Conducting Effective Performance Reviews

1. Conducting Effective Performance Reviews

2. Session Objectives Session Objectives • Identify the importance and benefits of performance reviews • Assess and prepare necessary documentation • Set motivational performance goals • Plan for effective appraisal interviews • Conduct fair and beneficial appraisals • Avoid discrimination charges

3. Why Reviews Are Important Recognize accomplishments Guide progress Improve performance Recognize accomplishments Guide progress Improve performance

4. Why Reviews Are Important Review performance Set goals Identify areas for improvement Discuss career advancement

5. Performance Review Benefits For the Organization • Documentation • Employee development • Feedback • Legal protection • Motivation system

6. Performance Review Benefits For the Employee Direction Feedback Input Motivation

7. Performance Reviews and Discrimination Prohibits employment discrimination, including race, national origin, religion, age, sex Title VII of Civil Rights Act of 1964 Prohibits discrimination against disabled employees Americans with Disabilities Act (ADA) Prohibits discrimination against pregnant employees or those who may become pregnant Pregnancy Discrimination Act Prohibits discriminatory practices related to performance reviews Equal Pay Act

8. Legal Problems and Discrimination Charges • Failure to communicate standards • Failure to give timely feedback • Failure to allow employees to correct performance • Inconsistency in measuring performance • Failure to document performance objectively • Failure to communicate standards • Failure to give timely feedback • Failure to allow employees to correct performance • Inconsistency in measuring performance • Failure to document performance objectively

9. Which Law Is Which? Match the term with its explanation below. Prohibits discriminatory practices related to performance reviews ADA Equal Pay Act Title VIII Pregnancy Discrimination Act Prohibits discrimination against pregnant employees or those who may become pregnant Prohibits discrimination against disabled employees Prohibits discrimination including race, national origin, religion, age, and sex

10. Performance Review Background Do you understand: • Why reviews are important? • The benefits of reviews? • The laws that cover discrimination?

11. Performance Review Form • Define performance expectations • Describe measurement tools • Use a rating system • Cover specific examples • Set measurable goals

12. Measure Performance • Measurement systems need to be: • Specific • Fair • Consistent • Clear • Useful

13. Measure Performance (cont.) • Systems can be: • Numerical • Terms • Management by Objectives (MBO) • Behavior oriented • Note: ASU uses a numerical system!

14. Document Performance • Be objective • Include all employees • Provide complete and accurate information • Document regularly

15. Measuring Performance FILL IN THE BLANKS 1. _____________________________ is a system of ratings that measures how well an employee reached specific goals or objectives. 2. One of the most common rating scales is _________ because it is perceived to be the most objective. ASU uses a numeric-based system. Management by Objectives (MBO) numerical

16. Measuring Performance (cont.) FILL IN THE BLANKS 3. Systems can also measure effort or results with _________ you can observe and track, such as attendance or initiative. 4. Measurement _____ can also be used as long as they are specific, meaningful, and distinct. behaviors terms

17. Set Goals • Based on job requirements • Realistic • Measurable • Observable • Challenging • Prioritized

18. Employee Input • Employees take an active role: • Setting goals • Designing action plans • Identifying strengths and weaknesses • Employees participate in the performance review meeting

19. Preparation • Employees: • Review performance • Think about new goals

20. Preparation (cont.) • Supervisors: • Review performance • Complete written review form • Think about new goals • Schedule time and place

21. Start the Meeting • Avoid interruptions • Lay out agenda • Encourage input • Give good news first

22. Presentation Tips • Focus on the professional • Give objective examples • Invite response • Listen actively • Create “we” mentality

23. During the Meeting • Review performance: • Based on previous goals • Noting strengths and accomplishments • Identifying areas for improvement

24. During the Meeting (cont.) • Set goals: • Based on organization’s goals • Building on areas that need improvement

25. End the Meeting • Encourage good performance • Lay out action plan • Communicate outcome of goals not met • Confirm understanding

26. Is This Acceptable?Yes or No An employee comes to a performance review meeting without having identified whether past performance goals have been met. An employee comes to a review meeting with a goal for the next period that you do not agree with. You have a review meeting with an employee without having completed your written review of the employee using your organization’s form.

27. Is This Acceptable?Yes or No (cont.) During a review meeting, you try to listen intently to what the employee is saying. You professionally notify an employee during a review meeting that his or her performance is not up to par and that it better improve “soon.”

28. Review Process • Do you understand: • Review forms? • Measuring and documenting performance? • Preparing for review meetings? • Conducting review meetings?

29. Key Points to Remember • You must conduct objective performance reviews on a scheduled basis • Reviews tell employees how they’re doing and how they can improve • Reviews help create a system of motivation and rewards based on performance