1. Performance Management Training: Year-End Review
October 2016

2. Table of contents
Overview of Year-End Performance Review process
Start the Year-End Performance review
Complete Year-End Performance review in Career Zone
Analytics data to monitor the Year-End review progress
This document will help you Provide information and tools on Year-End Review to be able to support your client groups
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3. Overview of YE review step
Year-End review step - a structured approach to assess results and review leadership skills
Annual Performance Review process
Overview of most important steps of Year-End Performance review
Send to employee the Performance review form
(Performance review form has to be at Year End step)
Complete outcomes on objectives
Self - assess leadership skills
Review outcomes on objectives
Review demonstrated leadership skills
Meet employee to discuss performance results and enter ratings 3
Leader
Employee
Leader
Performance review process (in Career Zone system) is followed by
Compensation review process (in the Compensation support system)
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4. Overview of YE review step
Year-End review step - a structured approach to assess results and review leadership skills
Annual Performance Review process
Overview of most important steps of Year- End Performance review
Calibrate employee performance vs peers performance
Align ratings to changes from calibration round tables
Sign the Performance review form by sending it to leader
Sign the form by sending it to the Completed step to close the process 4 5 6 7 8
Leader
Employee
Leader
Team
Leaders
Performance review process (in Career Zone system) is followed by
Compensation review process (in the Compensation support system)
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5. Start the YE review
Get informed at the beginning of the process and take advantage of all existing functionalities
Type of support
Type of information
Video
Quick overview of YE process at Bell
Bellnet
Best practices on Performance management
Step by step
Quick overview of the YE process steps
Reference guide
Details on process steps with screen copies
Use the Performance Review tile weblinks (1) to access the support information
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6. Use Home menu or To do list to access Performance review forms
Start the YE review
Use Home menu or To do list to access Performance review forms
Objective module is synchronised with Performance module
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7. Start the YE review
Initiate Year-End Performance review early (November 1st) to meet process completion deadlines
Leader
Validate Performance review forms are at Year-End review step and if not send them to that step
Leader
2. Send the
Performance review form to employee
Make sure your deadlines are aligned with Calibration round tables deadlines (if any)
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8. Year-End review – Get ready for discussion
Employee
review
Year-End review – Get ready for discussion
Objective results
Update the objective’s status
Enter the outcomes /achievements for each objective
Enter general comments for all objectives in the comment box
Leadership success profile
Review the behaviours described in the Success profile section
Self-assess each competency based on demonstrated behaviors
Use the comment box to add specific examples on demonstrated behaviors in support of self- assessment
Supporting pod
Provide additional information on Year End results by attaching documents in the Supporting information pod
Having completed these steps, send the Performance review form to the leader for
discussion of Year-End results
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9. Update objective status and enter results
Employee
review
Update objective status and enter results
Click on titles displayed in the Route map to go directly to a specific content
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10. Review expected behaviours and rate leadership skills
Employee
review
Review expected behaviours and rate leadership skills
Use Success profile information to identify development areas for current or future roles
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11. Attach documents supporting the review
Employee
review
Attach documents supporting the review
Performance review form can now be sent to the leader
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12. Send your Performance review form back to leader
Employee
review
Send your Performance review form back to leader
Year-End results can now be reviewed by leader
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13. 4 main steps for a successful Year-End review
Leader
review
4 main steps for a successful Year-End review
Collect feedback
Ask for feedback from employee internal and external network
Get previous leader comments (if employee transferred after mid-year)
Year-End review discussion
Discuss peer feedback
Deliver your feedback on employee`s performance
Calibration
Provide input on top 3 employee`s strengths and achievements
Assessment
Inform employee about his Overall Performance rating and get his signature
To increase the value of performance review, discuss employee’s future career capabilities and career growth
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14. Leader review
2 functionalities to gather feedback: Ask for feedback and Previous leader comments
Function
Previous leader comments
Ask for feedback
What
Feedback
When
Year-End review step
Any step of the review
Who
Previous leader
Any person from employee`s internal and external network
How to send the request
Send PM form to previous leader
Initiate from team overview section
How the feedback is provided
Complete Performance review form (3 comment boxes for Objective results, Success profile and Overall Performance )
Reply to the asking for feedback
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15. Leader review
Leader has the option to gather feedback on employee’s performance Use the following guidelines for getting feedback
Who to Ask for Feedback
Employees with clear knowledge of employee`s work
Team members
Colleagues outside the team who have worked with an employee on a specific project
Internal Clients
What to Ask
Focus on how the employee contributed to a specific outcome
Ask how the employee can improve in the future
Ask for more information if the feedback surprises you
Be selective to ensure quality
Avoid asking questions about the employee’s personality
Source: CEB
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16. Get ready for Year-End review discussion
Leader
review
Get ready for Year-End review discussion
Objective results
Review the objective’s status and employee`s achievements
Review employee`s general comments on objectives
Review previous leader comments ( if any)
Leadership success profile
Review the behaviours described in the Success profile section and employee self-assessment for each competency
Review employee`s general comments on demonstrated behaviors
Review previous leader comments (if any)
Supporting pod
Review additional information in the Supporting information pod
Documents attached by employee
Feedback received from employee`s network
Year- End results can now be discussed with employee
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17. Best practice
10 best practices for a successful discussion around employee performance
Provide fair and factual feedback
Emphasize employee strengths
Provide feedback on both past accomplishments and needed capabilities for the future
Encourage networking/collaboration
Clarify opportunities for broader impact not just individual tasks and responsibilities
Ensure development plans include necessary support and resources
Ensure feedback effectiveness
Recognize contribution
Enable future performance
Help navigate complex organizations
Boost employee contribution
Demonstrate organizational commitment to employee development
Source: CEB
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18. Best practice
How to Deliver Feedback - Fair and accurate feedback ensures effectiveness
Focus on actions or behaviours under employee control
Refer to specific actions that employee took and their result or impact
Refer to employee behaviour you noticed or you confirmed with feedback you received
Phrase your feedback as an opportunity for performance
Verify the employee understands the feedback
Prioritize delivering feedback tied to outcomes, rather than just general feedback about an employee’s personality
Source: CEB
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19. Best practice
Set the stage for a constructive conversation: Have a discussion oriented on employee strengths
Schedule sufficient time in a private setting without interruptions
Prepare the conversation to ensure a meaningful and professional discussion
Provide employee with the performance review documentation you used
Begin with strengths and then discuss development areas
Focus development areas on employee behaviours not personality traits
Provide suggestions for Performance improvement
Use clear and simple words during the discussion
Solicit the employee’s questions or comments
End on a positive note and discuss next steps
Source: CEB
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20. Best practice
Set the stage for a constructive conversation: Provide feedback on future capability needs
Capabilities
Ask the employee about skills she or he wants to learn or develop in the future
Discuss how the employee’s strengths can contribute to the organization`s vision and future goals
Discuss the outcomes if the employee changes a past negative behaviour or undeveloped skill
Network
Discuss the employee’s current collaboration networks and how it can contribute to a higher level of future performance
Source: CEB
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21. Best practice
Increase the value of performance review: Have a development oriented discussion
Development oriented Performance reviews
Employee
Leader
Have I acquired all the skills to perform in my current role
Is the employee still growing in his or her current role?
What do I enjoy the most in my current role?
What are my strengths?
What excites and motivates employee the most in the current role?
If the employee wants the remain in his role, it’s fine, together you will make sure he continue growing/developing within is current role
Do I want to experience another business unit or function within the organization?
What are next steps in this employee’s career?
Has the employee expressed interest in moving within the organization?
Is the employee ready for a promotion?
Would the employee benefit from an horizontal move within the organization?
What areas I want to develop in the future?
What limitations might the employee encounter in his or her future career growth?
Does the employee need a certain set of skills before advancing in his or her career?
For more details please visit Bellnet HR section: Career and Learning
Source: CEB
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22. Get ready for Calibration (if any)
Leader
review
Get ready for Calibration (if any)
Objective results
Rate each objective
Enter general comments for objectives
Leadership success profile
Rate each competency
Enter comments to add specific examples on demonstrated behaviors that support your assessment
Overall Performance
Review general comments on overall performance from previous leader (if any)
Complete the overall rating on objectives
Use the decision table to identify the overall rating on success profile
Refer to 9 box grid to complete the overall rating on performance
Enter general comments to summarize top 3 employee strengths and achievements
Performance review form can now be sent to next step for Calibration round table discussion
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23. Prepare a summary of employee achievements for Calibration sessions
Leader review
Prepare a summary of employee achievements for Calibration sessions
“High Level summary” of the employee’s role including the client, product & projects they supported in the year (max 3-4 bullets)
Top 2-3 strengths of the employee and examples of how they have / have not been demonstrated over the last 12 months, based on the Bell Leadership Success Profile.
Top 2-3 accomplishment of the employee. Ask yourself, "What's taken this employee above and beyond this year?“
Source: CEB
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24. Review achievements and rate objectives
Leader
review
Review achievements and rate objectives
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25. Leader
review
Review success profile employee’ self assessment and enter leadership skills rating
Click on question mark to get guidelines on how to rate leadership skills
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26. Review individual ratings and enter overall ratings
Leader
review
Review individual ratings and enter overall ratings
Use Manager instructions section for guidelines on how to rate overall performance
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27. Review ratings alignment after round table Calibration
Leader
review
Use overall rating on results and leadership to rate the overall performance
Review ratings alignment after round table Calibration
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28. Leader
review
See at a glance the review status of all direct reports using Team overview
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29. Leader
review
Stack ranker allows you to rate leadership skills of the entire team without having to go in each employee`s form
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30. Leader
review
Send the Performance review form to employee to inform him about performance ratings and for his signature
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31. Analytics
Leader can use Analytics module to follow up the progress of reviews for all level of reports
Details on how to use Dashboards are available in the Help and tutorials section of Analytics module
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