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Performance evaluations for supervisors

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Nuts and bolts of performance evaluations at Williams, and best practices for effective performance evaluations.

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Performance evaluations for supervisors

  1. 1. Performance Reviews for Supervisors Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 April 17, 2018 kevin.r.thomas@williams.edu 413-597-3542 Manager, Learning and Development Office of Human Resources Presented by Kevin R. Thomas Performance Evaluations for Supervisors
  2. 2. Performance Reviews for Supervisors Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 • Name • Where you work • What you hope will come from reviewing your employee/s Introductions
  3. 3. Performance Reviews for Supervisors Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 • Confidentiality • Participation • Listening • Judgement free zone Ground Rules • Program Overview
  4. 4. Performance Reviews for Supervisors Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 1. Nuts & Bolts 2. Build Trust 3. Provide Positive Feedback 4. Provide Constructive Feedback 5. Ask for Feedback 6. Describe the Path Forward Agenda
  5. 5. Performance Reviews for Supervisors Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 Performance Development Process Nuts & Bolts Update job dx Employee Self- Evaluation Write Evaluation Share written Evaluation Performance Evaluation Meeting Edit Evaluation if necessary Signatures Copy & Forward
  6. 6. Performance Reviews for Supervisors Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 Anatomy of the Form Nuts & Bolts
  7. 7. Performance Reviews for Supervisors Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 1. Nuts & Bolts 2. Build Trust 3. Provide Positive Feedback 4. Provide Constructive Feedback 5. Ask for Feedback 6. Describe the Path Forward Agenda
  8. 8. Performance Reviews for Supervisors Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 • Imagine your boss comes by your desk and says: “Can you come into my office? • How do you feel? • When you come into the office, your boss closes the door and says: “I need to give you some feedback.” • Now how do you feel? Threat Response: Example Provide Constructive Feedback
  9. 9. Performance Reviews for Supervisors Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 • Social Needs Are Primary • Brain is Wired to Notice Threats • Feedback can easily be seen as a threat to: o Status o Certainty o Autonomy o Relatedness o Fairness • When the threat response is triggered, fight and flight reactions are likely. Managing the Threat Response Provide Constructive Feedback
  10. 10. Performance Reviews for Supervisors Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 • Accountability – timelines, follow through • Meeting decorum • Warm up – demonstrate interest in them personally • Find out about their path to progress • Demonstrate commitment to bringing out the best in them Build Trust Build Trust
  11. 11. Performance Reviews for Supervisors Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 With your partner, find 1 strategy you will use to develop trust or 1 trust building message you will communicate. Your Turn! Build Trust
  12. 12. Performance Reviews for Supervisors Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 1. Nuts & Bolts 2. Build Trust 3. Provide Positive Feedback 4. Provide Constructive Feedback 5. Ask for Feedback 6. Describe the Path Forward Agenda
  13. 13. Performance Reviews for Supervisors Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 • Feedback works best when it is: – Immediate – Specific – Behavioral – Supportive Principles
  14. 14. Performance Reviews for Supervisors Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 The Key Formula Provide Positive Feedback Behavior Impact A vivid picture of your employee’s accomplishments
  15. 15. Performance Reviews for Supervisors Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 • Use the worksheet to plan positive feedback to give to your employee. • Debrief with your partner. Your Turn Provide Positive Feedback
  16. 16. Performance Reviews for Supervisors Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 • Brainstorm with your partner: – How can you measure the quantity and quality of your employee’s work? – How can you develop new measures? Measuring Performance Provide Positive Feedback
  17. 17. Performance Reviews for Supervisors Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 1. Nuts & Bolts 2. Build Trust 3. Provide Positive Feedback 4. Provide Constructive Feedback 5. Ask for Feedback 6. Describe the Path Forward Agenda
  18. 18. Performance Reviews for Supervisors Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 • You can do a lot to create safety by creating an invitation into the feedback discussion. • Example: “As part of our performance evaluation conversation, would you be willing to have a conversation with me about coverage at the front desk?” Creating Safety: Invitation
  19. 19. Performance Reviews for Supervisors Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 Explain what you don’t intend as well as what you really want. Example: “I don’t want to communicate any disrespect for you or your expertise. I just want to explore some options for how we can solve this problem together.” Create Safety: Use Contrasting Statements Provide Constructive Feedback
  20. 20. Performance Reviews for Supervisors Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 Constructive Feedback: Directive Provide Constructive Feedback • Use for simple, minor situations, as a first attempt to solve a problem. Behavio r Impact Positive Future Alternativ e Intended Future Outcome
  21. 21. Performance Reviews for Supervisors Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 • Use the worksheet to plan constructive feedback you will give to your employee. • Debrief with your partner. Your Turn
  22. 22. Performance Reviews for Supervisors Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 Constructive Feedback: Non-directive Provide Constructive Feedback 1. Use behavior + impact to describe what you are seeing. 2. Ask if they have additional information you should know. Listen. 3. Ask them for their interpretation. Listen. 4. Ask questions to ensure they are taking ownership of the problem. 5. Brainstorm solutions, negotiate, set a time to check in on progress. Behavior Impact Problem Solving Inquiry
  23. 23. Performance Reviews for Supervisors Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 • Encouraging cues / body language • Open-ended questions • Mirroring statements “I hear you saying x.” • Validating statements “I can understand where you are coming from when you say x, because y.” Basic Listening Skills Ask for Feedback
  24. 24. Performance Reviews for Supervisors Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 1. Nuts & Bolts 2. Build Trust 3. Provide Positive Feedback 4. Provide Constructive Feedback 5. Ask for Feedback 6. Describe the Path Forward Agenda
  25. 25. Performance Reviews for Supervisors Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 • Do you want to know how you can support your direct reports in bringing their best? • Are you open to changing your behavior the same way you are willing to change the behavior of others? • Do you believe your staff may have information and expertise that could be useful to you? How Open Are You to Upward Feedback? Ask for Feedback
  26. 26. Performance Reviews for Supervisors Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 • Employees resist offering feedback because: • They have been burned in the past. • They don’t believe the invitation is genuine. • They fear threatening your status, as you may retaliate. Threat Response, Part 2 Ask for Feedback
  27. 27. Performance Reviews for Supervisors Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 • Routinely invite feedback • Appreciate feedback immediately, consistently. • Listen attentively. • Take some action, however small, on the basis of feedback. Creating Safety Ask for Feedback
  28. 28. Performance Reviews for Supervisors Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 You don’t have to agree. You don’t have to agree totally. You don’t have to agree right away. Identify interests Follow through on your commitments. Set a time to check in on progress. Responding to Requests Ask for Feedback
  29. 29. Performance Reviews for Supervisors Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 1. Nuts & Bolts 2. Build Trust 3. Provide Positive Feedback 4. Provide Constructive Feedback 5. Ask for Feedback 6. Describe the Path Forward Agenda
  30. 30. Performance Reviews for Supervisors Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 Characteristics of Effective Goals Specific Measureable Attainable Relevant Time Bound S M A R T
  31. 31. Performance Reviews for Supervisors Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 Example Goal Characterist ic Added Corrected Goal Do data entry Specific Complete entry of paper records into XYZ database. Complete entry of records into XYZ database. Measurable Complete entry of 1,000 records into XYZ database. Complete entry of 1,000 records into XYZ database with 0 errors. Attainable Complete entry of 1,000 records into XYZ database with no more than 2% error rate. Complete entry of 1,000 stamp collection records into XYZ database with no more than 2% error rate. Relevant Complete entry of 1,000 student employment records into XYZ data base with no more than 2% error rate. Complete entry of 20,000 records into XYZ database with no more than 2% error rate. Time Bound Complete entry of 1,000 student employment records into XYZ database with no more than 2% error rate by December 31.
  32. 32. Performance Reviews for Supervisors Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 • Get to know their strengths by asking them about their peak professional experiences. • Offer a strengths assessment. • Include a goal that builds on their strengths. Find Opportunities to Help Them Use Their Strengths Describe the Path Forward
  33. 33. Performance Reviews for Supervisors Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 • Goal Setting Worksheet Your Turn! Describe the Path Forward
  34. 34. Performance Reviews for Supervisors Kevin R.Thomas, Manager,Training & Development · Office of Human Resources · kevin.r.thomas@williams.edu · 413-597-3542 Links coming via email: Contact Kevin Thomas at 413-597-3542 or email kevin.r.thomas@williams.edu Performance Evaluations for Supervisors Questions? • Course page link to all course materials • Program evaluation link, feedback welcome

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