Performance Achievement a quick reference guide to PREPARING FOR MEETING WITH STAFF 2

Four weeks before Introduce Performance Achievement to your Team In advance of the process introduce the Performance Achievement process to your team by explaining to them it’s purpose, it’s process and the documentation that will be completed . Point staff to the training material available on hseland.ie Make sure all staff members are briefed on the Performance Achievement process a few weeks in advance of the meeting. If they have not attended a Performance Achievement briefing then take time to brief them yourself. You and your staff are encouraged to access the training materials available on www.hseland.ie.

Two weeks before Contact your staff member in person Set a calendar date and time in advance that is during working time and mutually convenient for both you both, allowing enough time for each of you to prepare 3. Forward the Performance Achievement documentation for advance consideration. Offer assistance to clarify any issues 4. Arrange a venue and select a comfortable setting that offers privacy and will be free from interruption Contact your staff member, preferably in person or by telephone or by e-mail. Send her/him the Performance Achievement documentation that you will be completing together during the meeting. Encourage the staff member to prepare in advance of the meeting by considering What they want to do How they are going to do it, and How they will know it is achieved You could also refer them to the training presentation on HSELand ‘Preparing for the meeting with your manager’ 4

Before the Meeting Be familiar with your staff member’s: Job description and performance responsibilities Previous performance achievement documentation Service plans and strategy documents Objectives set for the current review period Work rules and procedures Any feedback or letters from customers/co-workers Be familiar with your staff member’s: Job description and performance responsibilities Previous performance achievement documentation Service plans and strategy documents KPI’s set for your team and staff during the current review period Work rules and procedures Any feedback or letters from customers

90% 10% Before Plan On the day Preparation Perspiration Plan your meeting. Stage 1 – Consider what you want to achieve The Health Service is subjected to a cascade of legislative mandates, plans and responsibilities against which it is held accountable for its performance. These include – Legislation and Policy The Corporate Plan The National Service Plan, and Operational Plans Team / Business Unit responsibilities What you are going to do – First, consider what performance is demanded from our health service together with your team/business unit’s responsibilities. Then consider what you can do to make a positive contribution within your role or grade. If you are a member of one or more teams, then think about what you can do to improve your performance and development to maximise your contribution to the performance of those teams. Develop in your own words three or four objectives that you can deliver and note these down. Remember these objectives should be capable of achievement within the Performance Achievement annual cycle. Some of you, instead of describing your objective in your own words may prefer to adopt the wording of an objective contained in, for example, the National Service Plan. If you are a line manager/team leader you should include an additional objective as to how you will develop the effectiveness and efficiency of your staff /team. How you are going to do it – Next note down how you are going to achieve your objectives. In doing so, try and reflect the Health Service’s Values and behaviours. If you have identified areas for your longer term personal development in the Health Service, then you may wish to discuss these also with your line manager/team leader and consider initiating a Personal Development Plan. (This is a separate but complimentary process to that of Performance Achievement.) How will you know it is achieved – Finally, consider how you will know when you have achieved your objectives, noting down the measures or outcomes of what it is you are wanting to set out and achieve.

On the Day – Set the tone Be at the venue before the scheduled time Arrange as required the furniture, lighting etc Order your documentation Be ready to greet your staff member on arrival and, if possible offer refreshments as appropriate Remember, Performance Achievement meetings should be conducted in a positive and encouraging atmosphere so set the tone

Performance Achievement a quick reference guide to PREPARING FOR MEETING WITH STAFF 8