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Performance Management Presented by Office of Human Resources Smith College February 5, 2008.

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Presentation on theme: "Performance Management Presented by Office of Human Resources Smith College February 5, 2008."— Presentation transcript:

1 Performance Management Presented by Office of Human Resources Smith College February 5, 2008

2 Performance Management What we will cover today: Performance Management Defined Goals of performance management Components of performance management Performance management tools Performance Review Creating performance goals and development plans

3 Performance managements definition can include: Achieving goals Continual review of performance Annual performance salary increase Feedback and coaching Two way communication Career and professional development Enhanced work performance

4 Goals of Performance Management Ties individual performance objectives to the colleges goal Promotes partnership between supervisor and employee Promotes ongoing open communication Promotes professional development Establishes framework for future growth Provides employee with ongoing written feedback

5 Components of performance management Performance and development planning Coaching and progress reviews Performance and development review

6 Components of Performance Management Performance and Development Planning Coaching and Progress Reviews Performance and Development Review

7 Performance Management Tools for Performance and Development Planning Identify the goals/expectations Establish measurement criteria Identify gaps in knowledge or skills required to achieve objectives Describe specific development activities

8 Performance Management Tools for Performance and Development Planning: Identify the goals/expectations Good goals are: SMART –Specific –Measurable –Achievable –Results-oriented –Time-oriented

9 Performance Management Tools for Performance and Development Planning: Establish measurement criteria Quantity: specifies how much work must be completed within a certain period of time Quality: describes how well the work must be accomplished, specifies accuracy, precision, appearance or effectiveness, sensitivity to diversity and culture Timeliness: answers the questions, By when? How soon? or Within what period? Effective use of resources: used when performance can be assessed in terms of utilization: budget savings

10 Performance Management Tools for Performance and Development Planning: Identifygaps to achieve objectives By evaluating employees current job skills to those needed for the performance objective(s), training and development needs will be identified.

11 Performance Management Tools for Performance and Development Planning: Describe specific development activities Identify areas needing improvement Provide specific and realistic suggestions Give advanced thought to amount of supervisory time required Consider employees key interests and/or developmental needs, and alignment with departmental goals

12 Components of Performance Management Performance and Development Planning Coaching and Progress Reviews Performance and Development Review

13 Performance Management Tools for Coaching and Progress Reviews When Conduct ongoing feedback and coaching sessions throughout the year

14 Performance Management Tools for Coaching and Progress Reviews How Let employees knows what is expected of them Allow employees sufficient opportunity to perform their job Let employees know how they are doing Seek the employees opinion Ask the employee to identify specific ways to enhance performance and take ownership

15 Performance Management Tools for Coaching and Progress Reviews How - contd Give feedback on employees ideas and give your own. Summarize meeting outcomes and set a follow-up date Express confidence and support

16 Performance Management Tools for Coaching and Progress Reviews Feedback should be: –Behavioral: Focus feedback on employees behavior –Specific: Give specific examples of observations; avoid exaggerations, e.g. always never –Job-related: feedback must be about behaviors exhibited on the job

17 Performance Management Tools for Coaching and Progress Reviews Feedback should be: –Timely: feedback should be given as soon as possible; time lapse allows inappropriate behavior to be repeated –Balance: the sandwich method; deliver positive feedback, followed by constructive feedback, then positive again –Respectful: feedback is more easily accepted if the employees dignity and self-worth are kept intact

18 Performance Management Tools for Coaching and Progress Reviews Verbal Formal - set up formal meeting time to hear a progress report from your employees Verbal Informal - a simple hows it going conversation Written Formal - letter or memo Written Informal - a note giving a quick update or input

19 Performance Management Tools for Coaching and Progress Reviews Some reasons for Non-Performance –Employees dont know what they are supposed to do –They dont know how to do it –They dont know why they should do it –There are obstacles beyond their control –They dont think it will work –Not motivated - poor attitude –Not enough time for them to complete it –They dont know what the priority is –They think they are doing it (no feedback)

20 Components of Performance Management Performance and Development Planning Coaching and Progress Reviews Performance and Development Review

21 Performance Management Tools for Performance and Development Review Performance Reviews - Why do them? – To review employee performance vs. expectations –To clarify job responsibilities and understanding –To help plan developmental needs –To provide honest and constructive feedback

22 Performance Management Tools for Performance and Development Review Preparation for Review –Review past 12 months performance record –Gather input from others –Review documents from coaching/feedback sessions –Review written notes or communications –Compare performance objectives to results –Examine results against their impact on the Colleges goal –Encourage employees to submit their list of accomplishments –Review employees development objectives

23 Performance Management Tools for Performance and Development Review During the meeting: –State purpose of discussion –Give recognition for each objective, accomplishments, areas of strength –Specify areas for each objective where performance can be improved –Summarize overall performance

24 Performance Management Tools for Performance and Development Review During the meeting: –Ask employee to give comments –Review employees progress with development –End on a positive note –Plan a meeting to create a new performance and development plan

25 Performance Management Tools for Performance and Development Review Supervisors - Keep in mind: –Listen carefully –Ask for examples, questions, solutions –Summarize or restate your understanding of the feedback –Try not to act defensively or make excuses –Acknowledge the feedback and offer thanks –Be open to change -- nobodys perfect

26 Performance Management - Roles and Responsibilities Employee –Responsible for development of self –Life-long employability focus –Maintain skills required for current job –Define career interests and goals –Complete individual development plan Supervisor –Create a learning/development environment –Provide support for acquisition of new skills –Discuss development needs for current job –Discuss career development with employees –Provide opportunities consistent with plan

27 Legal Considerations Job related focus Comments free of bias or discrimination All written documents are part of the employees permanent record


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