Performance Management: Focus on Performance Appraisals

Course Objectives

After completing this workshop, the learner will be able to:

• Understand organizational performance rating scale
• Fill out a Performance Appraisal Form
• Conduct meaningful performance appraisal discussions 
• Be prepared for some common challenges of the appraisal process
• Set effective goals with employees

Your Experience

Think about your last review:

• What is HR Planning?
• Focus of Performance Management - Progress and success toward goal achievement
• Investing in Human Resource Development and Performance

• What thoughts come to mind?
• What went right, what went wrong?

Performance Management

An iterative process of goal-setting, communication, observation and evaluation to support, retain and develop exceptional employees for organizational success.

Why Manage Performance?

To reach organizational mission and goals

• Encourage and reward behaviors aligned with organizational mission and goals
• Curb or redirect non-productive activities

What do Employees Expect?

• Clear expectations
• Positive/ constructive feedback on a regular basis
• Involvement in goal setting
• Be treated fairly and consistently
• Sharing of information and resources
• Job/ career enrichment opportunities

Planning for the Process

• Review employee’s job description
• Understand the performance measurement system 
• Review notes from the year
• Understand employee expectations

Types of Appraisal Forms

• Exempt
• Exempt Managerial 
• Non-Exempt
• Senior Administrator

Rating Scale

4 - Excellent (Exceeds Standards)
3 - Good (Fully Meets Standards)
2 – Acceptable (Usually Meets Standards)
1 – Unsatisfactory (Fails to Meet Standards)

Excellent (Exceeds Standards)

• Clearly considered to be exceptional performers. 
• Consistently exceed the communicated expectations of the job function, responsibility or goal. 
• Demonstrate unique understanding of work beyond assigned area of responsibility.
• Identify needs and provide unique, innovative and workable solutions to problems.  
• Achievements and abilities are obvious to subordinates, peers, managers and customers.

Good (Fully Meets Standards)

• These employees are “on track” and fully achieve expectations. 
• Independently and competently perform all aspects of the job function, responsibility, or goal.
• Performance consistently meets the requirements, standards, or objectives of the job.
• Occasionally exceeds requirements. 
• Recognizes, participates in, and adjusts to changing situations and work assignments. 

Acceptable
(Usually Meets Standards)

• Generally meet expectations required for the position.
• Competently perform most aspects of the job function, responsibility or goal. 
• May require improvement in one or two areas of consistent weakness.
• Employee requires coaching in a weak area or may need additional resources or training to meet expectations. 

Unsatisfactory (Fails to Meet Standards)

• Employees with this rating fail to satisfactorily perform most aspects of the position (or function). 
• Performance levels are below established requirements for the job.
• Employee requires close guidance and direction in order to perform routine job duties.
• Performance may impede the work of others and the unit.
• A performance improvement plan must be submitted to OHR. 

Scheduling the Meeting

• Notice
• Location
• Self-evaluation
• Appropriate form
• Comments
• Supervisory approval

Filling out the Form

• Review notes
• Behaviors vs. value judgments
• Align categories on form with employee’s job responsibilities
• Optional categories
• Set goals

Setting Effective Goals

• Quick Tips
• S.M.A.R.T. Goals
• Specific
• Measurable
• Achievable/Agreed Upon
• Relevant
• Time-bound
• Aligned
• Adjustable

Common Mistakes

• Labeling
• Recency
• Central Tendency
• Leniency
• Horns/Halo Effect
• Constancy
• Similarity

Performance Appraisal Practice

• Review Performance Appraisal for items that are:
• Under-rated
• Over-rated
• Poorly stated
• Refer to employee background
• Rewrite Performance Appraisal using tools reviewed today
• Make sure to fill out the form completely including the Goals section

Conducting the Meeting

• Review rating system
• Discuss employee’s self review
• Let employee talk
• Be aware of all three parts of the messages you send:
• Words
• Tone
• Body Language

Dates to Remember

• Appraisals due to your HR contact before the next year academic schedule
• Review form with HR contact before meeting with employee