Performance Feedback

1. Performance Feedback

2. Overview • Definition / Objective • Types of Feedback • Feedback Process • Rater Errors • Avoiding Rater Errors • Requirements • Feedback Forms

3. Definition of Performance Feedback • Definition: Formal, private, written communication between the ratee and rater about the rater’s expectations and standards and the ratee’s responsibilities and performance. (AFI 36-2406)

4. Objective of Performance Feedback Objective: To direct or establish performance related communication - Face-to-face feedback - Learn strengths and weaknesses - Clarify confusion and set expectations

5. Objective of Performance Feedback • Requires supervisor to: • Discuss objectives, standards, behavior, and performance with the ratee • Provide a written progress report before and after an official evaluation is due

6. Types of Feedback • Day-to-Day

7. Types of Feedback cont’ • Performance Feedback Session - Scheduled - Documented

8. Tue Jan 7 11:55:09 CDT PERSONAL DATA -PRIVACY ACT OF 1974 To: 20 MISSION SUPPORT SQ/MSMA MADDUX AFB GA 31622 ATTN: 2LT J. DOE 987-65-4321 OFFICER TRAINING SCHOOL STUDENT WING SUBJ: RATER INITIAL/FOLLOW-UP PERFORMANCE FEEDBACK NOTIFICATION 1. RECORDS INDICATE YOU ARE THE SUPERVISOR/RATER FOR SSGT LAVINA J. UNION. IF THIS IS INCORRECT, PLEASE CONTACT YOUR ORDERLY ROOM. 2. IF YOU HAVEN'T ALREADY DONE SO, THIS IS A REMINDER TO DISCUSS DUTY PERFORMANCE AS SOON AS POSSIBLE WITH THE RATEE AND COMPLETE THE APPROPRIATE PERFORMANCE FEEDBACK WORKSHEET (PFW) AS PRESCRIBED IN AFI 36-2403. A NOTICE HAS BEEN SENT TO THE RATEE INFORMING HER TO CONTACT YOU AND REQUEST A SESSION IF THIS FEEDBACK SESSION HAS NOT BEEN COMPLETED. 3 . PERFORMANCE FEEDBACK IS PRIVATE BETWEEN YOU AND THE RATEE. ITS PURPOSE IS TO IMPROVE DUTY PERFORMANCE. AFTER THE SESSION IS FINISHED, GIVE THE ORIGINAL, COMPLETED PFW TO THE RATEE. THE PFW WILL NOT BE MAINTAINED AS AN OFFICIAL RECORD. THIS DOES NOT, HOWEVER, PREVENT YOU FROM KEEPING A COPY FOR PERSONAL REFERENCE . 4. ADDITIONAL INFORMATION CONCERNING WHEN FEEDBACK SESSIONS ARE REQUIRED AND INFORMATION TO HELP YOU PREPARE FOR AND CONDUCT AN EFFECTIVE PERFORMANCE FEEDBACK SESSION ARE IN AFI 36-2403, CHAP 2 (FORMERLY AFR 39-62, CHAP 3, OR AFP 39-15) AND PAGE 2 OF THIS NOTICE IF YOU HAVE ANY QUESTIONS OR NEED FURTHER ASSISTANCE, PLEASE CONTACT THE EVALUATIONS OR CAREER ENHANCEMENT SECTION AT YOUR MPF . 5. THE FOLLOWING INFORMATION IS PROVIDED TO ASSIST YOU: DATE SUPERVISION BEGAN: 1 JAN (current year) DATE OF LAST EPR: 31 DEC (previous year) PROJECTED EPR DATE: 31 DEC (current year) 6. UPON COMPLETION OF INDORSEMENTS BY THE RATEE AND RATER, RETURN THIS RIP TO THE UNIT ORDERLY ROOM FOR INCLUSION IN THE RATEE'S PIF. 7. A PERFORMANCE FEEDBACK SESSION WAS CONDUCTED ON ___________(DATE). ____________________________ __________________________ (SIGNATURE OF RATEE) (SIGNATURE OF RATER) Feedback ProcessPerformance Feedback Notice (PFN)

9. Feedback Process • Rater receives notification from the Commander Support Staff (CSS) • Schedule feedback session • Complete the feedback worksheet prior to the session using AF Form 931, 932, or 724 as appropriate • Conduct feedback session; focus on performance • Both sign and date worksheet • Make a copy for your files (give original to ratee) • There should be no surprises later on the performance report

10. Feedback Process • Rater returns copy of notification to CSS • Signed by both • Filed in Ratee’s Personnel Information File (PIF) • Ratee is notified by MPF to contact supervisor if feedback has not been accomplished

11. Feedback Worksheet Privacy • Feedback worksheet is private between rater and ratee May only be viewed by: • Squadron Commander (for SNCO’s) • Squadron Commander and rater’s rater (TSgt/below)

12. Rater Errors • Rating performance as “outstanding” when it is not • Don’t want to hurt feelings • More lenient when facing ratee • Applying personal standards • Don’t want to impact career • Middle range is where several should be

13. Rater Errors • Halo/Horns Effect Usually the strongest impression • Well-liked people get favorable ratings • Disliked people get unfavorable ratings • General impression of ratee as a person (not his/her performance)

14. Rater Errors • Limited Observation and Poor Recall • Stereotypes • Overlook improvement on past performance • Judged on most recent experiences rather than performance during the entire period

15. How to Avoid Rater Errors: • Exhibit the right attitude; remember the goal is to develop the individual • Learn and practice good observation skills • Gather & report supporting information • Discriminate between relevant and irrelevant information • Doing selective work sampling when direct observation is infrequent

16. Requirements for Performance Feedback Who Receives Feedback and When? • Initial Feedback: • Within 60 days of being assigned a rater • Sets “ground rules” • Colonel and below • All Enlisted

17. Requirements for Performance Feedback • Midterm Feedback: • Midway between the time supervision began and the projected performance report • AB through SMSgt • 2d Lt through Lt Col Airman Basic

18. Requirements for Performance Feedback • Follow-up Feedback: • Occurs in conjunction with the close out of a performance report • AB through CMSgt • 2d Lt through Col Airman Basic

19. Feedback Cycle Follow-up in conjunction with close-out AB-CMSgt 2Lt-Col Midterm mid-way AB-SMSgt 2Lt-LtCol OPR/EPR projected close-out date Initial 60 days AB-CMSgt 2Lt-Col

20. Requirements for Performance FeedbackCont’ • Any time the “ratee” requests feedback • Within 30 days of request • If at least 60 days have passed since last session • Any time the “rater” determines a need • Good or bad feedback

21. Individual Form Details • Performance Feedback • AF Form 931, AB through TSgt • AF Form 932, MSgt through CMSgt • AF Form 724, Lt through Col

22. AF Form 931AB thru TSgt Front Back

24. AF Form 932MSgt thru CMSgt Front Back

26. AF Form 724Lt thru Col Front Back

28. AF Form 931--AB thru TSgtSection IV: Performance Factors • Primary/Additional Duties • Standards, Conduct, Character, Military Bearing • Fitness • Training Requirements • Teamwork/Followership • Other Comments

29. AF Form 932--MSgt thru CMSgtSection IV: Performance Factors • Primary Duties • Standards: Enforcement and Personal Adherence, Conduct, Character, Military Bearing, Customs and Courtesies • Fitness • Resource Management and Decision Making • Training, Education, Off-Education, PME, Professional Enhancement and Communication • Leadership/Teambuilding/Followership • Other Comments

30. AF Form 724--Lt thru ColSection IV: Performance Factors • Job Knowledge • Leadership Skills • Professionals Qualities • Organizational Skills • Judgment and Decisions • Communications • Physical Fitness

31. AF Forms 931, 932 and 724 • Block to check type of feedback • Space to provide feedback on each assessment area on front and goals on the reverse • Assessment areas correlate with evaluation

32. Example AF Form 932 Example AF Form 724 AF Forms 931, 932 and 724 • Forms can be either handwritten or typed • Supervisor required to give specific indication of performance

33. Summary • Definition / Objective • Types of Feedback • Feedback Process • Rater Errors • Avoiding Rater Errors • Requirements • Feedback Forms

34. If you never tell your troops what’s expected you’ll frequently be disappointed with their performance Capt Tim Bazzle …and it’s your fault