Performance Management Guide for Supervisors

Objectives  Understand necessity of reviews;  To define a rating standard across the Foundation for an understanding and consistency of the process;  Identify steps for effectively documenting performance;  Provide direction for communication between supervisors and staff;  Offer tips for difficult conversations; and,  Manage employee feedback.

Why Review? Formal acknowledgement of ongoing process of performance management Documentation for mutual understanding of results, goals and expectations Support of retention requests, career paths, promotions, improvement plans, and discipline situations

Rating Standardization A Solid Performer is one who is dependable to consistently do a good job, accomplish the expected work duties, has regular, reliable attendance and exhibits a team attitude. Strive to be fair, distinguish the standout performers from those who may not be the top. The outcomes expected from defining a standard are: Consistent, accurate and honest assessments; Identification of growth opportunities and goals to incorporate in career paths; and, Document work in support of performance that exceeds expectations or work that falls short of a solid performer.

Documentation – the good and the bad Forms Journaling and Details Surprises Comments Section Goals and Objectives Metrics Things to avoid

Forms The Introductory Period Performance Review Summary Form is based on the annual form. Use of the form in the initial days of employment will assist in an understanding of the factors reviewed as well as understanding of expectations. This form is sent to the immediate supervisor at the initial hire with a reminder to complete one month prior to the end of the introductory review period. The Employee Performance Self-Evaluation Form allows for the employee to document self performance. This form will assist in determining if the staff has a realistic view and understanding of their own performance and abilities. Supervisors should receive and review self evaluations in advance to prepare their comments for the formal review. The Performance Management Form is designed for supervisors to record the results of the employee’s overall performance through written comments and in person discussions. The information on the form allows all to have a clear understanding and acceptance regarding current performance, continued expectations, and areas of improvement if needed. The Performance Improvement Plan is required in situations where an overall rating is needs improvement or unsatisfactory. The form may be used throughout the year as necessary to document performance areas or behaviors that need to be corrected or improved.

Journaling & Details Journaling information throughout the year based on individual performance will assist when preparing for the overall performance review. Include detail that identifies successes, items for improvement or critical incidents. This information may be kept in a departmental file, not in the official personnel file. Notes may be used in support of requests for retention, promotion, reassignment, improvement and discipline situations.

Surprises Surprises - Through discussion and coaching during the year, an employee should not be surprised by something on the review. Do not wait until review time to address an area of concern or a discipline situation.

Comments Section Why use the comments section? Use of the comment section is strongly encouraged for support of the ratings assigned. Be honest and list specific examples of performance. Include areas that the employee exceeds and, if needed, areas for improvement. Comments allow… Mutual understanding and knowledge of performance Goals to be set Coaching and feedback through the upcoming year

GOALS & OBJECTIVES Goals should be set using SMART Specific Measurable Achievable Relevant Time Based Refer to Performance Management FAQs

Metrics If metrics are expectations of a position, they should be included when reviewing responsibilities with staff from the first day on the team. When submitting the performance review form for any staff member with metric expectations, include those metrics with the review form. In career path plans, the metrics are support of where the staff member succeeded in the past and reflect goals for movement to the next career path position.

What should be avoided in reviews? Halo/Horn Effect – rate employees the same on every trait Central Tendency – lack of rating differentiation between employees Leniency – avoids honest ratings to avoid conflict Recency – narrow focus on recent events Similarity/Like me – favorable rating to employees who have similar values or interests to the rater Constancy – rate employees via rank order

Communication Meaningless Paperwork Fair & Honest Listen Fair Assessment?? Focus on the performance not the who Observable behaviors Mutual understanding

Difficult Reviews

Deal with the issue Have a plan Follow up Performance Improvement Plan Handling emotional situations

Manage Feedback Respect Listen Act Respond

What role do I play? Employee: Take initiative to develop his/her plan. Seek regular feedback from supervisor. Work with supervisor to set SMART goals and to understand performance expectations. Work with supervisor to set target dates for goal completion. Supervisor: Review the following before developing goals: UTFI and unit goals and objectives, previous year’s objectives and performance evaluation, journal notes, customer feedback, employee’s skill set and development opportunities. Set aside adequate time and schedule a goal setting meeting before the annual review. Involve employees in the process (seek their input and ask for their ideas). Use the SMART method to develop goals

DUE DATE The formal performance review is based on a fiscal year and completed for the year ending June 30. Forms (Performance Review and Outside Interest Disclosure) and accompanying documentation should be submitted to UTFI Human Resources no later than August 31.

Need Help?? Consult Human Resources for assistance with any topics related to performance management. Assistance can be provided with the following: Completion of forms and wording prior to the performance review meetings; Resources for training and development for all staff; Guidance for addressing difficult situations related to habits and performance; Assistance in preparation and monitoring a Performance Improvement Plan; and, Assistance in initiating and managing a disciplinary plan as needed. Contact UTFI HR at or