26 th June 2007 VEC NPF Tony Bourke

1. Motivational Performance Reviews 26th June 2007 VEC NPF Tony Bourke

2. Agenda • Overview • Praise & Criticism • Objectives & Preparation • Tips • Appraisal

3. Overview

4. Exercise • Do managers like doing reviews? • Root canal treatment • “No other management process has as much influence over individuals' careers and work lives” – Dick Grote • The few hours a manager invests in a careful appraisal can help improve an employee's performance for an entire year

5. Name • Appraisals (dated) • Performance & Development Review (PDR) • PMDS (government) • PPR (Performance Planning & Review) • Performance Planning (new) • Motivate

6. Reasons for Appraisals • What do staff want to know? • How well am I doing? • Motivate • Common focus • Employees know what is expected • Identify learning needs • Agree objectives • Protected employee time

7. Key Appraisal Word Evidence Opinion, Advice, Recommendation, Suggest

8. Power of Praise

9. Exercise • Are the Irish good at accepting praise? • Are the Irish good at giving praise? • Is this security of insecurity? • Law of Effect • “Behaviour that is rewarded or recognised will be repeated”

10. Exercise • What can we praise at an appraisal? • Performance V objectives • Initiatives / Innovations • Attendance • Management time • Self development • Team working…

11. Role of Criticism • How do you react to criticism? • How do others react? • Criticism - statement • You have a bad relationship with your team • Feedforward – positive question • Talk to me about how you plan to have a better relationship with your team

12. Exercise • Convert into feedforward questions • You need to prepare your classes better • You do not give enough project work • You are often late for class • You do not help your colleagues • You have taken no initiatives

13. SFA - 2 Oct 2006 • Why did 200k people leave jobs? • 60k unhappy with people 30% • 50k contribution not recognised 25% • 40k lack of advancement 20% • 28k salary 14% • 10k bored with job 5% • 12k other reasons 6%

14. NPF Survey - 427 staff 3/07 • 96% - staff understand job goals • 94% - objectives agreed with manager • 93% - staff understand team goals • 77% - staff get recognition for doing well • 76% - constructive areas for improvement • 76% - supervisors feel prepared for PMDS

15. Exercise • How to recognise good performance? • Office Car space Roster • Meal Training Conference • Letter Award Vouchers • CEO Time Plaque

16. Objectives

17. Exercise • Can you • fire person without objectives? • discipline person without objectives? • Review person without objectives? • Purpose of salary? • Purpose of increment?

18. Exercise • Name the 5 VEC core values? • Participation • Co-operation • Customer centred • Leadership • Teamwork

19. Appraisal • Objectives (SMART) • Challenging • Achievable • Fewer objectives better – why? • Deal with person who needs to improve 6? • Who sets objectives?

20. Exercise • Ratings are • A excellent • B very good • C average • D needs to improve • E unsatisfactory • Will both give same rating?

21. Ratings • 28% understand how ratings are assessed • A outstanding – exceeded all objectives • B excellent – achieved + exceeded some • C satisfactory – achieved all objectives • D disappointing – achieved + missed some • E unsatisfactory – achieved none Right of appeal

22. Exercise • In any team of 10 people, how many will be? • Excellent • Satisfactory • Unsatisfactory • Normal distribution

23. Exercise • What preparation to do? • Objectives + actual performance • Evidence of achievements • Areas for improvement • Next objectives • Career + Training

24. Preparation • Reserve room • ‘Do not disturb’ sign • Forward phone • Away from desk • Pad and pen • Notes

25. Exercise • Susan’s manager starts appraisal by saying “I am awaiting 1 urgent call and will switch off my mobile as soon as it is over” • How does Susan feel? • Manager checking email • Manager looking at watch

26. You-Me-We • 1 correct way to do appraisal • “Talk to me about how you feel you have performed over the past 12 months against each of your objectives?” • Appraisee talks 80%

27. Open > Closed Questions • Closed (facts) • Do you enjoy your work? • Did you acquire any new skills? • Are you happy here? • Open (draw out) • Describe best achievement • Talk to me about your plans • Explain your greatest success

28. Body Language • Watch for • Matching / mismatching • Open / closed • Towards / away • How important is Listening?

29. Tips

30. Tips • Log achievements in diary • Avoid bias – how? • No surprises – why? • Avoid personal issues – why? • Two improvements – why?

31. Exercise • One of team has developed body odour • Should this be raised at appraisal? • Drink • Separation • Drugs • Anger

32. Tips (continued) • Action not person - why? • Increment later - why? • Be open to feedback - why? • Avoid ‘recency’ bias - why? • Tendency to focus on negative

33. Appraisal

34. Appraisal • Relax but formal • Review process • Explain You-Me-We • “Talk to me about how you feel you progressed in past year against your objectives” • Listen to learn

35. At End • Summarise • Explain documentation • Both sign • Thank for contribution + evidence

36. Exercise • What should employee feel after appraisal? • Fair & listened • Know my objectives • Areas I will improve • Know training • Discussed career • I am motivated

37. After Appraisal • Document review • Get it signed • Complete follow-up actions • Major complaint re appraisals by employees? • Manager fails to meet commitments • Monitor improvements + non-improvements

38. Closure

39. ‘Pass It On’ • What are you going to do to pass on some of today’s knowledge?

40. Lastly • Thank you for using Raising Performance • Review to Motivate • Please complete Assessment form