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Writing Effective Job Objectives

Writing Effective Job Objectives. Job Objectives SMART Criteria STAR Approach. Job Objectives . Job objectives are an expression of performance expectations in the performance plan that is linked to the organization's goal(s) and mission(s).Job objectives are used to communicate major individua

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Writing Effective Job Objectives

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    2. Writing Effective Job Objectives Job Objectives SMART Criteria STAR Approach Here’s an example of why effective job objectives are so important: Imagine it is the beginning of the year, and you and your supervisor set one of your job objectives as “create a year-end report on spending within the department.” At the end of the year, you create a high-level, one-page report that summarizes the categories of spending and how much was spent over the past year. You think that you have accomplished the job objective. Your supervisor, however, is disappointed because they were expecting a more detailed report with an additional analysis showing not only this year’s spending but also giving a year-by-year comparison. They give you a low rating because you did not meet their expectations. You are frustrated because you did not fully understand the standards against which you were being rated. The situation could have been avoided if you and your supervisor had crafted the job objective to specify the scope of the report, the expected level of analysis, and the outcome.Here’s an example of why effective job objectives are so important: Imagine it is the beginning of the year, and you and your supervisor set one of your job objectives as “create a year-end report on spending within the department.” At the end of the year, you create a high-level, one-page report that summarizes the categories of spending and how much was spent over the past year. You think that you have accomplished the job objective. Your supervisor, however, is disappointed because they were expecting a more detailed report with an additional analysis showing not only this year’s spending but also giving a year-by-year comparison. They give you a low rating because you did not meet their expectations. You are frustrated because you did not fully understand the standards against which you were being rated. The situation could have been avoided if you and your supervisor had crafted the job objective to specify the scope of the report, the expected level of analysis, and the outcome.

    3. Job Objectives Job objectives are an expression of performance expectations in the performance plan that is linked to the organization’s goal(s) and mission(s). Job objectives are used to communicate major individual, team, and/or organizational responsibilities and or/contributions and the related outcomes and accomplishments that are expected of the employee during the appraisal period.

    4. What Are Job Objectives? Task description Focus on activity. The supervisor is ultimately responsible for the outcome. Objective Focus on the result. The employee is responsible for the outcome. Job objectives are different from task descriptions. Task descriptions focus on activities; objectives focus on results. A job objective does not describe an activity; it describes a result.Job objectives are different from task descriptions. Task descriptions focus on activities; objectives focus on results. A job objective does not describe an activity; it describes a result.

    5. What You Should Know In determining whether you have developed an effective job objective, refer to this checklist to look for common errors. If the answer to all questions is yes, then you have a good SMART objective. Is the job objective really an objective? In other words, does the objective describe a result, an outcome, or an ideal future situation? Writing objectives does not require you to be an expert writer, nor do you need to write the objective in one sentence. Writing objectives does not require you to be an expert writer, nor do you need to write the objective in one sentence.

    6. What You Should Know Is the job objective specific enough to assess whether it was accomplished? Is the job objective concise? Is the job objective measurable or verifiable? Does the job objective provide a link to the organizational goals or mission? Is achievement of the job objective entirely within the employee’s control?

    7. SMART Criteria S Specific M Measurable A Aligned R Realistic/Reasonable T Timed Specific means than an observable action, behavior, or achievement is described. It also can mean that the work relates to a rate of performance, frequency, percentage, or other number. For some jobs, it may not be easy to be specific. To the extent possible, however, encourage specificity, as it ensures that supervisors and employees share the same expectations. When thinking of job objectives, focus more on the specific results you are trying to achieve, rather than what you are doing. Write objectives so they can be accomplished during a single appraisal period. Realistic means: The achievement of a job objective is something an employee or a team can do to support a work-unit goal. The job objective should be sufficiently complex to challenge the individual or team, but not so complex that it cannot be accomplished. At the same time, it should not be so easy that it does not bring value to the individual or the team. Relevant implies that the job objective is important to the employee and the organization. Timed (or timely or time0bound) means there is a point in time when the objective will start or when it will be completed. The best practice is to use specific dates because there is a greater tendency to push back relative deadlines. Specific means than an observable action, behavior, or achievement is described. It also can mean that the work relates to a rate of performance, frequency, percentage, or other number. For some jobs, it may not be easy to be specific. To the extent possible, however, encourage specificity, as it ensures that supervisors and employees share the same expectations. When thinking of job objectives, focus more on the specific results you are trying to achieve, rather than what you are doing. Write objectives so they can be accomplished during a single appraisal period. Realistic means: The achievement of a job objective is something an employee or a team can do to support a work-unit goal. The job objective should be sufficiently complex to challenge the individual or team, but not so complex that it cannot be accomplished. At the same time, it should not be so easy that it does not bring value to the individual or the team. Relevant implies that the job objective is important to the employee and the organization. Timed (or timely or time0bound) means there is a point in time when the objective will start or when it will be completed. The best practice is to use specific dates because there is a greater tendency to push back relative deadlines.

    8. Does This Job Objective Meet The SMART Principal? To type all correspondence effectively. No. A better objective would be “Correspondence is formatted correctly and complies with the department's style guide for grammar and usage as determined by managerial review”. This objective specifies a standard (the department style guide) by which to measure work.No. A better objective would be “Correspondence is formatted correctly and complies with the department's style guide for grammar and usage as determined by managerial review”. This objective specifies a standard (the department style guide) by which to measure work.

    9. Does This Job Objective Meet The SMART Principal? Help my supervisor develop a spreadsheet that allows easy comparison of individual travel expenses across our work team. No! Be specific!No! Be specific!

    10. Does This Job Objective Meet The SMART Principal? Develop standard operating procedures for the newly acquired mail sorting tool for release no later than the end of FY10. By July 30, 2008, revise no less than 80% of existing procedures to reflect the impact of the new system. Yes! SMARTYes! SMART

    11. MARST Criteria M Measurable A Aligned R Realistic/Relevant S Specific T Timed

    12. MARST What are you trying to measure? Does the objective fit with your management objective and the organizations overall mission? Realistic – Doable and within your control Relevant – High priority Make it as clear and specific as you can, so that there is no uncertainty about the result. Put in the timeline.

    13. Exercise Mail Assistant, GS-0305-06 Two major categories of Work Developing standard operating procedures for the new mail sorting tool Processing incoming and outgoing mail

    14. Exercise Desired Results The expected result for this job objective is that the Standard Operating Procedures are created for the new mail sorting tool. Incoming and outgoing mail is properly processed.

    15. Exercise M – Measurable Standard Operating Procedures are created for the new mail sorting tool. By July 30, 2008, with supervision, you will revise no less than 80% of existing procedures to reflect the impact of the new system. By September 15, 2008, obtain supervisor approval of no less than 98% of procedures.

    16. Exercise M – Measurable Incoming and outgoing mail is properly processed. Successful completion of this objective is measured by customer satisfaction scores for all measures of 4 (or higher) out of 5.

    17. Exercise A - Alignment Standard Operating Procedures are created for the new mail sorting tool. This helps the division’s goal of providing effective general administrative services to the organization. By July 30, 2008, with supervision, revise no less than 80% of existing procedures to reflect the impact of the new system. By September 15, 2008, obtain supervisor approval of no less than 98% of procedures.

    18. Exercise A - Alignment Incoming and outgoing mail is properly processed. This helps meet the divisions goal of providing effective general administrative services to the organization. Successful completion of this objective is measured by customer satisfaction scores for all measures of 4 (or higher) out of 5.

    19. Exercise R - Realistic/Relevant Standard Operating Procedures are created for the new mail sorting tool. This helps meet the division’s goal of providing effective general administrative services to the organization. By July 30, 2008, revise no less than 80% of existing procedures to reflect the impact of the new system. By September 15, 2008, obtain supervisor approval of no less than 98% of procedures.

    20. Exercise R - Realistic/Relevant Incoming and outgoing mail is properly processed. Meet the division’s goal of providing effective general administrative services to the organization. Successful completion of this objective is measured by customer satisfaction scores for all measures of 4 (or higher) out of 5.

    21. Exercise S – Specific Standard Operating Procedures are created for the new mail sorting tool. Helps meet the division’s goal of providing effective general administrative services to the organization. By July 30, 2008, revise no less than 80% of existing procedures to reflect the impact of the new system. By September 15, 2008, obtain supervisor approval of no less than 98% of procedures.

    22. Exercise S – Specific Incoming and outgoing mail is properly processed in accordance with the Agency-wide load/output matrix. This helps meet the division’s goal of providing effective general administrative services to the organization. Successful completion of this objective is measured by customer satisfaction scores for all measures of 4 (or higher) out of 5. Supervisory review of document control records results in no less than 80% compliance with Agency standards.

    23. Exercise T – Times Standard Operating Procedures are created for the new mail sorting tool. Helps meet the division’s goal of providing effective general administrative services to the organization. This will be accomplished using the following milestones: By July 30, 2008, revise no less than 80% of existing procedures to reflect the impact of the new system. By September 15, 2008, obtain supervisor approval of no less than 98% of procedures.

    24. Exercise T – Times Throughout the fiscal year, incoming and outgoing mail is properly processed in accordance with the Agency-wide load/output matrix. This helps meet the division’s goal of providing effective general administrative services to the organization. Successful completion of this objective is measured by customer satisfaction scores for all measures of 4 (or higher) out of 5. Supervisory review of document control records results in no less than 80% compliance with Agency standards.

    25. Exercise Job Objectives Standard Operating Procedures are created for the new mail sorting tool. This helps meet the division’s goal of providing effective general administrative services to the organization. This will be accomplished using the following milestones: By July 30, 2008, revise no less than 80% of existing procedures to reflect the impact of the new system. By September 15, 2008, obtain supervisor approval of no less than 98% of procedures.

    26. Exercise Job Objectives Throughout the fiscal year, incoming and outgoing mail is properly processed in accordance with the Agency-wide load/output matrix. This helps meet the division’s goal of providing effective general administrative services to the organization. Successful completion of this objective is measured by customer satisfaction scores for all measures of 4 (or higher) out of 5. Supervisory review of document control records results in no less than 80% compliance with Agency standards.

    27. STAR – Self-assessment S - Situation T - Task A - Activity R - Result

    28. STAR Situation – Describe the conditions under which you achieved your job objectives. Task – Describe what you did during the year to create the results you achieved. Activity – Include any additional activities you completed that contributed to your results. Result – Describe what you accomplished.

    29. Exercise Mail Assistant, GS-0305-06 “I created Standard Operating Procedures for our new mail sorting tool. Because of this tool and the procedures, we have improved our efficiency 15% and customer satisfaction scores have averaged 3. I worked closely with my colleagues, and helped them out when necessary to meet challenges to our schedule. I followed all procedures. Our division had an audit score of 80%.”

    30. Exercise Create 3-5 Job Objectives Use SMART or MARST

    31. SMART Criteria S Specific M Measurable A Aligned R Realistic/Reasonable T Timed Specific means than an observable action, behavior, or achievement is described. It also can mean that the work relates to a rate of performance, frequency, percentage, or other number. For some jobs, it may not be easy to be specific. To the extent possible, however, encourage specificity, as it ensures that supervisors and employees share the same expectations. When thinking of job objectives, focus more on the specific results you are trying to achieve, rather than what you are doing. Write objectives so they can be accomplished during a single appraisal period. Realistic means: The achievement of a job objective is something an employee or a team can do to support a work-unit goal. The job objective should be sufficiently complex to challenge the individual or team, but not so complex that it cannot be accomplished. At the same time, it should not be so easy that it does not bring value to the individual or the team. Relevant implies that the job objective is important to the employee and the organization. Timed (or timely or time0bound) means there is a point in time when the objective will start or when it will be completed. The best practice is to use specific dates because there is a greater tendency to push back relative deadlines. Specific means than an observable action, behavior, or achievement is described. It also can mean that the work relates to a rate of performance, frequency, percentage, or other number. For some jobs, it may not be easy to be specific. To the extent possible, however, encourage specificity, as it ensures that supervisors and employees share the same expectations. When thinking of job objectives, focus more on the specific results you are trying to achieve, rather than what you are doing. Write objectives so they can be accomplished during a single appraisal period. Realistic means: The achievement of a job objective is something an employee or a team can do to support a work-unit goal. The job objective should be sufficiently complex to challenge the individual or team, but not so complex that it cannot be accomplished. At the same time, it should not be so easy that it does not bring value to the individual or the team. Relevant implies that the job objective is important to the employee and the organization. Timed (or timely or time0bound) means there is a point in time when the objective will start or when it will be completed. The best practice is to use specific dates because there is a greater tendency to push back relative deadlines.

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