W elcom e! This webinar Annual Performance Reviews that Xcel is - - PowerPoint PPT Presentation

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W elcom e! This webinar Annual Performance Reviews that Xcel is - - PowerPoint PPT Presentation

Dec 05, 2023 265 likes •758 views

W elcom e! This webinar Annual Performance Reviews that Xcel 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

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W elcom e!

This webinar

Annual Performance Reviews that Xcel

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.

Annual Performance Reviews that Xcel 1

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Annual Performance Reviews that Xcel

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

2 Annual Performance Reviews that Xcel

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3

Agenda

  • Benefits of a performance review
  • Planning preparation

– Before – During – After

  • Guiding principles for a

– Self assessment – Supervisor assessment

  • Resources for your continued learning

Annual Performance Reviews that Xcel

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Outcom e

Successfully write a performance review

  • enhances the working relationships between

supervisors and their employees,

  • builds a foundation of open and continued

communication and follow-up,

  • focuses on our goals/objective ‘what we do’ and
  • the behaviors we exhibit in our work ‘how we

do it’

Annual Performance Reviews that Xcel

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Xavier’s Perform ance Managem ent Lifecycle – a Yearlong Process

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Set Goals Acknowledgement

  • f Performance

Ongoing Feedback and Dialogue with Supervisor

Annual Performance Reviews that Xcel

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Perform ance Review Tim efram e

Check with your supervisor

Division leaders may have a division specific timeframe for completing reviews

Annual Performance Reviews that Xcel

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  • Research says…

– 25% increase in job performance – Corporate

Executive Board

– Quality of manager participation in performance reviews is critical – Human Resource

Leadership Council

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W hy do annual perform ance review s?

Fair and accurate feedback on performance from a knowledgeable source is the single most important lever for improving individual performance.

Annual Performance Reviews that Xcel

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  • Encapsulate feedback throughout

the year

– Job performance – Expectations – Transparency

  • Improved Employee Engagement

– morale – behavior – performance

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W hy do annual perform ance review s?

Annual Performance Reviews that Xcel

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Preparation for…

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Before Meeting During Meeting After Meeting

Annual Performance Reviews that Xcel

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PM IQ

Q: When giving employees feedback on

their progress toward goals, you should avoid getting too specific. TRUE or FALSE

A: False. The m ore specific you

are, the m ore the em ployee w ill learn from the feedback

Annual Performance Reviews that Xcel

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NEW 3 -Point Perform ance Rating Scale

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The W HAT

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Goals and Objectives Job Duties and Responsibilities

Outcom es

Annual Performance Reviews that Xcel

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The HOW

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Behaviors…Actions

Annual Performance Reviews that Xcel

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Perform ance Assessm ent W here to Begin?

Listened to employee concern and took action Completed most projects on time Increased student recruiting numbers Was over budget a bit…

  • ops!

Completed required training

Be Specific … that’s where the rubber meets the road.

Annual Performance Reviews that Xcel

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Some considerations for performance content:

  • Effectiveness in working with peers? With employees in others

departments?

  • Completion of goals set out to complete this year?
  • Inclusion of key stakeholders in important decisions?
  • Effectiveness in working with new team members?
  • Any additional duties/ accomplishments achieved this year?
  • Specify areas where job requirements were met or exceeded,

and explain with examples

  • Specify areas where job requirements were not met and

reasons for it.

  • What steps are needed to improved performance?
  • If more support is needed, be prepared to discuss so this

concern can be addressed

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Perform ance Assessm ent W here to begin?

Be Specific

Annual Performance Reviews that Xcel

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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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Perform ance Assessm ent Planning

Be Specific

Annual Performance Reviews that Xcel

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Gather information throughout the year

– Keep separate files (manual / electronic) – Direct and Indirect Observations – E-mails – Handwritten notes – Work results

Focus on: Outcomes Behavior

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Perform ance Assessm ent Planning

Annual Performance Reviews that Xcel

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Validate your job responsibilities

– Review position description – Any changes? – New duties added?

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Perform ance Assessm ent Planning

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Showcase Performance

– List achievements

  • Thorough summary

– Asset to the team

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Perform ance Assessm ent Planning

My Achievem ents for the Year Projects My Contribution Feedback Received Department Retreat Coordinator Positive feedback from colleagues Director pleased with agenda and speakers scheduled High evaluation scores for event

Sample draft

Annual Performance Reviews that Xcel

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Strong Action Verbs for Performance – Developed – Completed – Established – Created

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Perform ance Assessm ent Planning

Annual Performance Reviews that Xcel

required training classes for a police officer an application to track all Position activity of Xavier employees a scheduling tool that assigns landscaping projects to Groundskeepers a consortium for community involvement

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Strong Adjectives for Performance

– Positive feedback example

Perform ance Assessm ent Planning

Angie displayed stupendous com m unication skills w hen 7 of 1 0 custom ers provided negative feedback about the recent im plem entation of online bill paym ent. Having listened to each custom er patiently, she provided a sound justification for their issue, and prom ised to resolve those w ith potential im pact on the new guidelines.

Annual Performance Reviews that Xcel

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Strong Adjectives for Performance

– Constructive feedback example

Perform ance Assessm ent Planning

W hen 7 of 1 0 custom ers provided negative feedback about the recent im plem entation of online bill paym ent, w e found Angie quite flustered and unable to answ er the issues custom ers raised, effectively. She portrays a lack

  • f know ledge in the new guidelines and in experience

w hen it com es to dealing w ith challenging situations such as these.

Annual Performance Reviews that Xcel

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Employees are Unique

– Work may be similar but performance is not

Perform ance Assessm ent Planning

Annual Performance Reviews that Xcel

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Overall Perform ance Rating

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I nstitutional Values Com petencies Goals/ Objectives Job Responsibilities

+

Annual Performance Reviews that Xcel

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How to Prepare a Really Useful Performance Review - 2012 25

Perform ance Review Agenda

Agenda

Meeting start time Meeting stop time Meeting location Topics for Assessment

Goals/Objectives/Job Duties Values and Competency review Supervisor’s and Employee’s Self Assessment part of the discussion Career Development

Next Steps

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Before Meeting

  • Familiarize yourself with the NEW review form
  • Human Resources will communicate annual

performance review timeframe to all Staff employees

  • Review position description and note any changes
  • Compile all performance-related examples and

documentation since the last review

  • Complete your self-assessment
  • Supervisors complete assessments for your

employees

  • Schedule an individual appointment for review

meeting; arrange for privacy without interruptions

26 Annual Performance Reviews that Xcel

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Preparation for…

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Before Meeting During Meeting After Meeting

Annual Performance Reviews that Xcel

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PM IQ

Q: Annual review meetings should be brief

  • pportunities for the supervisor to summarize

the past year and tell the employee what the coming year’s goals are. TRUE of FALSE

A: False. Allow opportunity for a

thorough review of perform ance, w ith enough tim e for a supervisor- em ployee dialogue on w hat has happened and on w hat to aim for in the future ( appx one hour)

Annual Performance Reviews that Xcel

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PM IQ

Q: You should wait to mention

employee performance problems until the annual appraisal meeting.

A: False. You should bring up

problem s w ith the em ployee as soon as you identify them

Annual Performance Reviews that Xcel

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Actively Participate in Meeting

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Employee Supervisor

Annual Performance Reviews that Xcel

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Keep Reviews Positive

– Reward for performance – Constructive feedback for development

Perform ance Review Meeting

Annual Performance Reviews that Xcel

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  • Feedback is essential

– From supervisor – From employee

  • 2-way conversation
  • Active listening

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Perform ance Review Meeting

Annual Performance Reviews that Xcel

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Asking pow erful questions to your em ployees

  • 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?

Annual Performance Reviews that Xcel

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  • New and challenging assignments
  • Learning opportunities
  • Validate your job strengths

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Communicate future development

  • pportunities

Annual Performance Reviews that Xcel

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During Meeting

  • Actively participate
  • Review position description

– Discuss and update any job duties/ responsibilities that may have changed

  • Discuss overall performance including strengths and areas

needing improvement during entire review period – How we do our work (institutional values and core competencies) – What we do (objectives and/ or job responsibilities

  • Plan and schedule any follow-up activities concerning ongoing

improvement and development

  • Complete/ revise the comments/ ratings on the review form

based on exchange of information during the meeting

35 Annual Performance Reviews that Xcel

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PM IQ

Q: Depending on the type of job, you may measure:

  • a. Knowledge
  • b. Results
  • c. Effort
  • d. All above

A: Results, effort, and know ledge all m ay

be useful criteria w hen m easuring job perform ance. I n m any cases, the best approach is to use or com bine all three of these criteria

.

Annual Performance Reviews that Xcel

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Preparation for…

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Before Meeting During Meeting After Meeting

Annual Performance Reviews that Xcel

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After Meeting

  • Employee and supervisor sign the review

form

  • Make 2 copies of the review form and

position description – Employee – Supervisor

  • Submit Signed Performance Reviews to

Division Leader (or designee)

  • Division Leader (or designee) reviews,

signs and forwards original to Human Resources

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eep it specific nform ation gathered year round

  • surprises

evelop a w orking relationship

  • f trust and transparency

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THI S OUT!

Annual Performance Reviews that Xcel

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High perform ing organizations

position performance reviews as part of everyday operations (not as an HR function)

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High perform ing supervisors

talk about performance every day, giving timely and useful feedback to their employees

42 Annual Performance Reviews that Xcel

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High perform ing em ployees

welcome feedback as a source of inspiration, motivation and reassurance They ask for feedback and focus on always improving

43 Annual Performance Reviews that Xcel

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Resources available to you

Your supervisor Perform ance Managem ent w ebsite

  • NEW Performance review form
  • Presentation slide deck
  • Recorded webinar
  • Tips to complete your review

– Self – Supervisor

  • FAQ’s

HR Business Partners, Connie Perm e & Teri Com pton

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  • Nike’ Cline Bailey - HR

Generalist

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A BIG shout out to…

Annual Performance Reviews that Xcel

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Visit the Perform ance Managem ent w ebsite to access:

Perform ance Review Form ( now !) Presentation Slide Deck ( 3 / 1 8 ) Action Verbs job aid ( 3 / 1 8 ) Guidelines for Annual Review s ( 3 / 1 8 ) Checklist of Action I tem s ( 3 / 1 8 ) Com petency Guide ( 3 / 1 8 ) I nstitutional Values ( now !) http:/ / w w w .xavier.edu/ hr/ perform .cfm

Annual Performance Reviews that Xcel

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Thanks for joining us today for the “Annual Performance Reviews that Xcel! webinar! Please visit the Performance Management website for additional information

http:/ / w w w .xavier.edu/ hr/ perform .cfm

Annual Performance Reviews that Xcel

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  • 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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References

Annual Performance Reviews that Xcel