Employee/Volunteer Performance Management: A Guide for Supervisors leading employees and volunteers to exceptional p

1. Employee/Volunteer Performance Management: A Guide for Supervisors leading employees and volunteers to exceptional performance Ginny Wood Nelson M.Ed, LPC Organization Development and Training

2. Introductions What are you learning objectives for today’s training?

3. This training is organized into four sections: • Planning for Performance • Monitoring Performance • Rating Performance • Rewarding Performance

4. Foundations of Performance Management • A solid performance management system is the cornerstone of organizational excellence. • Communication, accountability, and performance incentives are positive attributes of a performance management system that enables an organization to reach its goals.

5. Elements of Performance Management • Setting clear and concise employee and volunteer expectations. • Monitoring progress. • Aligning measurable individual goals with larger organizational goal. • Recognizing and rewarding individual accomplishments, demonstrated competencies, and contributions to mission.

6. The Role of the Supervisor • Supervisors are responsible for their individual and team performance and for creating a work culture and environment that promotes a high-performance, high-involvement organization. • Supervisors link employee and volunteer goals to organizational mission; make meaningful distinctions in performance levels; evaluate employees and volunteers based on performance; conduct all required performance-related conversations; and recommend ratings in accordance with the appropriate performance management system.

7. Four Phases of thePerformance Management Cycle • Plan • Monitor • Rate • Reward

8. Performance plans include the following elements: • Performance goals: these are the three to five priorities that the employee/volunteer must focus on during the performance appraisal period. • Performance goals are written at the “fully successful” or equivalent level. • Writing expectations at the fully successful level provides employees/volunteers with an opportunity to meet or exceed expectations.

9. Performance Planning Session • Meet with employees/volunteers to develop a shared understanding of performance expectations for the coming performance period. Defining performance goals provides a clear picture of what achievement looks like, setting a foundation for performance and feedback throughout the year.

10. Consider using the checklist below to prepare for your discussion • Provide a copy of the organization’s goals and the mission to your employee/volunteer. • Review performance standards issued by your organization. • Review the employee’s/volunteer’s performance goals from last year and the year-end evaluation. • Consider your employee’s/volunteer’s developmental needs or interests. • Document performance and behavioral expectations and include them in the discussion. • Be sure to address: • – The organization’s goals and priorities • – Work priorities • – Specific tasks your employee/volunteer should accomplish to successfully complete the performance goals. • – Timelines for completing tasks and noteworthy milestones

11. Establishing Performance Goals • Setting performance goals ensures that you and your employees have a shared understanding of performance expectations and a plan for the future. As a supervisor, you are responsible for communicating organizational goals and expectations to your employees/volunteers, as well as helping them to determine and document their goals. • Performance goals should be established at the beginning of the rating period. Performance goals should be Specific, Measurable, Achievable, Relevant, and Time-bound (SMART).

12. SMART GOALS • Specific: Goals should be clear and detailed. • Measurable: Goals must have observable, verifiable measures. • Achievable/Agreed/ Aligned: The measures must be fully achievable, agreed upon and aligned with the goals of the organization. • Relevant:Goals should have significance to the job duties of the employee and to the organizational goals and mission. • Time-bound: Goals must be measurable within the rating period, and it is helpful to have time-sensitive measures.

13. Consider the following questions to confirm that the measurements are appropriate for successful completion of performance goals: • Is the most important aspect of this goal being measured? • What is the underlying purpose of this goal? • What is the immediate effect/purpose/result/outcome that I expect • accomplished with this goal? • What is the long-term effect/purpose/result/outcome that I am trying to achieve? • Do the measurements drive performance to desired results? • What behaviors am I trying to foster or inhibit? • How does this measurement ensure alignment with organizational goals? • Does this measurement fully capture achievement of the expected result? • Could any other measures more effectively capture the achievement of this goal or further supplement the measurement already identified? • What defines success on this goal? What defines failure to meet this goal? • What might be some unanticipated and undesired results of this measurement? How can I modify the measurement to minimize undesired results?

14. Suggested Wordingfor Measurements • completed by • • completed during • • completed within • as described by • Increase service by • • as demonstrated by • • as indicated by

15. A effective goal will answer the following questions: 1. What will be different.  2. How will I know it when I see it. 3. What is the optimum performance level. 

16. Use the checklist below to prepare for your discussion. • ■ Provide a copy of the organization’s goals and the Agency’s mission to your employee/volunteer. • ■ Review performance standards issued by your organization. • ■ Review the employee’s/volunteer’s performance goals from last year and the year-end evaluation. • ■ Consider your employee’s/volunteer’s developmental needs or interests. • ■ Anticipate any potential barriers to success or challenges. • ■ Document performance and behavioral expectations and include them in the discussion. • Be sure to address: • – The organization’s goals and priorities • – Work priorities • – Specific tasks your employee/volunteer should accomplish to successfully • complete the performance goals • – Timelines for completing tasks and noteworthy milestones. • ■ Review the employee’s/volunteer’s draft of the preliminary performance goals.

17. Monitoring for Success • As a supervisor, you should engage in ongoing performance discussions with your employees/volunteers to provide feedback and ensure that you are fully aware of accomplishments, thus increasing employee/volunteer opportunities for success.

18. Monitoring Performance Checklist • Questions ✔ • Did I engage in routine discussions with the employee/volunteer throughout the performance cycle about performance achievement, challenges, and improvement areas? • Do I understand the employee’s /volunteer’s duties, the level of performance, and any challenges? • Did I invest sufficient time in preparing for each discussion? • Have I reviewed the employee’s/volunteer’s performance plan to ensure that the performance objectives are still relevant? • Have I documented examples of successful performance and opportunities for improvement? • Have I asked for the employee’s/volunteer’s perception of his/her own performance? • Have I kept my supervisor informed of any performance-related issues with my employees/volunteers?

19. Providing Ongoing Feedback • It is critical for performance discussions to be ongoing. Performance feedback is best shared in real-time as it enables employees/volunteers to immediately apply what they have learned, and repeat or correct actions and behaviors. • To know what behaviors to repeat, employees/volunteers need to know what you expect and how close they are to meeting or exceeding those expectations.

20. Questions to consider • When and how often should I provide my employee/volunteer with constructive feedback on performance? • Provide both positive and negative constructive feedback as soon as possible so that the events and details are fresh in your mind and the employee’s/volunteer’s mind. • • Provide feedback regularly to acknowledge the performance and offer suggestions when appropriate. • • Document performance regularly to avoid reliance on your memory.

21. How can I give constructive feedback? • Be direct when delivering your message. • • Begin statements with “I” rather than “you” to avoid accusatory language (e.g., “I have noticed,” “I have observed,” “I have seen”). • • Clearly explain your concerns and provide effective tools and appropriate suggestions for improvement. • • State observations, not interpretations. Comment only on behaviors, not perceived attitudes. • • In positive feedback situations, express appreciation. In negative feedback situations, express concern and offer suggestions.

22. How can I give constructive feedback? • • Avoid “need to” phrases, which send implied messages that something did not go well, and address feedback in a constructive manner. Coach employees/volunteers to recognize and take responsibility for their own improved performance. • • Be sincere and avoid giving mixed messages. • • Give feedback one-on-one, in private, and in person.

23. Problem Performance • If an employee is performing poorly, you owe it to the employee/volunteer, your team, and yourself to address the performance immediately. Do not wait until a required discussion, like the mid-year performance review or annual evaluation. Ignoring performance issues will not make them go away but could worsen the problem and create resentment.

24. Steps to Take when there is a performance issue: • Prepare: • Document specific situations of poor performance. • Prepare suggestions for improving performance. • Document at least one specific example of successful performance.

25. Steps to Take when there is a performance issue: • Discuss: • Honestly and openly discuss specific concerns. • Restate performance expectations. • Listen to the employee’s/volunteer’s perspective on concerns and obstacles. • Give examples of successful performance as a starting point for improving performance in other areas. Encourage the employee/volunteer to explore and define options for a resolution and higher performance. • Discuss tools and resources needed to support employee/volunteer, including training, mentoring, or checklists.

26. Steps to Take when there is a performance issue: • Action Plan: • Document the action plan and specific steps to address the poor performance. Provide the employee/volunteer with a copy. • Establish a follow-up session to monitor the employee’s/volunteer’s progress towards resolving the performance shortfall. • Commit to continued monitoring and developing of the employee/volunteer, with potentially increased supervision. • Document, for the employee’s performance file, what occurred in the meeting, including when the follow up meeting is scheduled to take place, and specific, time-bound expectations for improvement.

27. Effective Coaching • 1. Compels the employee/volunteer to take responsibility for his or her actions and to perform the desired action(s). • 2. Allows the employee/volunteer to focus more clearly on what is needed. • 3. Describes the desired behavior instead of prescribing and judging it. • 4. Creates a feedback loop whereby the supervisor can determine if the employee/volunteer understands and takes responsibility for his or her actions.

28. Use learning and behavioral stylesto create effective coaching • Activity: • What is your learning style? • Verbal • Written • Kinesthetic

29. Use behavioral styles to coach effectively • In work situations are you more interested in questions that focus on: • What • Why • Are you typically a person who: • Likes to jump right in • Likes to wait and watch

30. Mid-Annual and Annual Rating Reviews • Understand your performance management system’s rating protocol. • • Appropriately evaluate and rate employees/volunteers based on the performance standards established in the performance plan and the accomplishments associated with each standard. • • Schedule a meeting with your employee/volunteer to discuss your evaluation of him or her and the final rating of record.

31. Rating Performance An evaluation is your written narrative assessment of the employee’s/volunteer’s performance as related to his or her documented goals. Based on the documentation you compiled throughout the year, you can describe their accomplishments, behaviors he or she exhibited in performing the work, and contributions he or she has made toward meeting the organizational goals and priorities by addressing each performance goal in your evaluation.

32. A good evaluation includes: • Accomplishments and results: Describe the employee’s/volunteer’s impact on the organization’s mission and goals. Focus on results instead of tasks. • Performance Level: Include wording that describes the employee’s/volunteer’s level of performance for each goal. • Behaviors: Describe how the employee/volunteer exhibited the expected behaviors/values while achieving his or her goals.

33. Activity Let’s look at a sample performance review form

34. Performance Discussions • Review the employee’s/volunteer’s performance plan and work priorities, noting your employee’s/volunteer’s performance thus far as compared to goals and expected behaviors. • Review the organization’s goals and priorities, and note any changes that might affect your employee’s/volunteer’s performance plan. • Review your notes on your employee’s/volunteer’s performance to date. • Complete thorough, specific documentation of the employee’s/volunteer’s performance. • Create an agenda for the conversation and plan your feedback. • Note specific examples of performance and behaviors.

35. Performance Discussion • Think about the tasks the employee/volunteer has completed or ones that still require completion. Note any problems the employee has solved or that need to be solved. • Consider areas where the employee/volunteer is performing well and where support or training may be needed.

36. An effective evaluation should answer these key questions • • What did the employee/volunteer achieve? • • How well did the employee/volunteer achieve it? • • How did it help the organization? • • What expected behaviors did the employee/volunteer exhibit? • • What special circumstances made the employee’s/volunteer’s accomplishment significant?

37. Rewarding Performance • Communicate the reward and performance specifics formally, in writing, and in person to encourage good performance and enhance overall performance. • Rewards do not have to be financial, what other ways can you recognize and reward without money?

38. Case Study • Supervisor Paul slips a time-off award certificate on Ben’s chair while he is at lunch. Ben, in finding the certificate upon his return from lunch, is excited but a little confused. Is this a reward for that project he completed last month? Has his boss really noticed his effort to be more professional with customers? Or is the reward for something else he’s done? Ben concedes to just accept the reward without fully knowing what he did to deserve it. Maybe he will ask Paul before the staff meeting on Wednesday.

39. Evaluating Rewards • Is the employee/volunteer clear about the reason for the reward? • Was the supervisor clear and specific about what achievement or behavior was the basis for the reward? • How might you have handled this situation differently?

40. Evaluating Training Look at your learning objectives for the day. Were they met?