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Performance Management at UMASS Medical School Facilitated by: Annie Delaney-Magee Karin Fitch-Urbano Human Resources, Diversity & Inclusion December 2013/January.

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Presentation on theme: "Performance Management at UMASS Medical School Facilitated by: Annie Delaney-Magee Karin Fitch-Urbano Human Resources, Diversity & Inclusion December 2013/January."— Presentation transcript:

1 Performance Management at UMASS Medical School Facilitated by: Annie Delaney-Magee Karin Fitch-Urbano Human Resources, Diversity & Inclusion December 2013/January 2014

2 | | Align employee to UMMS mission, strategic plan, and operational goals Recognize accomplishments Identify problems, guide progress Set goals Discuss career advancement What Matters?

3 What Else Matters? All your conversations. Specific Fair Consistent Clear Useful

4 | | Resources Performance Appraisal Link Instructor Led Training Self-Paced Webinar UMMS Compensation Tools Performance Appraisal Forms Articles Books Your HR Business Partner

5 Get Input Write Draft Review Talk With Employee Agree on New Goals Complete Review The Process

6 The Tools Get Input Write Draft Review Talk With Employee Agree on New Goals Complete Review UMMS Strategic Plan Department Goals Job Description Perf. Review ’12 & ‘13 Self-Appraisal Performance Ratings Outstanding Exceeds Meets / Exceeds Some Mostly Meets / Needs Some Improvement Needs Improvement Does Not Meet Perf. Review ‘13

7 The Team Get Input Write Draft Review Talk With Employee Agree on New Goals Complete Review UMMS Strategic Plan Department Goals Job Description Perf. Review ’12 & ‘13 Self-Appraisal Performance Ratings Outstanding Exceeds Meets / Exceeds Some Mostly Meets / Needs Some Improvement Needs Improvement Does Not Meet Perf. Review ‘13 You Employee Coworkers External Customers You Department Senior Manager HR Business Partner You Employee You Employee You HRDI Compensation (Bette Parker)

8 | | Consider asking for a self-appraisal: get employee’s input on performance against expectations Consider informal “360” – Paraphrase as feedback – Use as contributing source (not sole source) – Be careful of “outliers” Validate Input By: – Seeking, listening to, and clarifying – Discovering specifics – Owning input you intend to use as feedback More About Getting Input Get Input Write Draft Review Talk With Employee Agree on New Goals Complete Review

9 | | This Matters - So Let’s Practice... Get Input Write Draft Review Talk With Employee Agree on New Goals Complete Review What sources (not yet mentioned) might also help? – How might you incorporate them? What can wrong at this stage? – How do you prevent, identify and respond?

10 | | Think About It – Were expectations clear? – What changes may have prevented or enhanced their ability to meet expectations? – What behaviors and outcomes helped or hindered success? Streamline – Keep confidential notes – Match comments to rating – Use short meaningful statements, and specific examples – Focus on the work, not the personality Check Your Work – Are your main points clear? Are your statements appropriate? – Spell check More About Writing Your Draft Get Input Write Draft Review Talk With Employee Agree on New Goals Complete Review

11 | | Does Not Meet Needs Improvement Mostly Meets Needs Some Improvement Meets Meets Exceeds Some Exceeds Outstanding Ratings

12 | | This Matters - So Let’s Practice... Get Input Write Draft Review Talk With Employee Agree on New Goals Complete Review What are some reasons rating someone else so difficult? – What are some tempting mistakes? What was the most difficult feedback you had to give? – How did you handle it?

13 | | Any Role, Any Area, Any Time... KNOWLEDGE EFFECTIVNESS COLLABORATIONLEADERSHIP SELF OTHERS Get Input Write Draft Review Talk With Employee Agree on New Goals Complete Review

14 | | What is It? – A conversation with your employee before you finalize your PMD Form How Do I Do It? – Schedule uninterrupted time to meet one on one – Listen carefully to employee’s perspective and reaction – Incorporate feedback from HR supporting clarity and appropriateness, especially for lower ratings More About Talking With Your Employee Get Input Write Draft Review Talk With Employee Agree on New Goals Complete Review

15 | | Identify areas of agreement & disagreement Identify the “critical few” strengths or developmental needs Tell the whole story (instead of a bit: “You are inflexible”) Behavior “In working with partners, you often present just one approach to a problem, without considering other approaches.” Impact “This limits your potential for solving the problem.” Even More... Start Like This Get Input Write Draft Review Talk With Employee Agree on New Goals Complete Review

16 | | What do you think? What helped you achieve goals this year? What obstacles got in the way? What do you see as your key strengths? What are your key developmental needs? Tell me more about Ask Open-Ended Questions Get Input Write Draft Review Talk With Employee Agree on New Goals Complete Review

17 | | Clarify Communication Points – Focus on processes, outcomes, and observable behaviors, not personality traits – What do you want them to remember? Restate areas of agreement and disagreement End with clarity about next steps and what the employee can expect to see in the written review “I’m going to write up the review, summarizing my assessment which is based on the input that we discussed, including your comments.”... Wrap It Up Get Input Write Draft Review Talk With Employee Agree on New Goals Complete Review

18 | | Reduce Defensiveness: Make sure there are no surprises Listen. Ask questions. Listen some more. Check for meaning “What I hear you saying is…” End the conversation and re-schedule if defensiveness escalates Ask yourself: What might I have done to cause defensiveness? Defensiveness Get Input Write Draft Review Talk With Employee Agree on New Goals Complete Review

19 | | Simplify Your Message KNOWLEDGEEFFECTIVNESS COLLABORATIONLEADERSHIP Get Input Write Draft Review Talk With Employee Agree on New Goals Complete Review “This is working: do more of this.” “This is not working: do less of this.”

20 | | What can go well at this stage? – How do you facilitate that? What can wrong at this stage? – How do you prevent, identify and respond? This Matters - So Let’s Practice... Get Input Write Draft Review Talk With Employee Agree on New Goals Complete Review

21 | | A goal specifies the work to be done and creates a clear picture of what success will look like, assuring alignment with: – Role – Program, Project – Department, SBU, UMMS Your Leadership – Understand, translate, align, write, monitor SMART Goals – Stretch – Measurable – Aligned – Realistic – Time Bound More About Agreeing on New Goals Get Input Write Draft Review Talk With Employee Agree on New Goals Complete Review

22 | | Last review to assure – Are the ratings correct? – Are your examples specific, illustrative, appropriate? – Are your “Do more of/Do less of” statements clear and helpful? – Are goal statuses correctly defined? Complete the form – Ask your employee to sign the form – Sign the form – Ask your supervisor to sign the form – Send the form to HRDI: Hardcopies to HR Service Center at 333 South Street, Shrewsbury MA Scanned copies to the Outlook inbox: UMMS Performance Review.UMMS Performance Review More About Completing the Review Get Input Write Draft Review Talk With Employee Agree on New Goals Complete Review

23 Performance Management at UMASS Medical School


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