W elcom e! This webinar Annual Performance Reviews that Xcel is - PowerPoint PPT Presentation

W elcom e! 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 Annual Performance Reviews that Xcel 2

Agenda • Benefits of a performance review • Planning preparation – Before – During – After • Guiding principles for a – Self assessment – Supervisor assessment • Resources for your continued learning 3 Annual Performance Reviews that Xcel

Outcom e 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’ 4 Annual Performance Reviews that Xcel

Xavier’s Perform ance Managem ent Lifecycle – a Yearlong Process Set Goals Acknowledgement of Performance Ongoing Feedback and Dialogue with Supervisor Annual Performance Reviews that Xcel 5

Perform ance Review Tim efram e Check with your supervisor Division leaders may have a division specific timeframe for completing reviews Annual Performance Reviews that Xcel 6

W hy do annual perform ance review s? • Research says… – 25% increase in job performance – Corporate Executive Board – Quality of manager participation in performance reviews is critical – Human Resource Leadership Council Fair and accurate feedback on performance from a knowledgeable source is the single most important lever for improving individual performance. Annual Performance Reviews that Xcel 7

W hy do annual perform ance review s? • Encapsulate feedback throughout the year – Job performance – Expectations – Transparency • Improved Employee Engagement – morale – behavior – performance Annual Performance Reviews that Xcel 8

Preparation for… After Before During Meeting Meeting Meeting Annual Performance Reviews that Xcel 9

PM IQ Q: When giving employees feedback on their progress toward goals, you should avoid getting too specific. TRUE or FALSE A: False. The m ore specific you are, the m ore the em ployee w ill learn from the feedback Annual Performance Reviews that Xcel 10

NEW 3 -Point Perform ance Rating Scale Annual Performance Reviews that Xcel 11

The W HAT Outcom es Goals and Objectives Job Duties and Responsibilities Annual Performance Reviews that Xcel 12

The HOW Behaviors…Actions Annual Performance Reviews that Xcel 13

Perform ance Assessm ent W here to Begin? Listened to employee concern and took action Completed most projects on Was over time budget a bit… oops! Increased student recruiting numbers Completed required training Be Specific … that’s where the rubber meets the road. Annual Performance Reviews that Xcel 14

Perform ance Assessm ent W here to begin? 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 Be Specific Annual Performance Reviews that Xcel 15

Perform ance Assessm ent Planning Prepare, prepare, prepare – Take time to write – Be thorough, honest and specific • Collect performance information – Block out time to write review Be Specific Annual Performance Reviews that Xcel 16

Perform ance Assessm ent Planning Gather information throughout the year Keep separate files (manual / electronic) – Direct and Indirect Observations – E-mails – Handwritten notes – Work results – Focus on: Outcomes Behavior Annual Performance Reviews that Xcel 17

Perform ance Assessm ent Planning Validate your job responsibilities – Review position description – Any changes? – New duties added? 18

Perform ance Assessm ent Planning Showcase Performance – List achievements • Thorough summary – Asset to the team Sample draft My Achievem ents 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 Annual Performance Reviews that Xcel 19

Perform ance Assessm ent Planning Strong Action Verbs for Performance – Developed an application to track all Position activity of Xavier employees – Completed required training classes for a police officer – Established a consortium for community involvement – Created a scheduling tool that assigns landscaping projects to Groundskeepers Annual Performance Reviews that Xcel 20

Perform ance Assessm ent Planning Strong Adjectives for Performance Positive feedback example – Angie displayed stupendous com m unication skills w hen 7 of 1 0 custom ers provided negative feedback about the recent im plem entation of online bill paym ent. Having listened to each custom er patiently, she provided a sound justification for their issue, and prom ised to resolve those w ith potential im pact on the new guidelines . Annual Performance Reviews that Xcel 21

Perform ance Assessm ent Planning Strong Adjectives for Performance Constructive feedback example – W hen 7 of 1 0 custom ers provided negative feedback about the recent im plem entation of online bill paym ent, w e found Angie quite flustered and unable to answ er the issues custom ers raised, effectively. She portrays a lack of know ledge in the new guidelines and in experience w hen it com es to dealing w ith challenging situations such as these. Annual Performance Reviews that Xcel 22

Perform ance Assessm ent Planning Employees are Unique – Work may be similar but performance is not Annual Performance Reviews that Xcel 23

Overall Perform ance Rating I nstitutional Values + Com petencies Goals/ Objectives Job Responsibilities Annual Performance Reviews that Xcel 24

Perform ance 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 How to Prepare a Really Useful 25 Performance Review - 2012

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 Annual Performance Reviews that Xcel 26

Preparation for… Before After During Meeting Meeting Meeting Annual Performance Reviews that Xcel 27

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 perform ance, w ith enough tim e for a supervisor- em ployee dialogue on w hat has happened and on w hat to aim for in the future ( appx one hour) Annual Performance Reviews that Xcel 28

PM IQ Q: You should wait to mention employee performance problems until the annual appraisal meeting. A: False. You should bring up problem s w ith the em ployee as soon as you identify them Annual Performance Reviews that Xcel 29

Actively Participate in Meeting Employee Supervisor Annual Performance Reviews that Xcel 30

Perform ance Review Meeting Keep Reviews Positive – Reward for performance – Constructive feedback for development Annual Performance Reviews that Xcel 31

Perform ance Review Meeting • Feedback is essential – From supervisor – From employee • 2-way conversation • Active listening Annual Performance Reviews that Xcel 32

Asking pow erful questions to your em ployees • 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? Annual Performance Reviews that Xcel 33

Communicate future development opportunities • New and challenging assignments • Learning opportunities • Validate your job strengths Annual Performance Reviews that Xcel 34