PERFORMANCE APPRAISAL

Year: 2008-2009

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

I. Gather documentation

II. Develop the written appraisal

III. Conduct the appraisal review session

Performance Appraisals:Implementing Meaningful Performance Appraisals (cont’d)

I. Gather Documentation

a) Personal observationObserve actual performance and judge results (Halo or Horn)

b) Feedback documentationUse performance notes made throughout the year

c) Personnel FileExamine past performance reviews, discipline records, and awards

d) Measurement toolsCheck documents that support performance rating. Examples: Time clock reports for attendance and tardiness, etc.

e) Others’ observationsReview supervisor, manager, co-worker comments

Performance Appraisals:Implementing Meaningful Performance Appraisals (cont’d)

II. Develop Appraisal Guidelines for writing appraisals

a) Set aside dedicated timeGather performance documentation and eliminate interruptions

b) Evaluate performance based on expectationsReview established expectations, job description, performance goals

c) Rate how well expectations were metd) Give honest ratings

acknowledge strengths and address ongoing problemse) Provide specific examples

Avoid generalities, note specific contributions and accomplishments

f) Avoid personal and subjective statementsNo exaggerations, no character attacks

Performance Appraisals:Implementing Meaningful Performance Appraisals (cont’d)

III. Conducting the Appraisal Review session – Common Mistakes

a) Manager is ill-preparedb) Employee is not given adequate noticec) Discussion is rushed or interruptedd) Employee is not given the opportunity to

commente) Manager’s tone is punitive or

condescending

Performance Appraisals:Implementing Meaningful Performance Appraisals (cont’d)

III. Conducting the Appraisal Review session- Maximizing the review

1) Be preparedo Determine discussion directiono Anticipate objectiveso Gather supportive documentation

2) Set the right toneo Establish a supportive environment

o Private location – Maintain confidentialityo Quiet and undisturbed – eliminate distractionso Level playing field – Avoid superiorityo Timing – choose a quiet time

o Demonstrate Respecto Timeliness – Conduct reviews by due dateo Appointments – Don’t act like the employee’s time is less valuableo Advance notice – Allow the employee to be prepared o Icebreaker – Start on a friendly and relaxed note

Performance Appraisals:Implementing Meaningful Performance Appraisals (cont’d)

III. Conducting the Appraisal Review session- Maximizing the review

o Have the best mindseto Tone – Professional and supportiveo Focus – Future goals and objectiveso Open-mindedness – Seek explanationso Emotions – Calm and centered

3) 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

IV. Potential Emotional Reactions

a) Emotional Distress

b) Hostility

c) Defensiveness

d) Denial

Performance Appraisals:During the Appraisal Process (cont’d)

IV. Potential Emotional Reactionsa) Emotional Distress - employee becomes

tearful or angry, but not aggressiveo How can you handle it?

o Be patiento Offer privacyo Suggest reschedulingo Other ideas?

Performance Appraisals:During the Appraisal Process (cont’d)

IV. Potential Emotional Reactionsb) Hostility - employee channels his/her

emotions into aggressiono How can you handle it?

o Be patiento Offer privacyo Suggest reschedulingo Other ideas?

Performance Appraisals:During the Appraisal Process (cont’d)

IV. Potential Emotional Reactionsc) Defensiveness - employee makes

excuseso How can you handle it?

Listen objectively Be compassionate Reinforce expectations Other Ideas?

Performance Appraisals:During the Appraisal Process (cont’d)

IV. Potential Emotional Reactionsd) Denial - employee insists your

evaluation is incorrecto How can you handle it?

Listen objectively Investigate as necessary Provide supportive documentation Other ideas?

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 Appraisal4. First-line supervisors shall meet with Director or Dean for

appraisals review prior to meeting with employee5. Schedule meeting with employee6. Conduct formal meeting with employee. Review Appraisal

and determine goals, timelines, etc.7. You and employee sign the completed Performance

Appraisal form after the meeting8. 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

Successful Meeting Checklist

o Discuss each goal or objective established for the employee

o Explore areas of agreement and disagreement

o Cover positive skills, traits, accomplishments and growth potential

o Reinforce employee’s accomplishmentso Discuss employee’s potentialo Cover areas in which change is

required, expected, demanded or desired

Successful Meeting Checklist (cont’d)

o Provide employee goals to correct deficiencies within a specified time period

o Make training/development recommendationso Discuss consequences of non-compliance

where applicableo Set objectives for next performance appraisal

(or specific timeline)o Have employee sign appraisal to acknowledge

having read it, and give employee an opportunity to comment in it in writing

o Thank employee for his/her efforts