appraisal training
TRANSCRIPT
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PERFORMANCE APPRAISALS
Financial Services Administration
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OBJECTIVE
TO PROVIDE ALL MANAGERS WITH TRAINING AND ADVICE ON HOW TO
CONDUCT EFFECTIVE PERFORMANANCE APPRAISALS
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AGENDA
• Why Performance Appraisal ?• Why it would not succeed ?• Objectives and Appraisals• Running the meeting• The Cpas Process• Wrap Up
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WHY PERFORMANCE APPRAISAL?
• Review of existing objectives• Creates ongoing formal dialogue• Opportunity to give and receive
feedback• Agree objectives for the coming year• Identification of roadblocks• Identification of development needs
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BENEFITS OF PERFORMANCE APPRAISAL• COMMUNICATION• MOTIVATION• TWO WAY FEEDBACK• TARGETS• OBJECTIVES• DEVELOPMENT• AGREEMENT
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PRINCIPLES• Formal review between staff and
manager once a year• Mid-year reviews• Agreement is a core principle• All objectives must be stretched yet
achievable• All objectives should follow the SMART
principle
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WHY WOULD IT NOT SUCCEED?• Used as a disciplinary meeting• Personality not performance• Paperwork is the purpose• Meeting is for form only• One Way Street
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FEEDBACK• Difficult to give• Difficult to receive• Should always be constructive
– Two way – Work towards solution– Not personalised– Accurate and factualIf you do not get feedback, ask for it
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FEEDBACK• Fear of criticism• Denial• Procrastination• Adapt to feedback• Reframe emotions/responses
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SETTING OBJECTIVES
WHAT IS AN OBJECTIVE ?
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SETTING OBJECTIVES
• Ground Rules– Link to CPAS’ goals– Agreed jointly– Make them realistic– Prioritise importance– Link to development
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SETTING OBJECTIVES
• S SPECIFIC• M MEASURABLE• A AGREED• R REALISTIC• T TIMESCALE
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APPRAISING OBJECTIVES
WHAT IS KEY TO APPRAISALS ?
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APPRAISING OBJECTIVES- PREPARATION• Review progress in advance• Elicit feedback from other managers if
required• Understand roadblocks
– what could have caused a problem• Hold ongoing reviews during the year
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APPRAISING OBJECTIVES• What were the agreed objectives?• Were the goals achieved?• What issues (if any) existed?• What changed during the year? • Focus on the positive• Don’t be negative on goals not achieved
– be constructive in your criticism
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The Single Biggest Failure in Performance Appraisal
is on the Next Slide
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ON GOING REVIEW• 12 months is a long time with no review• Goals can change on a monthly basis• Ongoing reviews give flexibility and
direction• Mid year reviews allow:
– for changes during the year– goals to be put back on track– feedback on performance to date
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The Performance Appraisal Meeting
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PREPARING FOR THE MEETING• Give notice of the meeting
– Set purpose of the meeting– Ask staff to prepare their input
• Allow adequate time• No distractions/interruptions• Consider your own objectives
– What are your goals for the year?– Sum of your staff’s goals should equal to your
goals• Follow up on outstanding items
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RUNNING THE MEETING• Remember – this is a two way
meeting– Otherwise it is a monologue!
• Agreement not imposition• Prepare factual information for
review• This is not a salary planning
discussion• This is not a disciplinary meeting
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THE APPROACH• Open and honest exchange of information• Create the appropriate climate• Adopt a non-judgmental approach-help and
coach• Individuals should be encouraged to assess
themselves openly and honestly • They should not compare themselves with
colleagues• Be aware of the content and process in
relationships
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CONDUCTING AN EFFECTIVE MEETING• Content - verbal communication (words)• Process
– thoughts, feelings, attitudes behind the words
– usually expressed in non - verbal behaviour – i.e. tone of voice, gestures and actions, eye
contact• Usually reflects the true feelings of the
individual• It is a much more powerful aspect of the
relationship than content
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CONDUCTING AN EFFECTIVE MEETING
QUESTIONING TECHNIQUES• Open questions
– encourages the person to think and open up discussion
• Closed questions – invites one word answers - yes, no
• Probe questions – are open or closed questions used to seek further
information, check a fact, clarify an issue, prompt a yes or no
• Affective Questions– deals with feelings “how do you feel”
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CONDUCTING AN EFFECTIVE MEETING
Avoid the following type of questions:
• multiple-the person will only answer one question
• leading-normally to reinforce your own opinion
don’t be afraid of silence
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THE PERFORMANCE APPRAISAL PROCESS
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THE PROCESS
1. Reviewing Performance
2. Setting and Reviewing Targets and Objectives
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REMINDERThis is an ongoing process
• Year on year review of performance
• Part of ongoing dialogue between manager and staff
• Two way, non-confrontational process
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Summary
• Performance Appraisal is a key driver to FAC success
• There is no magic formula to a successful meeting
• Establishes a key dialogue between manager and staff
• This is an ongoing process - not once a year
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FINALLY
• Performance Appraisal is as good as the participants
• It should be seen as a method of enhancing the business and the performance of the individual
• It should not be done for the sake of it but for what benefits it brings