CONDUCTING
EFFECTIVE
PERFORMANCE APPRAISALS AND REVIEWS
TABLE
OF CONTENTS
FORWARD
CHAPTER I
SUPERVISION; THE KEY TO SUCCESSFUL REVIEWS
A.
“SUPERVISOR” DEFINED
B.
SOME IMPORTANT REASONS WHY YOU MUST CONDUCT ANNUAL
PERFORMANCE REVIEWS AND THE BENEFITS ACCRUING TO YOU
Create
and Define Standards and Goals
1.
Performance
Standards
2.
Goals
C.
SOME REASONS WHY SUPERVISORS DISLIKE GIVING
ANNUAL PERFORMANCE REVIEWS
D.
DOCUMENTING JOB PERFORMANCE
E.
AN EFFECTIVE REVIEW DEPENDS UPON FACTS . . . SO HAVE THEM AT YOUR
FINGERTIPS
F.
12 COMMON RATING TENDENCIES TO AVOID
1.
Halo Effect
2.
Central Tendency
Rating Performance As Average
Or Around The Midpoint
3.
Rate Behavior Rather Than Work Performance.
4.
Spillover Effect
5.
Status Effect
6.
Contrast Error
7.
Same as Me Rating
8.
Different from Me
Rating
9.
Leniency
10.
Central Tendency
11.
Rating Influenced By
Personal Biases
12.
Association Error
CHAPTER II
HOW TO CONDUCT AN
EFFECTIVE ANNUAL
PERFORMANCE REVIEW
INTRODUCTION
A.
SOME BENEFITS OF ANNUAL PERFORMANCE REVIEWS
1.
Performance Goals Help Employees:
2.
Performance Goals Help Supervisors:
B.
PREPARING THE EMPLOYEE
C.
SCHEDULING THE PERFORMANCE REVIEW MEETING
D.
ADDITION REVIEW PREPARATIONS
E.
HOW TO CONDUCT THE REVIEW
1.
Start By Explaining What Will take Place During The Review
2.
Separate the discussion about performance from any
discussion
of money
3.
Confidentiality
4.
How To Avoid Confrontations
5.
Praise Strong Points, Discuss Weak
Points
6.
Discuss Your Findings Item by Item
7.
Replace Subjective Terms With Standards And Goals
8.
Give Employees Opportunities To Comment On Your Observations
9.
Give The Subordinate A Specific Plan For Improvement
10.
Employees are Entitled To Review Your Ratings and Comments
As Written On The Employee Performance
Appraisal and Evaluation Summary Form
11.
Explain The Meaning of The Signatures on
The Employee Performance Appraisal and Evaluation Summary Form
12.
Explain His Or Her Rights To The Employee
F.
AFTER THE REVIEW
G.
FINAL THOUGHTS
CHAPTER III
PEOPLE DEALINGS AND
MOTIVATION
A.
INCREASING EMPLOYEE MOTIVATION – ONE GOAL OF ANNUAL REVIEWS
1.
Introduction to Motivation.
2.
The Greatest Need of People Is To Be Themselves
B.
MASLOW’S MOTIVATION THEORY
Level
1: Physical Needs
Level
2: Safety Needs
Level
3: Social Needs
Level
4: Ego Needs
Level
5: Self Fulfillment/Actualization Needs
C.
PEOPLE PROBLEMS: CAUSES
D.
DOUGLAS McGREGOR’S THEORY “X” AND THEORY “Y”
E.
TRY TO SURFACE AN EMPLOYEE’S JOB
DISSATISFACTION DURING THE ANNUAL REVIEW
F.
BE AWARE THAT MOTIVATIONS CHANGE
G.
ALWAYS KEEP THE EMPLOYEE’S GOAL(S) CLEARLY
IN-SIGHT
H.
HELP EMPLOYEE’S CONTROL THEIR OWN DESTINY
WHILE AT WORK
I.
SEVEN PROVEN PEOPLE DEALING IDEAS THAT
MOTIVATE
1.
Flatter Your People With Your Personal Interest
2.
Be Consistent In Your Treatment Of Your People
3.
Build Up the Confidence and Pride of Your People by
Regularly Consulting With Them
4.
Always Set an Example
5.
Treat Ideas with Interest, Consideration and Respect
6.
Own Up To Your Errors – Honestly
7.
Make Facts Flow Freely
J.
THE SECRET OF SUCCEEDING IS Y O U
K.
KEY INGREDIENTS OF SUCCESSFUL MOTIVATION
CHAPTER IV
HANDLING VARIOUS ANNUAL REVIEW MEETING SCENARIOS
A.
HELPING EMPLOYEES SET CAREER GOALS
B.
DEALING WITH AN UNACCEPTABLE/POOR
PERFORMER
C.
DEALING WITH AN EMPLOYEE WITH ATTITUDE
ISSUES
1. Long-Term
Employees
2. Terminate?
D.
HANDLING EMOTIONAL SITUATIONS
· ..
Crying:
· ..
Shouting:
· ..
Walking
Away:
· ..
Becoming
Silent:
· ..
Quick
to Agree:
E.
COACHING EMPLOYEE PERFORMANCE
I. Planning and Preparation
II. Conducting the Coaching Session
III. Action-Planning and Follow-up
F.
PREPARING FOR NEXT YEAR’S
PERFORMANCE REVIEW
G.
HOW HUMAN RESOURCES CAN ASSIST YOU
INTRODUCTION
A.
A REVIEW OF THE EVALUATION FORM
B.
JOB CATEGORIES TO BE EVALUATED
C.
THE 5 EVALUATION CHOICES
D.
RATING CRITERIA DEFINITIONS
1.
Clearly Outstanding
2.
Exceeds Expectations
3.
Meets Expectations
4.
Needs Improvement
5.
Unacceptable
E.
IT’S PART OF YOUR JOB TO FORMALLY RATE YOUR EMPLOYEES
F.
HOW TO OBJECTIVELY USE THE RATING SYSTEM
1.
Carefully Read The Five Multiple Choice Rating Descriptions
2.
The Best Time To Rate The Employees Is . . .
3.
Share Evaluations And Prepare To Discuss Them
4.
Do This If The Employee Has Filled Our Their Own Evaluation
And Discussion Guide Forms
5.
Do And Say This If The Employee Has Decided Not To Fill
Our Their Own Evaluation And Discussion Guide Forms
6.
Provide Feedback
7.
Sign The Forms And End The Meeting
8.
Bring Form to Human Resources Office
APPENDICES
APPENDIX
A
EXAMPLE ANNUAL PERFORMANCE REVIEW AND EMPLOYEE’S DISCUSSION GUIDE
APPENDIX
B
EXAMPLE
EMPLOYEE PERFORMANCE APPRAISAL AND EVALUATION SUMMARY FORM
APPENDIX
C
TYPICAL ANNUAL REVIEW MEETING ACTIVITIES CHECK-OFF LIST
APPENDIX
D
INDICATORS OF PEOPLE ORIENTED ORGANIZATIONS
APPENDIX
E
LIST OF NON-MONETARY REWARDS