PERFORMANCE APPRAISAL

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PERFORMANCE APPRAISAL

• Year 2011-2012

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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

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Performance AppraisalsCommon 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

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Performance AppraisalsCommon Mistakes (contd)

• Failure to establish consequences of performance
  deficiencies
• Disallowing employees opportunity comment on
  their appraisals
• Using the appraisal to retaliate against an
  employee

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Performance AppraisalsEmployee 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

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Performance AppraisalsEmployee Expectations
(contd)

• Identify and eliminate performance problems
• Recognize and motivate quality performance
• Opportunities for baseline performers to improve
  contributions
• Document and support employment decisions

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Performance AppraisalsImplementing Meaningful
Performance Appraisals

1. Gather documentation
2. Develop the written appraisal
3. Conduct the appraisal review session

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Performance AppraisalsImplementing Meaningful
Performance Appraisals (contd)

• 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 observationsReview supervisor, manager,
  co-worker comments

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Performance AppraisalsImplementing Meaningful
Performance Appraisals (contd)

• 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

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Performance AppraisalsImplementing Meaningful
Performance Appraisals (contd)

• 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
• Managers tone is punitive or condescending

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Performance AppraisalsImplementing Meaningful
Performance Appraisals (contd)

• 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 Dont act like the employees time
  is less valuable
• Advance notice Allow the employee to be
  prepared
• Icebreaker Start on a friendly and relaxed note

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Performance AppraisalsImplementing Meaningful
Performance Appraisals (contd)

• 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

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Performance AppraisalsDuring the Appraisal
Process

• Potential Emotional Reactions
• Emotional Distress
• Hostility
• Defensiveness
• Denial

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Performance AppraisalsDuring the Appraisal
Process (contd)

• 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?

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Performance AppraisalsDuring the Appraisal
Process (contd)

• Potential Emotional Reactions
• Hostility - employee channels his/her emotions
  into aggression
• How can you handle it?
• Be patient
• Offer privacy
• Suggest rescheduling
• Other ideas?

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Performance AppraisalsDuring the Appraisal
Process (contd)

• Potential Emotional Reactions
• Defensiveness - employee makes excuses
• How can you handle it?
• Listen objectively
• Be compassionate
• Reinforce expectations
• Other Ideas?

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Performance AppraisalsDuring the Appraisal
Process (contd)

• 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?

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Performance Appraisal Procedures

1. Instruct employees to complete self-evaluation
   (interactive PDF form via HR website)
2. Employees have maximum of ONE WEEK to complete
   and submit self-evaluation
3. Complete Performance Appraisal
4. First-line supervisors shall meet with Director
   or Dean for appraisals review prior to meeting
   with employee
5. Schedule meeting with employee
6. Conduct formal meeting with employee. Review
   Appraisal and determine goals, timelines, etc.
7. You and employee sign the completed Performance
   Appraisal form after the meeting
8. Forward copy to employee and turn in completed
   ORIGINAL form to Human Resources (ATTN Frank
   Gomez) by February 15, 2008
9. If you have any questions please call me (956)
   872-3646

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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 employees accomplishments
• Discuss employees potential
• Cover areas in which change is required,
  expected, demanded or desired

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Successful Meeting Checklist (contd)

• 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

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