PERFORMANCE APPRAISAL Year: 2012-2013
Performance Appraisals Explained Performance Appraisal - tool used to provide the employee with • Performance feedback • Improved employee development • Increased employee productivity • A safeguard for the College and employees from legal liability
Performance Appraisals:Common Mistakes • Failure to conduct evaluations • Failure to evaluate all employees • Failure to conduct evaluations regularly and punctually • Failure to document negative and positive performance • Failure to document performance and behavioral deficiencies
Performance Appraisals:Common Mistakes (cont’d) • Failure to establish consequences of performance deficiencies • Disallowing employees opportunity comment on their appraisals • Using the appraisal to retaliate against an employee
Performance Appraisals:Employee Expectations • Be informed and kept “in the loop” • Receive due credit • Receive constructive feedback • Awareness of appraisal points prior to appraisal completion • Opportunities for advancement • Honest input regarding opportunities for advancement • Employment in a motivating environment • Freedom to discuss discrepancies
Performance Appraisals:Employee Expectations (cont’d) • Identify and eliminate performance problems • Recognize and motivate quality performance • Opportunities for baseline performers to improve contributions • Document and support employment decisions
Performance Appraisals:Implementing Meaningful Performance Appraisals • Gather documentation • Develop the written appraisal • Conduct the appraisal review session
Performance Appraisals:Implementing Meaningful Performance Appraisals (cont’d) • Gather Documentation • Personal observationObserve actual performance and judge results (Halo or Horn) • Feedback documentationUse performance notes made throughout the year • Personnel FileExamine past performance reviews, discipline records, and awards • Measurement toolsCheck documents that support performance rating. Examples: Time clock reports for attendance and tardiness, etc. • Others’ observationsReviewsupervisor, manager, co-worker comments
Performance Appraisals:Implementing Meaningful Performance Appraisals (cont’d) • Develop Appraisal Guidelines for writing appraisals • Set aside dedicated timeGather performance documentation and eliminate interruptions • Evaluate performance based on expectationsReview established expectations, job description, performance goals • Rate how well expectations were met • Give honest ratingsacknowledge strengths and address ongoing problems • Provide specific examplesAvoid generalities, note specific contributions and accomplishments • Avoid personal and subjective statementsNo exaggerations, no character attacks
Performance Appraisals:Implementing Meaningful Performance Appraisals (cont’d) • Conducting the Appraisal Review session – Common Mistakes • Manager is ill-prepared • Employee is not given adequate notice • Discussion is rushed or interrupted • Employee is not given the opportunity to comment • Manager’s tone is punitive or condescending
Performance Appraisals:Implementing Meaningful Performance Appraisals (cont’d) • Conducting the Appraisal Review session- Maximizing the review • Be prepared • Determine discussion direction • Anticipate objectives • Gather supportive documentation • Set the right tone • Establish a supportive environment • Private location – Maintain confidentiality • Quiet and undisturbed – eliminate distractions • Level playing field – Avoid superiority • Timing – choose a quiet time • Demonstrate Respect • Timeliness – Conduct reviews by due date • Appointments – Don’t act like the employee’s time is less valuable • Advance notice – Allow the employee to be prepared • Icebreaker – Start on a friendly and relaxed note
Performance Appraisals:Implementing Meaningful Performance Appraisals (cont’d) • Conducting the Appraisal Review session- Maximizing the review • Have the best mindset • Tone – Professional and supportive • Focus – Future goals and objectives • Open-mindedness – Seek explanations • Emotions – Calm and centered • Communicate Effectively • Avoid communication roadblocks – Vague, evasive, derisive or derogatory language, poor listening skills, strong emotions, one-way conversation • Improve communication skills – be clear and concise, be honest, not brutal, be an active listener and natural
Performance Appraisals:During the Appraisal Process • Potential Emotional Reactions • Emotional Distress • Hostility • Defensiveness • Denial
Performance Appraisals:During the Appraisal Process (cont’d) • Potential Emotional Reactions • Emotional Distress - employee becomes tearful or angry, but not aggressive • How can you handle it? • Be patient • Offer privacy • Suggest rescheduling • Other ideas?
Performance Appraisals:During the Appraisal Process (cont’d) • Potential Emotional Reactions • Hostility - employee channels his/her emotions into aggression • How can you handle it? • Be patient • Offer privacy • Suggest rescheduling • Other ideas?
Performance Appraisals:During the Appraisal Process (cont’d) • Potential Emotional Reactions • Defensiveness - employee makes excuses • How can you handle it? • Listen objectively • Be compassionate • Reinforce expectations • Other Ideas?
Performance Appraisals:During the Appraisal Process (cont’d) • Potential Emotional Reactions • Denial - employee insists your evaluation is incorrect • How can you handle it? • Listen objectively • Investigate as necessary • Provide supportive documentation • Other ideas?
Performance Appraisal Procedures • Instruct employees to complete self-evaluation (interactive PDF form via HR website) • Employees have maximum of ONE WEEK to complete and submit self-evaluation • Complete Performance Appraisal • First-line supervisors shall meet with Director or Dean for appraisals review prior to meeting with employee • Schedule meeting with employee • Conduct formal meeting with employee. Review Appraisal and determine goals, timelines, etc. • You and employee sign the completed Performance Appraisal form after the meeting • Forward copy to employee and turn in completed ORIGINAL form to Human Resources (ATTN: Shirley Ingram) • If you have any questions please call (956) 872-5051
Successful Meeting Checklist • Discuss each goal or objective established for the employee • Explore areas of agreement and disagreement • Cover positive skills, traits, accomplishments and growth potential • Reinforce employee’s accomplishments • Discuss employee’s potential • Cover areas in which change is required, expected, demanded or desired
Successful Meeting Checklist (cont’d) • Provide employee goals to correct deficiencies within a specified time period • Make training/development recommendations • Discuss consequences of non-compliance where applicable • Set objectives for next performance appraisal (or specific timeline) • Have employee sign appraisal to acknowledge having read it, and give employee an opportunity to comment in it in writing • Thank employee for his/her efforts