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Performance Management
Presented by
Office of Human Resources
Smith College
February 5, 2008
Performance Management
What we will cover today:
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Performance Management Defined
Goals of performance management
Components of performance management
Performance management tools
Performance Review
Creating performance goals and development
plans
Performance management’s definition can
include:
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Achieving goals
Continual review of performance
Annual performance salary increase
Feedback and coaching
Two way communication
Career and professional development
Enhanced work performance
Goals of Performance Management
• Ties individual performance objectives to the
college’s 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
Components of performance management
• Performance and development planning
• Coaching and progress reviews
• Performance and development review
Components of Performance Management
Performance and
Development
Planning
Performance and
Development
Review
Coaching and
Progress Reviews
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
Performance Management Tools for
Performance and Development Planning:
Identify the goals/expectations
• Good goals are: SMART
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Specific
Measurable
Achievable
Results-oriented
Time-oriented
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
Performance Management Tools for
Performance and Development Planning:
Identify“gaps” to achieve objectives
By evaluating employee’s current job skills to those
needed for the performance objective(s), training and
development needs will be identified.
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 employee’s key interests and/or developmental
needs, and alignment with departmental goals
Components of Performance Management
Performance and
Development Planning
Performance and
Development
Review
Coaching and
Progress Reviews
Performance Management Tools for
Coaching and Progress Reviews
• When
• Conduct ongoing feedback and coaching
sessions throughout the year
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 employee’s opinion
• Ask the employee to identify specific ways to enhance
performance and take ownership
Performance Management Tools for
Coaching and Progress Reviews
• How - cont’d
• Give feedback on employee’s ideas and give your own.
• Summarize meeting outcomes and set a follow-up date
• Express confidence and support
Performance Management Tools for
Coaching and Progress Reviews
• Feedback should be:
– Behavioral: Focus feedback on employee’s behavior
– Specific: Give specific examples of observations;
avoid exaggerations, e.g. “always” “never”
– Job-related: feedback must be about behaviors
exhibited on the job
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
employee’s dignity and self-worth are kept intact
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 “how’s it going”
conversation
• Written Formal - letter or memo
• Written Informal - a note giving a quick update or
input
Performance Management Tools for
Coaching and Progress Reviews
• Some reasons for Non-Performance
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Employees don’t know what they are supposed to do
They don’t know how to do it
They don’t know why they should do it
There are obstacles beyond their control
They don’t think it will work
Not motivated - poor attitude
Not enough time for them to complete it
They don’t know what the priority is
They think they are doing it (no feedback)
Components of Performance Management
Performance and
Development Planning
Performance
and
Development
Review
Coaching and
Progress Reviews
Performance Management Tools for
Performance and Development Review
• Performance Reviews - Why do them?
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To review employee performance vs. expectations
To clarify job responsibilities and understanding
To help plan developmental needs
To provide honest and constructive feedback
Performance Management Tools for
Performance and Development Review
• Preparation for Review
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Review past 12 month’s 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 College’s goal
Encourage employee’s to submit their list of
accomplishments
– Review employee’s development objectives
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
Performance Management Tools for
Performance and Development Review
• During the meeting:
– Ask employee to give comments
– Review employee’s progress with development
– End on a positive note
– Plan a meeting to create a new performance and
development plan
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 -- nobody’s perfect
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
Legal Considerations
• Job related focus
• Comments free of bias or discrimination
• All written documents are part of the employee’s
permanent record