Giving Effective Performance Feedback

Topics Covered Benefits of Giving Effective Feedback Steps to Giving Effective Feedback Documenting Feedback Essentials of Good Documentation Example of Feedback Documentation

Benefits of Giving Effective Performance Feedback # 1 Driver of Performance Helps staff understand progress at meeting expectations/goals Recognizes staff contributions Enhances productivity and staff engagement

Steps to Effective Feedback Plan Timing Set the Tone Give Specifics Encourage Dialogue Allow Time for Questions and Clarification Coach - Offer Recommendations Set Goals and Plan for Follow Up Summarize End on a Positive Note

Review relevant documents and information Plan Review relevant documents and information Notes from meetings with direct reports Work products Feedback from internal and external customers Performance goals established and progress at meeting goals Any other relevant information Develop talking points of things you want to discuss in the session

Timing Notify staff member of meeting and meeting goals Hold in a private place Avoid distractions Devote sufficient time Feedback should be delivered on regular basis and as close as possible to when the issue or event occurred

Set the Tone Emphasize the Positive – what is going well Appraise performance; not the person Be respectful, non-judgmental, honest Stay calm and professional, even if emotions rise Establish a setting conducive to dialogue

Give specific examples Cite Specifics Identify specific actions, behaviors where expectations were met and not met Give specific examples “In your last monthly report, there were errors in calculating the balances for each budget category. For example, you did not take into consideration some of the expenses that were incurred in September in the travel and entertainment category, which resulted in an inaccurate balance for that category. Discuss impact of performance on dept./organization These report inaccuracies adversely impact our ability to effectively forecast the budget available for future events.

Encourage Dialogue Don’t allow outside interruptions Silence is Golden – Time to Reflect and React Engage in Active Listening Acknowledge feedback from staff member Give staff member time to: discuss his/her assessment of performance or event discuss his/her training and resource needs ask questions Identify any skills gaps Solicit ideas from staff member on how performance can be enhanced

Set Goals and Plan for Follow Up Establish clear performance expectations Ask staff member what steps s/he will take to enhance performance Offer recommendations to enhance performance Discuss follow up plans Regular meetings How staff member should communicate progress and ask for assistance, as needed

Summarize and End on a Positive Note Summarize important points covered Have staff member discuss plan for enhancement Articulate confidence in staff member’s ability to meet goals Encourage staff member to consult with you often Express willingness to “coach” staff member Document Feedback

Documenting Feedback Why is it vital to document feedback you give staff throughout the appraisal cycle? Reminds you of the performance areas/topics that were covered with staff member Summarizes plans of action Reviews what areas need follow up Can’t accurately remember all feedback given to staff Provides basis for mid-year and annual appraisals Serves as good foundation for future employment decisions Supports employment decisions in case of grievances or outside employment complaints

Essentials of Good Documentation Include date of feedback, name of staff member Summarize topics/areas covered Summarize action plans Areas that need follow up Staff member’s response to feedback

Sample documentation Joe White – 6-13-2014 Topics covered: Meeting monthly report deadlines improved; reports have been submitted on time for 3 months; accuracy of reports need improving – missing program summary information, program expenses not consistently accurate, report format does not comply with established template Action Plan Proposed by Joe: Draft report at least 2 days in advance of deadline, proof for accuracy and format, proof again before submission Will meet again after next report is submitted