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Welcome!
This webinar
Annual Performance Reviews that Xcel is intended for presentation to all staff working at Xavier
University. It is designed to be a tool to assist supervisors and employees as they prepare their
annual performance reviews.
Annual Performance Reviews that Xcel 1
Annual Performance Reviews
that Xcel It’s that time of year again • No “battle scar” discussions • No compliance discussions • Focus on the human aspect
– meaningful, – well defined, and – beneficial to you 2 Annual Performance Reviews that Xcel
3
Agenda • Benefits of a performance review • Planning preparation
– Before – During – After
• Guiding principles for a – Self assessment – Supervisor assessment
• Resources for your continued learning
Annual Performance Reviews that Xcel
4
Outcome
Successfully write a performance review • enhances the working relationships between
supervisors and their employees, • builds a foundation of open and continued
communication and follow-up, • focuses on our goals/objective ‘what we do’ and • the behaviors we exhibit in our work ‘how we
do it’
Annual Performance Reviews that Xcel
Xavier’s Performance Management Lifecycle – a Yearlong Process
5
Set Goals
Acknowledgement of Performance
Ongoing Feedback and Dialogue with Supervisor
Annual Performance Reviews that Xcel
6
Performance Review Timeframe
Check with your supervisor
Division leaders may have a division specific timeframe for completing reviews
Annual Performance Reviews that Xcel
• Research says… – 25% increase in job performance – Corporate
Executive Board
– Quality of manager participation in performance reviews is critical – Human Resource Leadership Council
7
Why do annual performance reviews?
Fair and accurate feedback on performance from a knowledgeable source is the single most important lever for
improving individual performance.
Annual Performance Reviews that Xcel
• Encapsulate feedback throughout the year – Job performance – Expectations – Transparency
• Improved Employee Engagement – morale – behavior – performance
8
Why do annual performance reviews?
Annual Performance Reviews that Xcel
10
PM IQ
Q: When giving employees feedback on their progress toward goals, you should
avoid getting too specific. TRUE or FALSE
A: False. The more specific you are, the more the employee will
learn from the feedback
Annual Performance Reviews that Xcel
The WHAT
12
Goals and Objectives Job Duties and Responsibilities
Outcomes
Annual Performance Reviews that Xcel
14
Performance Assessment Where to Begin?
Listened to employee
concern and took action Completed
most projects on
time
Increased student
recruiting numbers
Was over budget a bit… oops!
Completed required training
Be Specific … that’s where the rubber meets the road.
Annual Performance Reviews that Xcel
Some considerations for performance content: • Effectiveness in working with peers? With employees in others
departments? • Completion of goals set out to complete this year? • Inclusion of key stakeholders in important decisions? • Effectiveness in working with new team members? • Any additional duties/accomplishments achieved this year? • Specify areas where job requirements were met or exceeded,
and explain with examples • Specify areas where job requirements were not met and
reasons for it. • What steps are needed to improved performance? • If more support is needed, be prepared to discuss so this
concern can be addressed
15
Performance Assessment Where to begin?
Be Specific Annual Performance Reviews that Xcel
Prepare, prepare, prepare – Take time to write – Be thorough, honest and specific
• Collect performance information – Block out time to write review
16
Performance Assessment Planning
Be Specific
Annual Performance Reviews that Xcel
Gather information throughout the year
– Keep separate files (manual / electronic) – Direct and Indirect Observations – E-mails – Handwritten notes – Work results
Focus on: Outcomes Behavior
17
Performance Assessment Planning
Annual Performance Reviews that Xcel
Validate your job responsibilities – Review position description – Any changes? – New duties added?
18
Performance Assessment Planning
Showcase Performance – List achievements
• Thorough summary – Asset to the team
19
Performance Assessment Planning
My Achievements for the Year
Projects My Contribution Feedback Received
Department Retreat Coordinator Positive feedback from colleagues
Director pleased with agenda and speakers scheduled
High evaluation scores for event
Sample draft
Annual Performance Reviews that Xcel
Strong Action Verbs for Performance – Developed – Completed – Established – Created
20
Performance Assessment Planning
Annual Performance Reviews that Xcel
required training classes for a police officer
an application to track all Position activity of Xavier employees
a scheduling tool that assigns landscaping projects to Groundskeepers
a consortium for community involvement
21
Strong Adjectives for Performance – Positive feedback example
Performance Assessment Planning
Angie displayed stupendous communication skills when 7 of 10 customers provided negative feedback
about the recent implementation of online bill payment. Having listened to each customer patiently, she provided a sound justification for their issue, and promised to resolve those with potential impact on
the new guidelines.
Annual Performance Reviews that Xcel
22
Strong Adjectives for Performance – Constructive feedback example
Performance Assessment Planning
When 7 of 10 customers provided negative feedback about the recent implementation of online bill payment, we found Angie quite flustered and unable to answer the issues customers raised, effectively. She portrays a lack of knowledge in the new guidelines and in experience when it comes to dealing with challenging situations
such as these.
Annual Performance Reviews that Xcel
23
Employees are Unique – Work may be similar
but performance is not
Performance Assessment Planning
Annual Performance Reviews that Xcel
Overall Performance Rating
24
Institutional Values Competencies
Goals/Objectives Job Responsibilities
+
Annual Performance Reviews that Xcel
How to Prepare a Really Useful Performance Review - 2012 25
Performance Review Agenda
Agenda Meeting start time
Meeting stop time
Meeting location
Topics for Assessment Goals/Objectives/Job Duties Values and Competency review
Supervisor’s and Employee’s Self Assessment part of the discussion
Career Development
Next Steps
Before Meeting • Familiarize yourself with the NEW review form • Human Resources will communicate annual
performance review timeframe to all Staff employees
• Review position description and note any changes • Compile all performance-related examples and
documentation since the last review • Complete your self-assessment • Supervisors complete assessments for your
employees • Schedule an individual appointment for review
meeting; arrange for privacy without interruptions
26 Annual Performance Reviews that Xcel
Preparation for…
27
Before Meeting
During Meeting
After Meeting
Annual Performance Reviews that Xcel
28
PM IQ
Q: Annual review meetings should be brief opportunities for the supervisor to summarize the past year and tell the employee what the
coming year’s goals are. TRUE of FALSE
A: False. Allow opportunity for a thorough review of performance, with enough time for a supervisor-
employee dialogue on what has happened and on what to aim for
in the future (appx one hour) Annual Performance Reviews that Xcel
29
PM IQ
Q: You should wait to mention employee performance problems until the
annual appraisal meeting.
A: False. You should bring up problems with the employee as
soon as you identify them
Annual Performance Reviews that Xcel
31
Keep Reviews Positive – Reward for performance – Constructive feedback for
development
Performance Review Meeting
Annual Performance Reviews that Xcel
• Feedback is essential – From supervisor – From employee
• 2-way conversation • Active listening
32
Performance Review Meeting
Annual Performance Reviews that Xcel
33
Asking powerful questions to your employees
• What’s one thing I can do better for you?
• What would a ‘good job’ look like?
• How do you like being recognized when you do good work?
Annual Performance Reviews that Xcel
• New and challenging assignments • Learning opportunities • Validate your job strengths
34
Communicate future development opportunities
Annual Performance Reviews that Xcel
During Meeting • Actively participate • Review position description
– Discuss and update any job duties/responsibilities that may have changed
• Discuss overall performance including strengths and areas needing improvement during entire review period
– How we do our work (institutional values and core competencies)
– What we do (objectives and/or job responsibilities • Plan and schedule any follow-up activities concerning ongoing
improvement and development • Complete/revise the comments/ratings on the review form
based on exchange of information during the meeting
35 Annual Performance Reviews that Xcel
36
PM IQ
Q: Depending on the type of job, you may measure: a. Knowledge
b. Results c. Effort
d. All above
A: Results, effort, and knowledge all may be useful criteria when measuring job performance. In many cases, the best
approach is to use or combine all three of these criteria
. Annual Performance Reviews that Xcel
Preparation for…
37
Before Meeting
During Meeting
After Meeting
Annual Performance Reviews that Xcel
After Meeting
• Employee and supervisor sign the review form
• Make 2 copies of the review form and position description – Employee – Supervisor
• Submit Signed Performance Reviews to Division Leader (or designee)
• Division Leader (or designee) reviews, signs and forwards original to Human Resources 38 Annual Performance Reviews that Xcel
eep it specific
nformation gathered year round
o surprises evelop a working relationship of trust and transparency
39 Annual Performance Reviews that Xcel
High performing organizations position performance reviews as part of
everyday operations (not as an HR function)
41 Annual Performance Reviews that Xcel
High performing supervisors talk about performance every day, giving
timely and useful feedback to their employees
42 Annual Performance Reviews that Xcel
High performing employees welcome feedback as a source of
inspiration, motivation and reassurance They ask for feedback and focus on
always improving
43 Annual Performance Reviews that Xcel
Resources available to you
Your supervisor Performance Management website • NEW Performance review form • Presentation slide deck • Recorded webinar • Tips to complete your review
– Self – Supervisor
• FAQ’s HR Business Partners, Connie Perme & Teri Compton
44 Annual Performance Reviews that Xcel
46
Visit the Performance Management website to access:
Performance Review Form (now!) Presentation Slide Deck (3/18)
Action Verbs job aid (3/18) Guidelines for Annual Reviews (3/18)
Checklist of Action Items (3/18) Competency Guide (3/18) Institutional Values (now!)
http://www.xavier.edu/hr/perform.cfm
Annual Performance Reviews that Xcel
47
Thanks for joining us today for the “Annual Performance Reviews that
Xcel! webinar!
Please visit the Performance Management website for
additional information
http://www.xavier.edu/hr/perform.cfm
Annual Performance Reviews that Xcel