PerformancePlanning     WHere To go ?        HoW To     go ??
ROLE OF SUPERVISOR & EESPerformance Planning
Supervisor’s Role      1. Thorough understanding of the work involved – the      critical functions & KRA’s.      2. Revie...
Employee’s Role       1. Have a thorough understanding of the work involved –       the critical functions & the key tasks...
WHO ARE INVOLVED IN PPPerformance Planning
PERFORMANCE PLANNING TOOL        What is the PPT?        The PPT enables you to chart & monitor your        progress towar...
PPT                                                conti…        How to use the PPT         PI & KMI - You will need to e...
PPT                                            conti…        Quarterly information columns - Depending on       what perf...
APPROACHES TO PERFORMANCE PLANNING        Two Approaches: 2 basic approaches to        conducting a performance planning  ...
Tips &Tricks for Performance Planning         Undertake PP in PARTNERSHIP with the        employee.         Mgmt/ superv...
conti…         Make sure you discuss what YOU will do to        help the employee succeed.         Even if it feels like...
ADVANTAGES OF PP        To Employees         Have clear performance expectations         See how their work contributes ...
ADVANTAGES OF PP                             conti…        To Supervisors         Orchestrate the talent in their work un...
ADVANTAGES OF PP                          conti…        To Agencies         Get the work done — Achieve their missions   ...
Performance ManagementPerformance Planning
Phase II: Check-In        • Observe an employee’s performance &        check-in with them regularly, providing        feed...
Phase II: Check-In                       conti…        Guiding Principles        Effective observation and feedback can: ...
Phase II: Check-In        Coaching - An Effective Feedback        Tool        • Method of strengthening communication     ...
Key Elements of Coaching        • Coach when you want to focus attention on any        specific aspect of the employees pe...
Questions to consider When Coaching   1.    How is the employee expected to perform?   2.    Does the employee understand ...
Coaching Behaviour        To make the most of coaching the        employee, remember to follow these        coaching guide...
During the Coaching Session         A coaching session to provide positive        feedback.         A coaching session t...
Follow- up Discussion        To conduct a follow-up discussion, consider        the following steps:        • Review the p...
Phase III: Assessment        Guiding Principles        Some goals of the        performance assessment process are to help...
Phase III: Assessment                     conti…        Preparing for the Assessment        suggestions to get the employe...
Phase III: Assessment                              conti…        Preparing for the Assessment        4. Give the employee ...
Phase III: Assessment                       conti…        Preparing for the Assessment        Prepare a draft assessment, ...
Phase III: Assessment                             conti…   Preparing for the Assessment   Consider the question: “What ca...
Phase III: Assessment                conti…        <  Conducting the Assessment        Discussion        Steps to make an ...
Phase III: Assessment                conti…        <  Conducting the Assessment        Discussion         Have a common u...
Phase III: Assessment   conti…Performance Planning
Performance Planning
Performance Planning
Performance planning
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Performance planning

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DMS GGV2012

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Performance planning

  1. 1. PerformancePlanning WHere To go ? HoW To go ??
  2. 2. ROLE OF SUPERVISOR & EESPerformance Planning
  3. 3. Supervisor’s Role 1. Thorough understanding of the work involved – the critical functions & KRA’s. 2. Review the job description (accurate & up to date information) 3. Know what constitutes “successful performance” in the core competencies & effectively communicate this to ees. 4. Identify priority areas & communicate to the ees. 5. Communicate: employee’s work → unit’s goals 6. Ask the ees what kind of support needed (in terms of information, resources, tools, training and supervision). 7. Provide the needed support.Performance Planning
  4. 4. Employee’s Role 1. Have a thorough understanding of the work involved – the critical functions & the key tasks. 2. Make a cross check through the job description to ensure that information is accurate and up to date. 3. Understand what constitutes “successful performance” of the core competencies. 4. Understand: employee’s work → unit’s go. 5. Ask questions to clarify information. 6. Ask for needed support. 7. Do the things in committed manner. …..WHO ARE INVOLVED IN PPPerformance Planning
  5. 5. WHO ARE INVOLVED IN PPPerformance Planning
  6. 6. PERFORMANCE PLANNING TOOL What is the PPT? The PPT enables you to chart & monitor your progress towards meeting your local performance targets against the right time performance indicator (PI) and other Key Management Indicators (KMIs) on a monthly, quarterly and yearly basis. ….How to use the PPTPerformance Planning
  7. 7. PPT conti… How to use the PPT  PI & KMI - You will need to enter actual data against each month of those listed.  Security Key Management Indicators – For each security KMI you will need to enter your own caseload details in the ‘caseload’ field and the local target in the field underneath.  Local Target Column - Enter a performance target for the PI and each KMI that you want to achieve for the year.Performance Planning
  8. 8. PPT conti…  Quarterly information columns - Depending on what performance target you have entered against the PI and each of the KMIs in the Performance Target column, the ‘minimum target’ will automatically display the minimum target you will need to achieve monthly in order to achieve your overall performance targets for the year. This will be in terms of days or percentages.  Annual Performance column - This gives you your cumulative and total annual performance so far. Please note the ‘Percentage of new claims outstanding over 50 days’ field is not cumulative due to the nature of the KMI. ..APPROACHES TO PERFORMANCE PLANNINGPerformance Planning
  9. 9. APPROACHES TO PERFORMANCE PLANNING Two Approaches: 2 basic approaches to conducting a performance planning discussion.Performance Planning
  10. 10. Tips &Tricks for Performance Planning  Undertake PP in PARTNERSHIP with the employee.  Mgmt/ supervisor role in the meeting with the employee is to guide the discussion, NOT control the discussion.  The employee should end up doing most of the talking, since s/he is likely to know the job and his/her needs best.Performance Planning
  11. 11. conti…  Make sure you discuss what YOU will do to help the employee succeed.  Even if it feels like the planning process is overly time consuming, consider it a wise business decision and a good investment. …..ADVANTAGES OF PPPerformance Planning
  12. 12. ADVANTAGES OF PP To Employees  Have clear performance expectations  See how their work contributes to the agencys success  Know where they stand throughout the year  Stay on track toward achievement of their goals  Develop job-related skills  Receive honest and accurate appraisals of their performance  Obtain rewards and recognition consistent with their performancePerformance Planning
  13. 13. ADVANTAGES OF PP conti… To Supervisors  Orchestrate the talent in their work units toward achievement of the units goals  Monitor progress toward achieving those goals  Capitalize on employees strengths and address their weaknesses  Provide feedback  Keep employees efforts focused on accomplishing the work of the unit  Accurately appraise individual performance  Fairly distribute rewards and recognitionPerformance Planning
  14. 14. ADVANTAGES OF PP conti… To Agencies  Get the work done — Achieve their missions through the collective efforts of their ees  Grow talent — Cultivate a highly engaged & results-focused workforce  Hold on to talent — Retain top performersPerformance Planning
  15. 15. Performance ManagementPerformance Planning
  16. 16. Phase II: Check-In • Observe an employee’s performance & check-in with them regularly, providing feedback. • Recognize & reinforce strong performance, and identify & encourage improvement where it is needed. •Built-in feedback very effective because it is immediate Guiding Principles Coaching - An Effective Feedback ToolPerformance Planning
  17. 17. Phase II: Check-In conti… Guiding Principles Effective observation and feedback can: Strengthen communication between you and the employee Help the employee attain performance objectives and meet standards Increase employee motivation and commitment Maintain and increase the employees self- esteem Provide supportPerformance Planning
  18. 18. Phase II: Check-In Coaching - An Effective Feedback Tool • Method of strengthening communication • Helps to shape performance & increase the likelihood(ees results →expectations) • Provide opportunity to discuss progress toward meeting mutually established standards and objectives. • A coaching session focuses on one or two aspects of performance(NOT total ….Phase III: Assessment review)Performance Planning
  19. 19. Key Elements of Coaching • Coach when you want to focus attention on any specific aspect of the employees performance. • Observe the employees work and solicit feedback from others. • When performance is successful, take the time to understand what is working and the reasons behind it. • Advise the employee ahead of time on issues to be discussed. • Discuss alternative solutions. • Agree on action to be taken. • Schedule follow-up meeting(s) to measure results. • Recognize successes and improvements. • Document key elements of coaching session.Performance Planning
  20. 20. Questions to consider When Coaching 1. How is the employee expected to perform? 2. Does the employee understand these expectations? If not, why not? 3. Does the employee know what successful results look like? How do you know? 4. Does the employee know the performance is marginal? How do you know? 5. Are there obstacles beyond the employees control? Can you remove them? 6. Has the employee ever performed this task satisfactorily? 7. Is the employee willing and able to learn? 8. Does satisfactory performance result in excessive work being assigned? 9. Does unsatisfactory performance result in positive consequences such as an undesirable task being reassigned?Performance Planning
  21. 21. Coaching Behaviour To make the most of coaching the employee, remember to follow these coaching guidelines:  Focus on behaviour, not personality.  Ask the employee for help in problem identification and resolution.  Use active listening to show you understand. Set specific goals & maintain communication.  Use reinforcement techniques to shape behaviour. ...During the Coaching SessionPerformance Planning
  22. 22. During the Coaching Session  A coaching session to provide positive feedback.  A coaching session to improve performance.  A coaching session is conducted to address poor work habits such as continued tardiness.Performance Planning
  23. 23. Follow- up Discussion To conduct a follow-up discussion, consider the following steps: • Review the previous discussion(s). • Discuss the business reason why the situation/problem continues to be a cause for concern & ask for reasons why the situation continues. • Indicate consequence of continued lack of improvement. (No threats! This isnt an oral warning.) • Agree on action to be taken and set a follow-up date, if appropriate. • Convey your confidence in the employee. • Document key elements of the session. Give one copy to the employee & place another in the ee’s file. ….Phase III: AssessmentPerformance Planning
  24. 24. Phase III: Assessment Guiding Principles Some goals of the performance assessment process are to help the employee:  Feel positive about the job  Feel appreciated for specific contributions  Benefit by specific, constructive feedback  Keep informed about current and future performance objectives  Keep motivated to do well and to develop  Stay involved as a participant in the processPerformance Planning
  25. 25. Phase III: Assessment conti… Preparing for the Assessment suggestions to get the employee involved: •Schedule a mutually convenient time and place for the performance assessment discussion. Allow enough time and ensure privacy. •Explain that you would like the discussion to be a dialog, with input from both of you included in the final written document. •Give the employee some options about how to prepare for the discussion.Performance Planning
  26. 26. Phase III: Assessment conti… Preparing for the Assessment 4. Give the employee a list of questions to consider to evaluate his own performance. Sample questions might be: • What have been your major accomplishments? • What could you have done better? • What could I do as your supervisor to help you do your job better? • Would you like to see your responsibilities change? If so, how?Performance Planning
  27. 27. Phase III: Assessment conti… Preparing for the Assessment Prepare a draft assessment, making sure you have as much information as possible, including: • Job description • Professional development over the review period • Performance standards & objectives • Previous assessment • Letters of commendation and/or criticism • Input provided by key clients and colleagues • Samples of work • Records of disciplinary actionPerformance Planning
  28. 28. Phase III: Assessment conti… Preparing for the Assessment Consider the question: “What can I do to help the employee do the job better and achieve developmental goals?” Sample Assessment Forms & Rating Scales: rating an employee’s work using a rating scale. Managers and supervisors of non-represented staff use the Performance Evaluation and Planning (PEP) forms. represented staff use the current forms approved by their respective bargaining units.Performance Planning
  29. 29. Phase III: Assessment conti… < Conducting the Assessment Discussion Steps to make an open and productive discussion as successful as possible:  Create a supportive environment.  Discuss key areas of responsibility.  Readily acknowledge performance.  Discuss what could have been done better.  Focus on future performance.Performance Planning
  30. 30. Phase III: Assessment conti… < Conducting the Assessment Discussion  Have a common understanding of future.  Discuss the employees interests and potential new responsibilities.  Conclude on a positive note.Performance Planning
  31. 31. Phase III: Assessment conti…Performance Planning
  32. 32. Performance Planning
  33. 33. Performance Planning

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