Welcome! How to prepare for a really useful performance review

1. 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

2. 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

3. Agenda • Benefits of a performance review • Share guiding principles for a • Self assessment • Supervisor review • Resources for your continued learning How to Prepare a Really Useful Performance Review - 2012

4. 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 How to Prepare a Really Useful Performance Review - 2012

5. Xavier’s performance management lifecycle How to Prepare a Really Useful Performance Review - 2012

6. 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!!” How to Prepare a Really Useful Performance Review - 2012

7. Feedback Feedback is ongoing, open two-way communication between two or more people How to Prepare a Really Useful Performance Review - 2012

8. Feedback characteristics Destructive Constructive Specific Honest Timely Helpful Ongoing Supportive Unhelpful Accusatory Personal Judgmental Subjective How to Prepare a Really Useful Performance Review - 2012

9. 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 How to Prepare a Really Useful Performance Review - 2012

10. Feedback Feedback is a GIFT if given and received constructively! Feedback is a GIFT if given and received constructively! How to Prepare a Really Useful Performance Review - 2012

11. Preparing for a Really Useful Performance Review Supervisor Performance Reviews How to Prepare a Really Useful Performance Review - 2012

12. Preparing for a Really Useful Performance Review What is Your Supervisor M.O.? How to Prepare a Really Useful Performance Review - 2012

13. 8 Great Guiding Principles for Supervisors • Gather information on employees throughout the year • Include the “Small Picture” (vs. Big Picture) • Offer Constructive Feedback • Stop Holding Feedback Hostage • Accept Feedback • Remember that Employees are Unique • Keep Reviews Positive • Know Thy Employees How to Prepare a Really Useful Performance Review - 2012

14. 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 How to Prepare a Really Useful Performance Review - 2012

15. 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. How to Prepare a Really Useful Performance Review - 2012

16. 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. How to Prepare a Really Useful Performance Review - 2012

17. 3rd Guiding Principle for Supervisors Offer Constructive Feedback • Specific • Honest • Timely • Helpful • Ongoing • Offers Support How to Prepare a Really Useful Performance Review - 2012

18. 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

19. 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

20. 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

21. 7th Guiding Principle for Supervisors Keep Reviews Positive • Reward for performance • Constructive feedback for development How to Prepare a Really Useful Performance Review - 2012

22. 8th Guiding Principle for Supervisors Know Thy Employees • Direct observation • Frequent informal conversations • Indirect observations from others How to Prepare a Really Useful Performance Review - 2012

23. Asking powerful questions to your employees • Supports 2-way conversations • Allows employees to ‘think’ instead of ‘react’ • Builds trust and openness How to Prepare a Really Useful Performance Review - 2012

24. 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? How to Prepare a Really Useful Performance Review - 2012

25. 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 How to Prepare a Really Useful Performance Review - 2012

26. 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 How to Prepare a Really Useful Performance Review - 2012

27. In a nutshell… K I S S eep it simple nformation is gathered throughout the year urprises…there are none! upervisor and employee participates – 2 way conversation How to Prepare a Really Useful Performance Review - 2012

28. Preparing for a Really Useful Performance Review Employee Self Evaluation How to Prepare a Really Useful Performance Review - 2012

29. Self Evaluation So you met expectations? Good for you! ******** What did you do? Does anyone know? ******** How can they find out? Planned staff retreat Completed most projects on time Was over budget… oops! Added new students Completed required training 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. How to Prepare a Really Useful Performance Review - 2012

30. 8 Guiding Principles for Employees • 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 • Know thy supervisor • Communicate future opportunities How to Prepare a Really Useful Performance Review - 2012

31. 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 How to Prepare a Really Useful Performance Review - 2012

32. 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 How to Prepare a Really Useful Performance Review - 2012

33. 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? How to Prepare a Really Useful Performance Review - 2012

34. 4th Guiding Principle for Employees Market yourself well • List achievements • Thorough summary • Asset to the team sample How to Prepare a Really Useful Performance Review - 2012

35. 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 How to Prepare a Really Useful Performance Review - 2012

36. 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 How to Prepare a Really Useful Performance Review - 2012

37. 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

38. 8th Guiding Principle for Employees Communicate Future Opportunities • New and challenging assignments • Learning opportunities • Validate your job strengths How to Prepare a Really Useful Performance Review - 2012

39. Self Evaluation Questions • Specify areas where you think you have met or exceeded job requirements, explain with examples • Specify areas where you feel you have not met requirements and reasons for it • With reference to the above, what steps have you taken to improve performance? • In what areas would you like to concentrate your knowledge and resources? • Explain your plan of action for the next fiscal year, for better performance • Enlist the areas where you feel you did not got enough support from the management/team members • Be prepared to discuss How to Prepare a Really Useful Performance Review - 2012

40. 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… How to Prepare a Really Useful Performance Review - 2012

41. Preparing for a Really Useful Performance Review In Wrapping Up… How to Prepare a Really Useful Performance Review - 2012

42. High performing organizations position performance reviews as part of everyday operations (not as an HR function) How to Prepare a Really Useful Performance Review - 2012

43. 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

44. High performing employees welcome feedback as a source of inspiration, motivation and reassurance They ask for feedback and focus on always improving How to Prepare a Really Useful Performance Review - 2012

45. 10 affirmations for supervisors and employees • 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 • A Performance Review sets S.M.A.R.T. Objectives for the Future (look it up!) • A Performance Review References Examples of Behavior • A Performance Review is a Two-Way Street • A Performance Review Gives You Confidence to Progress • A Performance Review is as Equally Important to both parties How to Prepare a Really Useful Performance Review - 2012

46. Performance ReviewsSteps to Complete • Compile all performance-related examples and documentation • Create performance reviews • Self • Supervisor • Participate in performance review discussion(s) • Conduct performance review meetings • Sign Performance Review Form indicating review was completed • Submit Signed Performance Reviews to Division Leader • Division Leader reviews, signs and forwards originals to Human Resources How to Prepare a Really Useful Performance Review - 2012

47. Performance Review Timeline April 2nd – May 9th Each division leader will determine and communicate the specific time period for completing reviews within his or her area How to Prepare a Really Useful Performance Review - 2012

48. 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 How to Prepare a Really Useful Performance Review - 2012

49. Special thanks to… Erik Ball Assistant Director, Technology Support Nike’ Cline Bailey HR Generalist Kat Hollowell Sr. Web Designer Mary Walroth HR Assistant How to Prepare a Really Useful Performance Review - 2012

50. Please visit the Performance Management website for additional information http://www.xavier.edu/hr/perform.cfm How to Prepare a Really Useful Performance Review - 2012