Keeping a pulse on the staff within your Agency and the overall team can be a significant challenge. Developing a communication strategy that includes personal work plans, recognition programs, feedback mechanisms and formal and informal communication channels will set the foundation for success. In this section you will find ideas, samples and processes that will assist you with staying on top of this important task.

Performance Management is an on-going communication process that, when effectively carried out, helps employees know that their contributions are recognized and acknowledged. It also provides opportunities to establish goals and outcomes, identify areas for improvement and/or professional development opportunities and even career advancement. Effective performance management requires regular, ongoing communication between the manager and employee throughout the year, in support of accomplishing the strategic objectives of the organization. The following is designed to assist agencies in managing employee performance and provides sample tools and forms that you can download and customize for your agency.

The purpose of the performance evaluation is:

  1. To provide feedback to employees with respect to their performance and ability to meet specific goals and objectives.
  2. To formally document the performance evaluation discussion.
  3. To provide an opportunity for communication between the employee and the supervisor.
  4. To provide a formal opportunity for the employee and the supervisor to assess whether the employee has satisfied the requirements of the position and any previously established goals/objectives.
  5. To provide an opportunity for the employee and the supervisor to set new goals and performance standards for the coming year.
  6. To provide an opportunity for the supervisor to present the agency’s current objectives and priorities ensuring the employee is able to relate these expectations to the job.
  7. To identify training and development needs and discuss how the employee will develop professionally.
  8. To provide an opportunity for an annual review of the employee’s personnel file.

PERFORMANCE MANAGEMENT TOOLS

Keeping a pulse on the staff within your Agency and the overall team can be a significant challenge. Developing a communication strategy that includes personal work plans, recognition programs, feedback mechanisms and formal and informal communication channels will set the foundation for success. In this section you will find ideas, samples and processes that will assist you with staying on top of this important task.

Performance Management is an on-going communication process that, when effectively carried out, helps employees know that their contributions are recognized and acknowledged. It also provides opportunities to establish goals and outcomes, identify areas for improvement and/or professional development opportunities and even career advancement. Effective performance management requires regular, ongoing communication between the manager and employee throughout the year, in support of accomplishing the strategic objectives of the organization. The following is designed to assist agencies in managing employee performance and provides sample tools and forms that you can download and customize for your agency.

The purpose of the performance evaluation is:

  1. To provide feedback to employees with respect to their performance and ability to meet specific goals and objectives.
  2. To formally document the performance evaluation discussion.
  3. To provide an opportunity for communication between the employee and the supervisor.
  4. To provide a formal opportunity for the employee and the supervisor to assess whether the employee has satisfied the requirements of the position and any previously established goals/objectives.
  5. To provide an opportunity for the employee and the supervisor to set new goals and performance standards for the coming year.
  6. To provide an opportunity for the supervisor to present the agency’s current objectives and priorities ensuring the employee is able to relate these expectations to the job.
  7. To identify training and development needs and discuss how the employee will develop professionally.
  8. To provide an opportunity for an annual review of the employee’s personnel file.

PERFORMANCE MANAGEMENT TOOLS

 

Probationary Review Tool

The aim of a probationary review is to assess the employee’s performance and suitability for the position. As a manager, you are responsible for providing your new employee with appropriate guidance, support and training to enable them to properly undertake their duties and responsibilities according to their job description and the performance standards. Utilizing a probationary review form (such as the one provided) will help you determine if the employee has successfully completed the probationary period and, can assist you in giving and receiving feedback about the probationary period experience with your organization.

Probationary Review Tool

Performance Management - Form 1

This is our standard performance review form which can be used with the Individual Performance Scorecard – Form 2 (listed next in this section) by both the Manager and the employee in preparation for the annual review meeting. The form is structured easily evaluate someone’s progress in their role and works hand in hand with the job description and past performance information.

Performance Management – Form 1

Individual Performance Scorecard - Form 2

This document goes along with the Performance Management – Form 1 (listed above in this section) and should be used to complete the review process. The Individual Performance Scorecard is used by the Manager and the employee to evaluate someone’s progress versus objectives that were previously set and to work together to establish a new set of realistic performance objectives during the formal performance review meeting.

Individual Performance Scorecard – Form 2

Performance Tracker - Form

This is a one page form that enables you and your Employees to track his or her successes and improvement areas as they occur. It is a great way to maintain an overall perspective on how someone is doing and to transfer the information into the review document as needed.

Performance Tracker – Form

360 Performance Evaluation Form & Questions

This is an example of a 360 degree feedback from. The list of questions are to assist in the development of agency-specific forms depending on what feedback the agency hopes to gather from relevant stakeholders.

360 Performance Evaluation Form & Questions

Performance Improvement Tools

These sample templates are designed to assist managers who may have performance concerns for a specific employee. The PIP Action Plan is used most often however the letter format often helps for professional/management roles or to more clearly outline definitive improvement outcomes, supports provided, etc.

Performance Improvement Tools

PERFORMANCE MANAGEMENT CONCEPTS

Performance Management is an on-going communication processes that, when effectively carried out, helps employees know that their contributions are recognized and acknowledged. Effective performance management requires regular, ongoing communication between the manager and employee throughout the year, in support of accomplishing the strategic objectives of the organization. The communication process includes clarifying expectations, setting objectives, identifying goals, providing feedback, and evaluating results.

  • By linking individual employee work efforts with the organization’s strategic plan, mission and objectives, the manager, the employee and the organization as a whole, can understand how the employee’s job contributes to the overall direction of the organization’s programs and services.
  • Setting clear performance expectations (results + actions & behaviors), helps the employee know what needs to be done in order to be successful in the role.
  • The use of (SMART) specific, measurable, actionable, realistic and timely, performance goals & objectives ensures that efforts are properly directed. This supports the accomplishment of the strategic plan and helps the ASO get done what needs to be done. It also provides solid rationale for eliminating work that is no longer useful.
  • Clearly defining job expectations and career development goals can support the employee’s professional growth and ultimately enhance the delivery of agency programs and services.
  • Ensure regular (monthly) check-in discussions with the employee to ensure effective communication. This will allow the manager and employee to identify problems or opportunities as the arise and, change the course of a project or work assignment.
  • Emphasize that an annual appraisal should simply be a summary of the conversations held between the manager and employee during the entire cycle. This helps shift the focus away from performance as an “annual event” to, performance as an on-going, regular communication process.

Managing Performance – The Cycle

Overseeing performance and providing feedback is not an isolated event, focused in a performance assessment or evaluation. It is an ongoing process that takes place throughout the year. The Performance management process is a cycle, with discussions varying year-to-year based on changing objectives.

The cycle includes Planning, Check-In, and Assessment.

  1. Planning
    To begin the planning process, the manager and employee review overall expectations, which include collaborating on the development of performance objectives and a work-plan for the upcoming year. Individual development goals are also updated. A performance plan is then developed that directs the employee’s efforts toward achieving specific results to support organizational excellence and success.
  2. Check-In
    Goals and objectives are discussed throughout the year, during check-in meetings. This provides a framework to ensure that the employee achieves results through coaching and mutual feedback.
  3. Assessment
    At the end of the performance period, the employee’s performance is assessed against expected objectives, as well as the means used and behaviors demonstrated in achieving those objectives. Together, you establish new objectives for the next performance period.

Guiding Principles

Performance Expectations = Results + Actions & Behaviors

  • Results are often measured through the use of objectives and standards
  • Actions and Behaviors can be measured through the use of competencies.

Written, verifiable mutually understood performance expectations:

  • Serve as an objective basis for communicating about performance
  • Enable the employee to differentiate between acceptable and unacceptable results
  • Increase job satisfaction because employees know when tasks are performed well
  • Inform new employees of your expectations about job performance
  • Encourage an open and trusting relationship between the employee and manager

Performance Expectations = Results + Actions & Behaviors

To perform well, employees need to know what is expected of them. The starting point is an up-to-date job description that describes the essential functions, tasks, and responsibilities of the job. It also outlines the general areas of knowledge and skills required of the employee to be successful in the job. Performance expectations go beyond the job description. When you think about high quality on-the-job performance, you are really thinking about a range of expected job outcomes, such as:

  • What programs and services should the job deliver, create or manage?
  • What impact should the work have on clients, the organization and the community?
  • How do you expect the employee to act with clients, colleagues, and funders/donors?
  • How should the employee demonstrate the organizational values on a daily basis?
  • What are the processes, methods, or means the employee is expected to utilize?

In discussing performance expectations both the manager and employee should understand why the job exists, where it fits in the organization, and how the job’s responsibilities link to program and service objectives. Performance expectations serve as a foundation for assessing employee performance as well as communicating and providing feedback about performance throughout the year. When you have clear expectations about the results that must be achieved and the methods or approaches needed to achieve them, you establish a path for success.

Human Resources