How to Conduct Effectively Performance Management How to Conduct Effectively

SESSION OUTLINE Measuring performance Identify the importance and benefits of performance management Determining major job duties Setting performance goals Utilizing good performance management techniques

Measuring Performance Measurement needs to be: Specific Fair Consistent Clear Useful Record facts not impressions

Why is Performance Management Important Recognize accomplishments Guide progress Identity problems Improve performance Review performance Set goals Establish communication with employees Provide opportunity for success

Other Benefits Performance management offers: Documentation Employee development Feedback Motivation system Direction for employee Defined expectations

Core Competencies Accountability Communication skills Interpersonal skills Customer service Job knowledge If one competency is more critical than the others, indicate the job relevance and justification in the “Supervisor Planning Comments”.

Major Job Duties List duties that are important Look at the duties on the PDQ List duties that are measurable When duties are done daily. Monthly and/or quarterly and how important are they

Determining Goals Goals can be: Individual Department Team University goals

Setting Goals Goals should be: Based on job expectations Realistic Observable Measurable Challenging Focused on employee development and success

Examples of Good Goals Redesign the file room Wash the walls in all buildings Develop in areas of supervision Paint the OUC Develop a new Process for accepting new applications Redesign the website Attend classes and certify in proper safety techniques Develop a new schedule for work studies Implement a new software Increase student satisfaction

Good Performance Management Techniques Ideas for successful performance management: Planning ahead Employee input Prevent surprises Documenting performance Performance management year around

Planning Ahead Ask the Employee for feedback Performance management should be a collaborative process between the employee and supervisor Everyone is responsible for success Set expectations and have an action plan Communicate department mission and values to gain employee understanding and commitment

Employee Input Employees take an active role: Setting goals Designing action plans Identifying strengths and weaknesses Employees participate in the performance management meeting

Prevent Surprises Request self evaluation from employee Maintain on-going documentation Ensure that evaluations are fact based Supervisors must communicate with employees – both positive and negative Encourage dialogue during review Utilize Human Resources the facilitate discussions where needed

Document Performance Make sure documentation is objective Document performance of all employees Provide complete and accurate information Document performance on a regular basis Share the documentation with employees to prevent surprises

Employee Performance Log Employee Performance Log Employee Name:______________________ Evaluation Period:__________________ Date Performance Item Feedback Provided to Employee (Yes/No) If Yes, Date 6/6/05 Completed system conversion ahead of schedule. This increases department efficiency Yes, 6/7/05 Provided copy of Kudos E-mail 9/1/05 Involved in conflict with purchasing department (see attached e-mail) Yes, 9/1/05 Described professional expectations and directed to apologize to purchasing

Key Points to Remembers On going Communication is the key to performance management Identify employee expectations and provide feedback Evaluations and plans can help create a system of motivation and professional development

Signatures and Approvals Performance evaluations need to be signed by the second level Supervisor before being presented to the employee Create a Planning document for next performance year – April 1, 2011 – March 31, 2012 Planning form needs to be signed by the Supervisor and Employee only Due date is Friday, April 15th Mid year progress reviews will be down in September/October

Key Points to Remember All evaluations and plans are due to Human Resources by Friday, April 15th

Any Questions? ?