Effective Performance Appraisal Process Guidelines

1. The Performance Appraisal Process Case Audio conference September 17, 2003

2. Agenda • When to do performance appraisals • Why we do performance appraisals • How we do performance appraisals • Preparation for the performance interview

3. Performance Appraisal Policy • All supervisors should give their employees a formal performance appraisal at the end of the employee’s introductory period, and annually thereafter during the month of the employee’s anniversary • Prior to the appraisal meeting, the employee and the supervisor must complete the written appraisal • All reviews should be completed in the month of the anniversary date

4. Purpose of Performance Appraisals... Helps Case Effectively Manage It’s People • It communicates corporate and department goals • It builds stronger working relationships, improves productivity, and decreases turnover • It identifies poor or marginal performers • It provides objective basis for raises, promotions, training, and other personnel actions • It provides documentation for inquiries on claims of discrimination.

5. Purpose of Performance Appraisals... Enables You to Meet Your Goals • It identifies both strong performers and those who need improvement • It identifies general training needs • It develops and improves rapport with employees and builds morale • It recognizes employee achievements and demonstrates fairness • It helps identify goals for employees to meet to help organizational goals • It demonstrates your management skills.

6. Purpose of Performance Appraisals... Lets Employees Know How They Are Doing • It recognizes their accomplishments • It provides a chance to communicate with supervisors about their goals and performance • It helps them set goals, improve performance, and build opportunities for career development • It brings to their attention any areas of job performance needing improvement • It encourages them to take responsibility of their performance and progress • It assures them that appraisals are fair.

7. Documenting Performance

8. Types of Documentation • Critical incidents • Positive performance incidents • Negative performance incidents • Written performance appraisal

9. Case Performance Appraisal Forms • Performance Appraisal • Self Appraisal

10. Completing the Performance Appraisal Form • Select the significant segments of the job • Follow form format • Be detailed and use specific examples • Be sure appraisal is: - objective - goal related - based on performance and behavior - avoid the halo or horns effect.

11. Completing the Performance Appraisal Form (cont.) • Develop specific performance improvements and goals for the coming year • Setting the Performance goals are the standard for evaluating performance - Job related - Measurable - Observable - Doable - Agreeable - Prioritized - Written - Flexible

12. Objectives to Accomplish in an Appraisal Meeting • To reach agreement in the performance of the subordinate • To identify strengths • To identify performance areas that need to be improved • To agree on a performance improvement plan for one area needing improvement • To agree on what’s expected for the next appraisal period.

13. Plan the Appraisal Meeting • Decide on the best time • Decide on the best place • Prepare the facilities • Gather information and material • Plan the opening • Plan the approach • Give the subordinate appropriate advance notice • Plan the conclusion • Guarantee no interruptions • Avoid inappropriate preparation.

14. Appraisal Interview Guidelines • Establish and maintain rapport • Clearly explain the purpose of the interview • Encourage the subordinate to talk • Listen and don’t interrupt • Avoid confrontation and argument • Focus on performance not personality • Focus on the future, not the past • Emphasize strengths as well as areas to improve • Terminate the interview when advisable • Conclude on a positive note.

15. Q & A