jimtrue.com : school : : CH19: Evaluating Performance

Posted by Jim True on August 31, 2009 7:22 PM. Last Updated August 31, 2009 7:22 PM

Disclaimer for all material noted here is at the bottom of this web page.

CH19: Evaluating Performance

Coaching

• Two part process observation & conversation
• A form of counseling used to help employees who are performing poorly
• Overall purpose is to evaluate and encourage

Counseling Sessions

• Speak in private with employee
• Be relaxed and friendly
• Express concern calmly and positively
• Ask employee their opinion, including possible solutions
• Agree mutually on a course of action
• Ask the employee to restate what has been agreed upon

Why is coaching often avoided?

• Lack of time
• Fear of confrontation
• Assumptions about the employee (already knows what they are doing or will ask questions
• Little experience coaching

Steps in Coaching

• Observe employees work performance
• Praise good performance
• Asks questions if performance is below standard
• Correct as necessary
• Get employee involved in seeking and trying solutions

General Coaching Guidelines

• be specific about job performance
• focus on behavior - confront issues ASAP - Praise in public, correct in private - Explain impact of the employees job performance on the entire operation and work group
• Be a coach, not a drill seargent
• Allow some time each day for coaching
• Document coaching sessions

Essentials of Performance Evaluation

• Performance evaluation (appraisal, review): a periodic review and assessment of each employee's performance during a given period
• Not

The Purpose of Performance Evaluations

• To evaluate and give recognition
• Get different perspectives by looking back over a long period of time
• Documentation of performance
• Let people know how they are doing
• Set improvement goals
• Basis for salary increase
• Identify workers for potential advancement
• May be used by other managers
• May be used by your boss to rate you/provide feedback on your hiring and training
• Provides an occasion to get feedback from your employees

The Benefits of Performance Evaluation

• Helps to maintain performance standards
• Improves employee morale and motivation
• Provides opportunities for communication and relationships
• Identifies worker with unused potential and those who should be terminated
• Uncovers problems that are getting in the way of work

Steps in the Performance Review Process

1. Prepare the evaluation
2. Making the evaluation
3. Sharing it with the worker
4. Providing a followup

Making the Evaluation

• Evaluations are typically formalized in an evaluation form
• This form lists performance dimensions or categories in measurable or observable terms
• Dimensions should be related to the job and clearly defined in objective and observable terms
• Many forms use rating...
• Point values are sometimes assigned to each performance dimension
• ...
• ...

Pitfalls in rating performance

• Form itself (too general, too specific)
• Halo Effect - person can do no wrong
• Letting feeling bias judgement
• Comparing one person to another
• Supervisors feelings about evaluation process affects ratings
• Concern about consequences
• Procrastination
• Supervisors give ratings for the effect they will have
• Rating employees on most recent performance

Defense Against Pitfalls

• Evaluate performance not the employee
• Be objective
• Give specific examples
• Where there is substandard performance ask WHY?
• Think fair and consistent
• ...

Employee Self Appraisal

• Employees to fill out evaluation on themselves
• May result in less employee defensiveness
• May result in a more constructive performance appraisal interview
• May improve motivation and job performance

The Appraisal Interview (evaluation/appraisal)

• A private face to face between you and your employee
• Plan: pick a place free of interruption at an....

Conducting the Interview

• Start off with small talk
• Make sure the employee understands the evaluation process
• Ask the employee to rate their performance
• Encourage the employee to comment on your judgements
• Get the employee to do most of the talking
• Work with them on setting improvement objectives
• Summarize the interview, end on a positive note

KNOW the Common Mistakes in Appraisal Interviews

• Authoritarian approach (carrot and stick)
• Tell and Sell Approach (logic)
• Criticizing and dwelling on past mistakes
• Failing to listen - arguing - interrupting
• Losing control - letting emotions take over
• Reducing standards for one person

Follow-up

• Crucial!
• If you let the process drop until the next appraisal date, you let go of all of its potential
• Use all you have learned about...

Legal Aspects of Performance Evaluation - KNOW THIS

• Title VII of the Civil Rights Act
• Equal Pay Act
• Age Discrimination in Employment Act
• Americans with Disabilities Act

Fair and Legal Evaluations

• Based on job analysis
• Observable and measurable
• positive rapport during the interview
• Do not discuss qualities...
• Document frequently
• Employees should be given a way to appeal

Disclaimer: These are MY notes taken from classroom lectures while I'm in the classroom. While I'm perfectly happy to share my notes with my classmates and I know I take very good notes, you should still make every effort to attend the class and TAKE YOUR OWN NOTES. I will not transcribe everything the instructor says in the classroom, and I will NEVER post pre-exam reviews. My notes will not replace the value of actually attending class and taking your own class notes.I also cannot attest to their accuracy, other than they are what was provided in the lecture; you should not reference my notes as "expert opionion" by any means, and if you notice an error or omission, please do me the favor of e-mailing me with the correction and I will re-post my notes. End of Disclaimer.