Welcome!
How to prepare for a really useful
performance review
is intended for presentation to all staff working at
Xavier University. It is designed to be a tool to
assist supervisors and employees as they
prepare their annual performance reviews.
How to Prepare a Really Useful
Performance Review - 2012
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Preparing for a Really
Useful Performance Review
It’s that time of year again
• No “battle scar” discussions
• No compliance discussions
• Focus on the human aspect
– meaningful,
– well defined, and
– beneficial to you
How to Prepare a Really Useful
Performance Review - 2012
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Agenda
• Benefits of a performance
review
• Share guiding principles for a
– Self assessment
– Supervisor review
• Resources for your continued
learning
3
How to Prepare a Really Useful
Performance Review - 2012
Objectives
By the close of this
session supervisors
and employees will learn:
• Benefits in completing a really useful
performance review
• Guiding principles to use when
completing a self evaluation and
supervisor evaluation
4
How to Prepare a Really Useful
Performance Review - 2012
Xavier’s performance
management lifecycle
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Performance Review - 2012
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Why do performance
reviews?
• Provide feedback
– increase communication
• Improved
– morale
– behavior
– performance
focus on the person sitting in front of you
daily feedback eliminates “UGH!!”
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Performance Review - 2012
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Feedback
Feedback is
ongoing,
open two-way
communication
between two or more
people
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Performance Review - 2012
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Feedback characteristics
Constructive
Specific
Honest
Timely
Helpful
Ongoing
Supportive
How to Prepare a Really Useful
Performance Review - 2012
Destructive
Unhelpful
Accusatory
Personal
Judgmental
Subjective
8
Importance of feedback
• Improves employee morale, builds employee
confidence, and encourages the heart
• Crucial to organization’s ongoing development and
growth
• Supervisors need to give effective, constructive
feedback regularly, which is what most employees
want
• Learning how to give constructive feedback is a
learned communication skill and one that can be
achieved through thought and planning
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Performance Review - 2012
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Feedback
Feedback is
a GIFT
if given and
received
constructively!
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Performance Review - 2012
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Preparing for a Really
Useful Performance Review
How to Prepare a Really Useful
Performance Review - 2012
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Preparing for a Really
Useful Performance Review
How to Prepare a Really Useful
Performance Review - 2012
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8 Great Guiding Principles for
Supervisors
1. Gather information on employees
throughout the year
2. Include the “Small Picture” (vs. Big Picture)
3. Offer Constructive Feedback
4. Stop Holding Feedback Hostage
5. Accept Feedback
6. Remember that Employees are Unique
7. Keep Reviews Positive
8. Know Thy Employees
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Performance Review - 2012
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1st Guiding Principle for
Supervisors
Gather information on employees
throughout the year
–
–
–
–
–
Keep separate files (manual / electronic)
Direct and Indirect Observations
E-mails
Handwritten notes
Work results
Focus on:
Performance
Behavior
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Performance Review - 2012
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2nd Guiding Principle for
Supervisors
Include the Small Picture
(vs. Big Picture)
– Include descriptive examples
Angie displayed stupendous communication skills
when 7 of 10 customers provided negative feedback
about the recent implementation of online bill
payment. Having listened to each customer patiently,
she provided a sound justification for their issue, and
promised to resolve those with potential impact on
the new guidelines.
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Performance Review - 2012
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2nd Guiding Principle for
Supervisors
Include the Small Picture
(vs. Big Picture)
– Include descriptive examples
When 7 of 10 customers provided negative feedback
about the recent implementation of online bill payment,
we found Debra quite flustered and unable to answer the
issues customers raised, effectively. She portrays a lack
of knowledge in the new guidelines and in experience
when it comes to dealing with challenging situations
such as these.
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Performance Review - 2012
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3rd Guiding Principle for
Supervisors
Offer Constructive Feedback
– Specific
– Honest
– Timely
– Helpful
– Ongoing
– Offers Support
How to Prepare a Really Useful
Performance Review - 2012
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4th Guiding Principle
for Supervisors
Stop Holding Feedback Hostage
– Set it Free!
– Timely feedback
– No surprises during annual review
How to Prepare a Really Useful
Performance Review - 2012
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5th Guiding Principle for
Supervisors
Accept Feedback
– Allow employees to
• share their ideas
• ask questions
active
listening
How to Prepare a Really Useful
Performance Review - 2012
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6th Guiding Principle for
Supervisors
Remember Employees
are Unique
– Work may be similar
but performance is
not
How to Prepare a Really Useful
Performance Review - 2012
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7th Guiding Principle for
Supervisors
Keep Reviews Positive
– Reward for performance
– Constructive feedback for
development
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Performance Review - 2012
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8th Guiding Principle for
Supervisors
Know Thy Employees
– Direct observation
– Frequent informal conversations
– Indirect observations from others
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Performance Review - 2012
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Asking powerful questions
to your employees
• Supports 2-way conversations
• Allows employees to ‘think’
instead of ‘react’
• Builds trust and openness
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Performance Review - 2012
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Powerful Questions
• What’s one thing I can do
better for you?
• What would a ‘good job’ look
like?
• How do you like being
recognized when you do good
work?
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Performance Review - 2012
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Supervisor Planning Checklist
•
•
•
•
•
•
•
•
•
•
Review the employee’s position description
Review the goals and competencies you and your
employee established at the beginning of the year
Seek input from others who interact frequently with
the employee
Ask the employee for a self-evaluation, provided to you
in advance
Identify variances between your evaluation and the
employee’s self-evaluation and be prepared to discuss
these differences
Includes examples of positive incidents and any
opportunities for development based on the employee’s
work
Plan for career development opportunities for the
employee
Develop questions that can be used to engage the
employee in the review session so it’s a two-way
conversation
Prepare a review meeting agenda to ensure all key
points are covered and provide to employee in advance
Plan for a positive close to the review meeting
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Performance Review - 2012
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Performance Review Agenda
Agenda
Meeting start time
Meeting stop time
Meeting location
Topics for Evaluation
Goals/Objectives
Values and Competency
review
Supervisor’s and Employee’s self
Evaluation part of the discussion
Career Development
Next Steps
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Performance Review - 2012
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In a nutshell…
eep it simple
nformation is gathered
throughout the year
urprises…there are none!
upervisor and employee
participates – 2 way
conversation
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Performance Review - 2012
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Preparing for a Really
Useful Performance Review
How to Prepare a Really Useful
Performance Review - 2012
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Self Evaluation
Completed
most
projects on
time
Added
new
students
Planned
staff
retreat
Was over
budget…
oops!
Completed
required
training
So you met
expectations?
Good for you!
********
What did you
do?
Does anyone
know?
********
How can they
find out?
Performance reviews need context in order to understand and interpret what has
happened over the course of a period of time.
Reviews summarize and compress information but you need details to embrace
subtlety, complexity, interactions, etc. … that’s where the rubber meets the road.
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Performance Review - 2012
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8 Guiding Principles for
Employees
1.
2.
3.
4.
5.
6.
Prepare, prepare, prepare
Give credit where credit is due
Put your best foot forward
Market yourself well
Accept feedback
Know the organization and your
department’s business
7. Know thy supervisor
8. Communicate future opportunities
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Performance Review - 2012
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1st Guiding Principle for
Employees
Prepare, prepare, prepare
– Take time to write
– Be thorough, honest and specific
• Collect performance information
– Block out time to write review
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Performance Review - 2012
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2nd Guiding Principle for
Employees
Give credit where credit is due
– Well balanced evaluation
• Strengths
• Areas of opportunity
– Use strong action verbs
•
•
•
•
Produced
Received
Managed
Created
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Performance Review - 2012
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3rd Guiding Principle for
Employees
Put your best foot forward
– Validate your job responsibilities
– Any changes?
– Goals met?
– Training completed?
– New skills/knowledge gained this
year?
• Put to good use? How?
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Performance Review - 2012
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4th Guiding Principle for
Employees
Market yourself well
– List achievements
• Thorough summary
– Asset to the team
sample
My Achievements for the Year
Projects
My Contribution
Department
Retreat
Coordinator
Feedback Received
Positive feedback from colleagues
Director pleased with agenda and
speakers scheduled
High evaluation scores for event
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Performance Review - 2012
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5th Guiding Principle for
Employees
Accept feedback
– Positive - that was easy
– Negative – not so easy
• Actively listen
• Don’t place blame
• If not legitimate, cite
misunderstanding
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Performance Review - 2012
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6th Guiding Principle for
Employees
Know the organization and your
department’s business
• Refresh your knowledge of
university goals
– Understand how your work supports
these goals
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Performance Review - 2012
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7th Guiding Principle for
Employees
Know thy supervisor
– Communication style
– Frequency of work updates
– What are top priorities?
How to Prepare a Really Useful
Performance Review - 2012
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8th Guiding Principle for
Employees
Communicate Future Opportunities
– New and challenging assignments
– Learning opportunities
– Validate your job strengths
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Performance Review - 2012
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Self Evaluation Questions
1. Specify areas where you think you have met or exceeded job
requirements, explain with examples
2. Specify areas where you feel you have not met requirements
and reasons for it
3. With reference to the above, what steps have you taken to
improve performance?
4. In what areas would you like to concentrate your knowledge
and resources?
5. Explain your plan of action for the next fiscal year, for better
performance
6. Enlist the areas where you feel you did not got enough support
from the management/team members
– Be prepared to discuss
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Performance Review - 2012
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Asking powerful questions
to your supervisor
•
•
•
•
•
•
•
•
•
•
•
I’ve always wondered why we….
I don’t think we spend enough time….
I think we should focus on…
Our success lies in…
We are missing a business opportunity
with…
I would like to be able to….
Everyone knows that _________ but is
afraid to talk about it…
Our meetings would be more effective if…
I’ve noticed that…
Our student would be happier if….
I’d like to see more ________around
here…
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Performance Review - 2012
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Preparing for a Really
Useful Performance Review
How to Prepare a Really Useful
Performance Review - 2012
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High performing organizations
position performance reviews as part of
everyday operations
(not as an HR function)
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Performance Review - 2012
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High performing supervisors
talk about performance every day, giving
timely and useful feedback to their
employees
How to Prepare a Really Useful
Performance Review - 2012
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High performing employees
welcome feedback as a source of
inspiration, motivation and reassurance
They ask for feedback and focus on
always improving
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Performance Review - 2012
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10 affirmations for
supervisors and employees
1.
2.
3.
4.
5.
A Performance Review should give Feedback, not Criticism
A Performance Review is for Personal Development
A Performance Review is a Learning Experience
A Performance Review is an Investment In You
A Performance Review is an Opportunity to Give and Receive
Feedback
6. A Performance Review sets S.M.A.R.T. Objectives for the
Future (look it up!)
7. A Performance Review References Examples of Behavior
8. A Performance Review is a Two-Way Street
9. A Performance Review Gives You Confidence to Progress
10.A Performance Review is as Equally Important to both
parties
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Performance Review - 2012
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Performance Reviews
Steps to Complete
1. Compile all performance-related examples and
documentation
2. Create performance reviews
1. Self
2. Supervisor
3. Participate in performance review discussion(s)
4. Conduct performance review meetings
5. Sign Performance Review Form indicating review was
completed
6. Submit Signed Performance Reviews to Division
Leader
7. Division Leader reviews, signs and forwards originals
to Human Resources
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Performance Review - 2012
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Performance Review
Timeline
Each division leader will determine and communicate the specific
time period for completing reviews within his or her area
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Performance Review - 2012
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Resources available to
employees
Your supervisor
Performance Management website
• Performance review forms
• Recorded webinar (afternoon of 3/30/12)
• Tips to complete your review
– Self
– Supervisor
• FAQ’s
HR Business Partners, Connie Perme &
Teri Compton
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Performance Review - 2012
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Special thanks to…
Erik Ball
Assistant Director,
Technology Support
Nike’ Cline Bailey
HR Generalist
Kat Hollowell
Sr. Web Designer
Mary Walroth
HR Assistant
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Performance Review - 2012
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Please visit the Performance
Management website for
additional information
http://www.xavier.edu/hr/perform.cfm
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Performance Review - 2012
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So what if we were all these things?
What could happen?
The possibilities are endless
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Performance Review - 2012
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References
Aberdeen Research Group
Buzzle.com
Corporate Leadership Council
Human Resource Leadership Council
Linda Gravett and Associates
Society for Human Resource
Management (SHRM)
• Sonar6
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•
•
•
•
•
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Performance Review - 2012
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