needs
    • Objectives or goals
    • Employee’s tasks
    • Supervisor’s tasks
    • Plan for achieving the objective/goal
    • Expected results
    • Review dates
    Scontrino-Powell Organizational Psychologists Performance Reviews
  • Writing performance objectives
    • Remember MAST:
      • Measurable
      • Achievable or attainable
      • Specific
      • Time based
    Scontrino-Powell Organizational Psychologists Performance Reviews
  • Reviewer errors
    • Reviewer errors refer to inaccuracies in our ratings. Typically reviewers are unaware they are making inaccurate ratings
    Scontrino-Powell Organizational Psychologists Performance Reviews
  • Reviewer errors: Type I
    • Memory
    • Halo
    • Horns
    Scontrino-Powell Organizational Psychologists Performance Reviews
  • Reviewer errors: Type II
    • Easy
    • Hard
    • Middle of the road
    Scontrino-Powell Organizational Psychologists Performance Reviews
  • Reviewer errors: Type III
    • Similar to me
    • Different from me
    • Contrast error
    • Stereotyping
    Scontrino-Powell Organizational Psychologists Performance Reviews
  • Performance review sessions
    • Review preparation
    • Review initiation
    • Review structuring
    • Review communication
    • Review planning
    • Review closing
    Scontrino-Powell Organizational Psychologists Performance Reviews
  • Review preparation
    • The reviewer’s homework:
      • Review job criteria and expectations
      • Assess performance on key objectives
      • Consider employee development and career development
      • Complete the form
      • Schedule review session with employee
      • Give copy of self-review form to employee
    Scontrino-Powell Organizational Psychologists Performance Reviews
  • Review initiation
    • Review initiation refers to supervisor behaviors that set the tone for the review session. They are designed to:
      • Show concern for the physical setting
      • Express concern for employee comfort
      • Convey warmth and receptiveness
    Scontrino-Powell Organizational Psychologists Performance Reviews
  • Review structuring
    • Supervisors must communicate:
      • How the performance review fits into the organizational framework
      • How performance reviews impact the individual employee
      • An outline or framework for the review session itself
      • A clear definition of the supervisor’s role for each part of the review
    Scontrino-Powell Organizational Psychologists Performance Reviews
  • Review communication
    • Attending
    • Facilitating
    • Clarifying
    • Feedback
    Scontrino-Powell Organizational Psychologists Performance Reviews
  • Review attending behavior
    • Attending behaviors include but are not limited to:
      • Eye contact
      • Relaxed physical posture
      • Appropriate or natural gestures
      • Verbal statements which follow what the applicant has said
      • No interruptions
    Scontrino-Powell Organizational Psychologists Performance Reviews
  • Review facilitating behavior
    • Facilitating behaviors are specific verbal and non-verbal invitations that encourage the applicant to state or explore a position
    • Examples of verbal invitations:
      • Can you say more?
      • I’d like to hear more about that
      • How do you see it?
      • Can you give me more detail?
      • Could you give me an example?
      • Then?
    Scontrino-Powell Organizational Psychologists Performance Reviews
  • Review facilitating behavior
    • Facilitating also includes specific non-verbal invitations such as:
      • Head nods
      • Eye contact
      • Leaning forward
      • Narrowing physical distance
    Scontrino-Powell Organizational Psychologists Performance Reviews
  • Review clarifying behavior
    • Clarifying behavior uses specific verbal invitations on the part of the interviewer which admit a lack of understanding regarding the applicant’s communication. For example:
      • I’m confused
      • I’m not sure I understand
      • Will you restate that?
      • I lost you there
      • Can you give me an example?
    Scontrino-Powell Organizational Psychologists Performance Reviews
  • Review feedback behavior
    • Feedback is specific verbal communication regarding the employee’s performance during the review period
    Scontrino-Powell Organizational Psychologists Performance Reviews
  • Supervisor’s feedback
    • To make feedback effective, supervisors should:
      • Describe employee behaviors
      • Identify specific critical incidents
      • Indicate the frequency of the behavior
      • Address previously agreed goals
    Scontrino-Powell Organizational Psychologists Performance Reviews
  • High quality feedback
    • Focuses on behavior and results
    • Is specific
    • Is sincere
    • Avoids negative generalizations
    • Leaves room to change your opinion
    • Provides direction for change
    • Is job-related
    • Is timely
    • Is ongoing
    • Is not trivial, but focuses on important things
    Scontrino-Powell Organizational Psychologists Performance Reviews
  • Improving poor performance
    • Describe in detail the poor work performance observed
    • Indicate why it concerns you
    • Ask for reasons, listen to explanations
    • Indicate the situation must change and ask for ideas for solving the problem
    • Go to the performance plan
    Scontrino-Powell Organizational Psychologists Performance Reviews
  • Why disagreements?
    • The supervisor has failed to:
      • Define standards of performance
      • Discuss standards with employee
      • Observe employee performance
      • Provide feedback on a continuing basis
      • Allow employee time to prepare for the review session
    Scontrino-Powell Organizational Psychologists Performance Reviews
  • Resolving disagreements
    • Indicate there is a problem
    • Identify your part in the problem first
    • State basis for believing there’s a problem
    • Restate your part of the problem
    • Solicit employee feedback
    • Express desire for a mutually acceptable solution
    • Consistently move toward a planning sequence
    Scontrino-Powell Organizational Psychologists Performance Reviews
  • Review closing: employee take-aways
    • Past performance
      • Standards used
      • How did I do?
    • The future
      • Standards to be used
      • Objectives to be used
    • Areas of agreement
      • What is the plan to maintain or improve performance?
    • Areas of disagreement
      • How will these be resolved?
    Scontrino-Powell Organizational Psychologists Performance Reviews