writing effective performance appraisals

1. Performance and Staff Development Program 2011

2. Performance and Staff Development Program Goals Provide accurate written feedback on performance and accomplishments for appraisal cycle Establish performance goals/expectations for coming cycle Address professional development needs using competencies or other feedback

3. Writing Effective Performance Appraisals Prepare Gather relevant performance documentation Progress reports, letters, commendations, performance letters Refer to goals/expectations and professional development for appraisal year Advise staff that appraisals are being completed Ask staff to complete Self-Appraisal Worksheets and review these prior to finalizing appraisals

4. Writing Effective Performance Appraisals Assess performance results against established expectations/goals Consider any extenuating circumstances Describe performance results in detail: helps staff member understand how successful s/he is in performing job duties lets staff member know where performance did and did not meet expectations include accomplishments, strengths and areas needing enhancement or improvement Provide supporting examples to further clarify the assessment of performance

5. Example of Effective Feedback to Susan about Exchange Email Project Susan, you successfully migrated our email to the ISC Exchange Email system by December 1, the established deadline for this migration. In addition, you placed on the shared drive easy to understand tips (in Q & A format) for using the new exchange systems and held lunch time training sessions for the staff. As previously discussed, I received many compliments from the staff on how you handled this migration with minimal downtime of their computer systems. They also praised you for the support and orientation you gave them in understanding the features of the new email system. We recognize that you had to work long hours and some weekends during this transition and appreciate your diligent efforts. Because of your outstanding efforts we transitioned to the new system in a very systematic and effective way without any adverse impact on our daily operations. Writing Effective Performance Appraisals

6. Writing Effective Performance Appraisals Setting Clear Expectations Help staff understand responsibilities Provide measures against which performance results are assessed Provide clear strategic direction for next appraisal cycle Set foundation for effective performance management Enhances staff productivity

7. How do expectations and job duties differ? Job duties define what a person does. Expectations define how the person should perform the job duties. Expectations focus on end results, not just activities. Sample Job Duty and Expectation Job Duty: Implement new software and computer programs Expectation: Transition entire department to the ISC Exchange Email System by December 1. Establish transition plan for review and approval by October 15. Plan should include strategies for orientating and training staff on the new system. Transition must be performed with minimal computer system downtime and minimal interruption to daily departmental operations. Writing Effective Performance Appraisals

8. Types of Expectations Quantity or Output Focus on results; often involve numerical measurement Example: 15 job tickets should be accurately processed each day. Quality or Behavior Expectation Focus on means, method for achieving goal Example: When you receive a customer complaint, you should actively listen to his/her concerns, document the complaint in writing, thoroughly investigate the complaint, take the appropriate action to resolve the complaint and communicate results to the customer within 2 working days. Writing Effective Performance Appraisals

9. Use S.M.A.R.T.S. criteria to write expectations: Specific Measurable Achievable Results Oriented Time Bound Stretch Writing Effective Performance Appraisals

10. Writing Effective Performance Appraisals Addressing the professional development needs of staff: Increases individual staff performance and effort Enhances the skills and abilities of the workforce Improves overall productivity Increases staff commitment and engagement Retains a highly qualified, diverse workforce

11. Writing Effective Performance Appraisals Professional Development Feedback can entail: Identifying competency areas staff member needs to enhance Competencies listed in Guidelines or on Performance and Staff Development Plan (Long Form) on HR website Formal or informal training Developmental assignments Assignment to a project team Designing or revamping a program, process or system Training/mentoring others Discussing and formulating career plans Consult with Penn�s Career Coach (215-898-1371) http://www.hr.upenn.edu/Learning/Career.aspx

12. Writing Effective Performance Appraisals Discuss and document in the performance appraisal: How staff member demonstrated competencies identified for current appraisal cycle Competency areas that need further development Competencies that staff member should address in upcoming appraisal cycle to enhance development Staff member�s professional development and career plans

13. Feedback on competencies should: be detailed, qualitative help staff member�s professional development discuss in detail how staff member demonstrates the competency, using supportive examples advise staff member on how competency area could be further developed Writing Effective Performance Appraisals

14. Writing Effective Performance Appraisals Instead of this feedback: �You have good communication skills.� Consider writing: �Your oral and written communication is clear, accurate and thorough. The monthly reports you submitted were complete, easy to understand and required little to no modification. You can enhance your presentation skills by taking a training course on Effective Presentations and implementing the course recommendations into your upcoming presentation to staff and faculty.�

15. Program uses a 5-tier overall rating system: Staff member's performance consistently exceeds established goals/expectations for the position and is clearly outstanding overall. Staff member's performance consistently meets and frequently exceeds all established goals/expectations for the position. Staff member's performance consistently meets established goals/expectations for the position. Staff member's performance meets some, but not all, established goals/expectations for the position and improvement in specific areas is required. Staff member's performance is unacceptable for the position and significant improvement is required. Writing Effective Performance Appraisals

16. Writing Effective Performance Appraisals Things to consider when selecting the overall rating: Did the staff member achieve all of the expected goals/expectations for this appraisal cycle? Did the staff member achieve some but not all goals/expectations for this appraisal cycle? If not, were there extenuating circumstances which affected the staff member's ability to achieve the desired results? If applicable, how did the staff member�s performance surpass the desired results? How often did the performance surpass the desired performance results? What impact did the staff member's performance have on the attainment of the department's goals and objectives?

17. Writing Effective Performance Appraisals When completing appraisals remember: Give accurate, honest, detailed feedback Be fair and consistent Take into consideration the entire appraisal cycle, including extenuating circumstances that affected performance Feedback should summarize the verbal/written feedback given to staff during the appraisal cycle. (There should be few surprises.) Include feedback and discussion on professional development Differentiate overall ratings based on actual performance results obtained This is an important decision that should support other employment decisions and comply with University policies

18. Writing Effective Performance Appraisals Performance and Staff Development materials are available online at: http://www.hr.upenn.edu/StaffRelations/Performance/Default.aspx Call your school/center Human Resources representative or the Division of Human Resources (215-898-6093) for questions or training Appraisals must be completed and in Performance Appraisal Database no later than June 1, 2011. (Schools/centers may set earlier deadlines.)