Performance Appraisal

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Performance Appraisal

  1. 1. PERFORMANCE APPRAISAL Year: 2008-2009
  2. 2. Performance Appraisals Explained <ul><li>Performance Appraisal - tool used to provide the employee with </li></ul><ul><ul><li>Performance feedback </li></ul></ul><ul><ul><li>Improved employee development </li></ul></ul><ul><ul><li>Increased employee productivity </li></ul></ul><ul><ul><li>A safeguard for the College and employees from legal liability </li></ul></ul>
  3. 3. Performance Appraisals: Common Mistakes <ul><ul><li>Failure to conduct evaluations </li></ul></ul><ul><ul><li>Failure to evaluate all employees </li></ul></ul><ul><ul><li>Failure to conduct evaluations regularly and punctually </li></ul></ul><ul><ul><li>Failure to document negative and positive performance </li></ul></ul><ul><ul><li>Failure to document performance and behavioral deficiencies </li></ul></ul>
  4. 4. Performance Appraisals: Common Mistakes (cont’d) <ul><ul><li>Failure to establish consequences of performance deficiencies </li></ul></ul><ul><ul><li>Disallowing employees opportunity comment on their appraisals </li></ul></ul><ul><ul><li>Using the appraisal to retaliate against an employee </li></ul></ul>
  5. 5. Performance Appraisals: Employee Expectations <ul><ul><li>Be informed and kept “in the loop” </li></ul></ul><ul><ul><li>Receive due credit </li></ul></ul><ul><ul><li>Receive constructive feedback </li></ul></ul><ul><ul><li>Awareness of appraisal points prior to appraisal completion </li></ul></ul><ul><ul><li>Opportunities for advancement </li></ul></ul><ul><ul><li>Honest input regarding opportunities for advancement </li></ul></ul><ul><ul><li>Employment in a motivating environment </li></ul></ul><ul><ul><li>Freedom to discuss discrepancies </li></ul></ul>
  6. 6. Performance Appraisals: Employee Expectations (cont’d) <ul><ul><li>Identify and eliminate performance problems </li></ul></ul><ul><ul><li>Recognize and motivate quality performance </li></ul></ul><ul><ul><li>Opportunities for baseline performers to improve contributions </li></ul></ul><ul><ul><li>Document and support employment decisions </li></ul></ul>
  7. 7. Performance Appraisals: Implementing Meaningful Performance Appraisals <ul><li>Gather documentation </li></ul><ul><li>Develop the written appraisal </li></ul><ul><li>Conduct the appraisal review session </li></ul>
  8. 8. Performance Appraisals: Implementing Meaningful Performance Appraisals (cont’d) <ul><li>Gather Documentation </li></ul><ul><ul><li>Personal observation Observe actual performance and judge results (Halo or Horn) </li></ul></ul><ul><ul><li>Feedback documentation Use performance notes made throughout the year </li></ul></ul><ul><ul><li>Personnel File Examine past performance reviews, discipline records, and awards </li></ul></ul><ul><ul><li>Measurement tools Check documents that support performance rating. Examples: Time clock reports for attendance and tardiness, etc. </li></ul></ul><ul><ul><li>Others’ observations Review supervisor, manager, co-worker comments </li></ul></ul>
  9. 9. Performance Appraisals: Implementing Meaningful Performance Appraisals (cont’d) <ul><li>Develop Appraisal Guidelines for writing appraisals </li></ul><ul><ul><li>Set aside dedicated time Gather performance documentation and eliminate interruptions </li></ul></ul><ul><ul><li>Evaluate performance based on expectations Review established expectations, job description, performance goals </li></ul></ul><ul><ul><li>Rate how well expectations were met </li></ul></ul><ul><ul><li>Give honest ratings acknowledge strengths and address ongoing problems </li></ul></ul><ul><ul><li>Provide specific examples Avoid generalities, note specific contributions and accomplishments </li></ul></ul><ul><ul><li>Avoid personal and subjective statements No exaggerations, no character attacks </li></ul></ul>
  10. 10. Performance Appraisals: Implementing Meaningful Performance Appraisals (cont’d) <ul><li>Conducting the Appraisal Review session – Common Mistakes </li></ul><ul><ul><li>Manager is ill-prepared </li></ul></ul><ul><ul><li>Employee is not given adequate notice </li></ul></ul><ul><ul><li>Discussion is rushed or interrupted </li></ul></ul><ul><ul><li>Employee is not given the opportunity to comment </li></ul></ul><ul><ul><li>Manager’s tone is punitive or condescending </li></ul></ul>
  11. 11. Performance Appraisals: Implementing Meaningful Performance Appraisals (cont’d) <ul><li>Conducting the Appraisal Review session - Maximizing the review </li></ul><ul><ul><ul><li>Be prepared </li></ul></ul></ul><ul><ul><ul><ul><li>Determine discussion direction </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Anticipate objectives </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Gather supportive documentation </li></ul></ul></ul></ul><ul><ul><ul><li>Set the right tone </li></ul></ul></ul><ul><ul><ul><ul><li>Establish a supportive environment </li></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Private location – Maintain confidentiality </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Quiet and undisturbed – eliminate distractions </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Level playing field – Avoid superiority </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Timing – choose a quiet time </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><li>Demonstrate Respect </li></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Timeliness – Conduct reviews by due date </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Appointments – Don’t act like the employee’s time is less valuable </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Advance notice – Allow the employee to be prepared </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Icebreaker – Start on a friendly and relaxed note </li></ul></ul></ul></ul></ul>
  12. 12. Performance Appraisals: Implementing Meaningful Performance Appraisals (cont’d) <ul><li>Conducting the Appraisal Review session - Maximizing the review </li></ul><ul><ul><ul><ul><li>Have the best mindset </li></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Tone – Professional and supportive </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Focus – Future goals and objectives </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Open-mindedness – Seek explanations </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Emotions – Calm and centered </li></ul></ul></ul></ul></ul><ul><ul><ul><li>Communicate Effectively </li></ul></ul></ul><ul><ul><ul><ul><li>Avoid communication roadblocks – Vague, evasive, derisive or derogatory language, poor listening skills, strong emotions, one-way conversation </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Improve communication skills – be clear and concise, be honest, not brutal, be an active listener and natural </li></ul></ul></ul></ul>
  13. 13. Performance Appraisals: During the Appraisal Process <ul><li>Potential Emotional Reactions </li></ul><ul><ul><li>Emotional Distress </li></ul></ul><ul><ul><li>Hostility </li></ul></ul><ul><ul><li>Defensiveness </li></ul></ul><ul><ul><li>Denial </li></ul></ul>
  14. 14. Performance Appraisals: During the Appraisal Process (cont’d) <ul><li>Potential Emotional Reactions </li></ul><ul><ul><li>Emotional Distress - e mployee becomes tearful or angry, but not aggressive </li></ul></ul><ul><ul><ul><li>How can you handle it? </li></ul></ul></ul><ul><ul><ul><ul><li>Be patient </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Offer privacy </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Suggest rescheduling </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Other ideas? </li></ul></ul></ul></ul>
  15. 15. Performance Appraisals: During the Appraisal Process (cont’d) <ul><li>Potential Emotional Reactions </li></ul><ul><ul><li>Hostility - e mployee channels his/her emotions into aggression </li></ul></ul><ul><ul><ul><li>How can you handle it? </li></ul></ul></ul><ul><ul><ul><ul><li>Be patient </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Offer privacy </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Suggest rescheduling </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Other ideas? </li></ul></ul></ul></ul>
  16. 16. Performance Appraisals: During the Appraisal Process (cont’d) <ul><li>Potential Emotional Reactions </li></ul><ul><ul><li>Defensiveness - e mployee makes excuses </li></ul></ul><ul><ul><ul><li>How can you handle it? </li></ul></ul></ul><ul><ul><ul><ul><li>Listen objectively </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Be compassionate </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Reinforce expectations </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Other Ideas? </li></ul></ul></ul></ul>
  17. 17. Performance Appraisals: During the Appraisal Process (cont’d) <ul><li>Potential Emotional Reactions </li></ul><ul><ul><li>Denial - e mployee insists your evaluation is incorrect </li></ul></ul><ul><ul><ul><li>How can you handle it? </li></ul></ul></ul><ul><ul><ul><ul><li>Listen objectively </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Investigate as necessary </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Provide supportive documentation </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Other ideas? </li></ul></ul></ul></ul>
  18. 18. Performance Appraisal Procedures <ul><li>Instruct employees to complete self-evaluation (interactive PDF form via HR website) </li></ul><ul><li>Employees have maximum of ONE WEEK to complete and submit self-evaluation </li></ul><ul><li>Complete Performance Appraisal </li></ul><ul><li>First-line supervisors shall meet with Director or Dean for appraisals review prior to meeting with employee </li></ul><ul><li>Schedule meeting with employee </li></ul><ul><li>Conduct formal meeting with employee. Review Appraisal and determine goals, timelines, etc. </li></ul><ul><li>You and employee sign the completed Performance Appraisal form after the meeting </li></ul><ul><li>Forward copy to employee and turn in completed ORIGINAL form to Human Resources (ATTN: Frank Gomez) by February 15, 2008 </li></ul><ul><li>If you have any questions please call me (956) 872-3646 </li></ul>
  19. 19. Successful Meeting Checklist <ul><li>Discuss each goal or objective established for the employee </li></ul><ul><li>Explore areas of agreement and disagreement </li></ul><ul><li>Cover positive skills, traits, accomplishments and growth potential </li></ul><ul><li>Reinforce employee’s accomplishments </li></ul><ul><li>Discuss employee’s potential </li></ul><ul><li>Cover areas in which change is required, expected, demanded or desired </li></ul>
  20. 20. Successful Meeting Checklist (cont’d) <ul><li>Provide employee goals to correct deficiencies within a specified time period </li></ul><ul><li>Make training/development recommendations </li></ul><ul><li>Discuss consequences of non-compliance where applicable </li></ul><ul><li>Set objectives for next performance appraisal (or specific timeline) </li></ul><ul><li>Have employee sign appraisal to acknowledge having read it, and give employee an opportunity to comment in it in writing </li></ul><ul><li>Thank employee for his/her efforts </li></ul>

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