This webinar Annual Performance Reviews that Xcel Performance Reviews that Xcel It’s that time of...

Welcome!

This webinar

Annual Performance Reviews that Xcel is intended for presentation to all staff working at Xavier

University. It is designed to be a tool to assist supervisors and employees as they prepare their

annual performance reviews.

Annual Performance Reviews that Xcel 1

Annual Performance Reviews

that Xcel It’s that time of year again • No “battle scar” discussions • No compliance discussions • Focus on the human aspect

– meaningful, – well defined, and – beneficial to you 2 Annual Performance Reviews that Xcel

3

Agenda • Benefits of a performance review • Planning preparation

– Before – During – After

• Guiding principles for a – Self assessment – Supervisor assessment

• Resources for your continued learning

Annual Performance Reviews that Xcel

4

Outcome

Successfully write a performance review • enhances the working relationships between

supervisors and their employees, • builds a foundation of open and continued

communication and follow-up, • focuses on our goals/objective ‘what we do’ and • the behaviors we exhibit in our work ‘how we

do it’


Presenter

Presentation Notes

Xavier’s Performance Management Lifecycle – a Yearlong Process

5

Set Goals

Acknowledgement of Performance

Ongoing Feedback and Dialogue with Supervisor


6

Performance Review Timeframe

Check with your supervisor

Division leaders may have a division specific timeframe for completing reviews


• Research says… – 25% increase in job performance – Corporate

Executive Board

– Quality of manager participation in performance reviews is critical – Human Resource Leadership Council

7

Why do annual performance reviews?

Fair and accurate feedback on performance from a knowledgeable source is the single most important lever for

improving individual performance.


• Encapsulate feedback throughout the year – Job performance – Expectations – Transparency

• Improved Employee Engagement – morale – behavior – performance

8

Why do annual performance reviews?


Preparation for…

9

Before Meeting

During Meeting

After Meeting


10

PM IQ

Q: When giving employees feedback on their progress toward goals, you should

avoid getting too specific. TRUE or FALSE

A: False. The more specific you are, the more the employee will

learn from the feedback


NEW 3-Point Performance Rating Scale

11 Annual Performance Reviews that Xcel

The WHAT

12

Goals and Objectives Job Duties and Responsibilities

Outcomes


The HOW

13

Behaviors…Actions


14

Performance Assessment Where to Begin?

Listened to employee

concern and took action Completed

most projects on

time

Increased student

recruiting numbers

Was over budget a bit… oops!

Completed required training

Be Specific … that’s where the rubber meets the road.


Some considerations for performance content: • Effectiveness in working with peers? With employees in others

departments? • Completion of goals set out to complete this year? • Inclusion of key stakeholders in important decisions? • Effectiveness in working with new team members? • Any additional duties/accomplishments achieved this year? • Specify areas where job requirements were met or exceeded,

and explain with examples • Specify areas where job requirements were not met and

reasons for it. • What steps are needed to improved performance? • If more support is needed, be prepared to discuss so this

concern can be addressed

15

Performance Assessment Where to begin?

Be Specific Annual Performance Reviews that Xcel

Prepare, prepare, prepare – Take time to write – Be thorough, honest and specific

• Collect performance information – Block out time to write review

16

Performance Assessment Planning

Be Specific


Gather information throughout the year

– Keep separate files (manual / electronic) – Direct and Indirect Observations – E-mails – Handwritten notes – Work results

Focus on: Outcomes Behavior

17



Validate your job responsibilities – Review position description – Any changes? – New duties added?

18


Presenter

Presentation Notes

Showcase Performance – List achievements

• Thorough summary – Asset to the team

19


My Achievements for the Year

Projects My Contribution Feedback Received

Department Retreat Coordinator Positive feedback from colleagues

Director pleased with agenda and speakers scheduled

High evaluation scores for event

Sample draft


Strong Action Verbs for Performance – Developed – Completed – Established – Created

20



required training classes for a police officer

an application to track all Position activity of Xavier employees

a scheduling tool that assigns landscaping projects to Groundskeepers

a consortium for community involvement

21

Strong Adjectives for Performance – Positive feedback example


Angie displayed stupendous communication skills when 7 of 10 customers provided negative feedback

about the recent implementation of online bill payment. Having listened to each customer patiently, she provided a sound justification for their issue, and promised to resolve those with potential impact on

the new guidelines.


22

Strong Adjectives for Performance – Constructive feedback example


When 7 of 10 customers provided negative feedback about the recent implementation of online bill payment, we found Angie quite flustered and unable to answer the issues customers raised, effectively. She portrays a lack of knowledge in the new guidelines and in experience when it comes to dealing with challenging situations

such as these.


23

Employees are Unique – Work may be similar

but performance is not



Overall Performance Rating

24

Institutional Values Competencies

Goals/Objectives Job Responsibilities

+


How to Prepare a Really Useful Performance Review - 2012 25

Performance Review Agenda

Agenda Meeting start time

Meeting stop time

Meeting location

Topics for Assessment Goals/Objectives/Job Duties Values and Competency review

Supervisor’s and Employee’s Self Assessment part of the discussion

Career Development

Next Steps

Before Meeting • Familiarize yourself with the NEW review form • Human Resources will communicate annual

performance review timeframe to all Staff employees

• Review position description and note any changes • Compile all performance-related examples and

documentation since the last review • Complete your self-assessment • Supervisors complete assessments for your

employees • Schedule an individual appointment for review

meeting; arrange for privacy without interruptions


Preparation for…

27

Before Meeting

During Meeting

After Meeting


28

PM IQ

Q: Annual review meetings should be brief opportunities for the supervisor to summarize the past year and tell the employee what the

coming year’s goals are. TRUE of FALSE

A: False. Allow opportunity for a thorough review of performance, with enough time for a supervisor-

employee dialogue on what has happened and on what to aim for

in the future (appx one hour) Annual Performance Reviews that Xcel

29

PM IQ

Q: You should wait to mention employee performance problems until the

annual appraisal meeting.

A: False. You should bring up problems with the employee as

soon as you identify them


Actively Participate in Meeting

30

Employee Supervisor


31

Keep Reviews Positive – Reward for performance – Constructive feedback for

development

Performance Review Meeting


• Feedback is essential – From supervisor – From employee

• 2-way conversation • Active listening

32

Performance Review Meeting


33

Asking powerful questions to your employees

• What’s one thing I can do better for you?

• What would a ‘good job’ look like?

• How do you like being recognized when you do good work?


• New and challenging assignments • Learning opportunities • Validate your job strengths

34

Communicate future development opportunities


During Meeting • Actively participate • Review position description

– Discuss and update any job duties/responsibilities that may have changed

• Discuss overall performance including strengths and areas needing improvement during entire review period

– How we do our work (institutional values and core competencies)

– What we do (objectives and/or job responsibilities • Plan and schedule any follow-up activities concerning ongoing

improvement and development • Complete/revise the comments/ratings on the review form

based on exchange of information during the meeting


36

PM IQ

Q: Depending on the type of job, you may measure: a. Knowledge

b. Results c. Effort

d. All above

A: Results, effort, and knowledge all may be useful criteria when measuring job performance. In many cases, the best

approach is to use or combine all three of these criteria

. Annual Performance Reviews that Xcel

Preparation for…

37

Before Meeting

During Meeting

After Meeting


After Meeting

• Employee and supervisor sign the review form

• Make 2 copies of the review form and position description – Employee – Supervisor

• Submit Signed Performance Reviews to Division Leader (or designee)

• Division Leader (or designee) reviews, signs and forwards original to Human Resources 38 Annual Performance Reviews that Xcel

eep it specific

nformation gathered year round

o surprises evelop a working relationship of trust and transparency


40

THIS OUT!


High performing organizations position performance reviews as part of

everyday operations (not as an HR function)


High performing supervisors talk about performance every day, giving

timely and useful feedback to their employees


High performing employees welcome feedback as a source of

inspiration, motivation and reassurance They ask for feedback and focus on

always improving


Resources available to you

Your supervisor Performance Management website • NEW Performance review form • Presentation slide deck • Recorded webinar • Tips to complete your review

– Self – Supervisor

• FAQ’s HR Business Partners, Connie Perme & Teri Compton


• Nike’ Cline Bailey - HR Generalist

45

A BIG shout out

to…


46

Visit the Performance Management website to access:

Performance Review Form (now!) Presentation Slide Deck (3/18)

Action Verbs job aid (3/18) Guidelines for Annual Reviews (3/18)

Checklist of Action Items (3/18) Competency Guide (3/18) Institutional Values (now!)

http://www.xavier.edu/hr/perform.cfm




47

Thanks for joining us today for the “Annual Performance Reviews that

Xcel! webinar!

Please visit the Performance Management website for

additional information






• Aberdeen Research Group • Buzzle.com • Corporate Leadership Council • Human Resource Leadership Council • Linda Gravett and Associates • Society for Human Resource

Management (SHRM) • Sonar6

48

References


This webinar Annual Performance Reviews that Xcel Performance Reviews that Xcel It’s that time of...

Documents

Transcript of This webinar Annual Performance Reviews that Xcel Performance Reviews that Xcel It’s that time of...