WELCOME BACK! Supervisor Essentials

1. WELCOME BACK!Supervisor Essentials Performance Management Pre-Test

2. Session Objectives Participants will discuss: • the three phases of the performance management cycle; • the tools and effective methods for providing performance feedback; • the value of on-going communication about performance.

3. Participant Objectives: What do you want to talk about?

4. Performance Management: What’s the point?

5. Three Participants • Supervisor • Reviewer • Employee

6. Three Phases • Phase I – Planning • Phase II – Monitoring • Phase III – Evaluation

7. Phase I – Planning Timeframe: Immediately following annual evaluations Certify PD’s by December 1.

8. Phase I – Planning Supervisor Responsibilities: • Seek employee input • Update • Set development plan • Obtain reviewer approval • Meet with employee

9. Phase I – Planning Reviewer Responsibilities: Review and approve PD

10. Phase II Monitoring Timeframe On-going year-round

11. Phase II Monitoring Supervisor Responsibilities • Observe performance and document • Provide regular on-going feedback • Document exceptional or below contributor performance in particular • Document PD changes • Provide interim performance reviews

12. Phase II Monitoring Reviewer Responsibilities • Review and approve any changes to PD • Monitor employee performance • Review and approve any extraordinary or below contributor performance forms

13. Phase III –Evaluation Timeframe Begins late August Concludes October 25.

14. Phase III –Evaluation Supervisor Responsibilities • Solicit self-evaluation • Enter rating and comment for all • Forward to reviewer for approval • Meet with employee • Submit by deadline

15. Phase III –Evaluation Reviewer Responsibilities • Review (fair, appropriate comments, consistency within division) • Direct revisions if needed • Return timely to supervisor • Respond to appeals

16. Ratings • Contributor - This rating recognizes work that is at or above the performance standards by meeting and achieving the criteria of the job function throughout the performance cycle. Employees at this level are achieving the core responsibilities and performance measures as outlined by the manager. • Extraordinary Contributor - This rating recognizes work that is characterized by exemplary accomplishments throughout the performance cycle and performance that considerably and consistently surpasses the criteria of the job function. • Below Contributor- This rating recognizes job performance that fails to meet the criteria of the job function.

17. Extraordinary Contributor What does “extraordinary” look like?

18. SMART Goals • Specific– • Measurable– • Attainable– • Relevant– • Time-Framed

19. During the performance cycle when do we: • Involve the employee? • Communicate verbally? • Communicate in writing? • Provide performance feedback? • Keep documentation?

20. Performance Management CCC

21. WHY COLLABORATE? • Builds trust and effective communication • Helps employees take “ownership” of work, problems, successes • Eliminates surprises • It’s practical! Employee and supervisor need to know and agree on expectations, needed results, barriers, training needs, stress factors, etc.

22. LET’S DISCUSS: WHAT’S THE DIFFERENCE? PERFORMANCE BEHAVIOR

23. Resolving Differences Collaboratively Time-out Active listening Focus Once resolved, forget it and move on

24. Tools • Daily conversations • Weekly check-in • Regular meetings (individual & team) • Training opportunities • Recognition programs • Customer feedback • Email – summarizing, recapping, complimenting!

25. Tools • Position Description • Work audits • Inspections • Verbal feedback • Supervisory notes • Interim Evaluations • Annual Evaluations

26. Tools • Probationary Progress Review • Counseling Memo • Notice of Substandard Performance-Improvement Needed • Acknowledgement of Extraordinary Contribution • Written Notice (formal discipline)

27. Application

28. Session Wrap Up Post-Test Feedback Forms Thanks for your participation!