Taking The Pain Out of Performance Appraisals April 7, 2011

1. – KPA CONFIDENTIAL –
Taking The Pain Out of Performance Appraisals
April 7, 2011

2. Questions
• If you have questions
during the presentation,
please submit them using
the “Questions” feature
• Questions will be
answered at the end of the
webinar

3. The Average Performance Review
3– KPA CONFIDENTIAL –

4. Facts about Performance Appraisals
• 16% of employees don’t do
performance appraisals or have a
review process
• 58% of employers only do for exempt
employee or manager and above level
• 75% + tie the review to merit increase
• 86% of employee believe that
performance appraisal/development
are important or highly important to
job satisfaction
4– KPA CONFIDENTIAL –

5. Why Bother?
Inaccurate Performance Review + Pay Increase =
Decreased Motivation
Inaccurate Performance Review + No Pay Increase =
Decreased Motivation
No Performance Review + No Pay Increase = Decreased
Motivation
No Performance Review + Pay Increase = Decreased
Motivation
Accurate Performance Review + Pay Increase =
Motivation
Accurate Performance Review + No Pay Increase =
Motivation
5– KPA CONFIDENTIAL –

6. Performance Management vs. Annual Review
Performance
Management
Creates a work
environment to
ensure people to
perform to best of
abilities and sets
them up to succeed
Annual Review
Answers questions
– Impact on income
– Skill assessment
– Contribution
– Career
Advancement
6– KPA CONFIDENTIAL –

7. Performance Management
7– KPA CONFIDENTIAL –
• Start with a clear job descriptions
• Select the right person
• Establish objectives, goals and work plans
• Provide effective orientation, education and
training
• Give on-going coaching and feedback
• Conduct quarterly performance development
discussion
• Design effective compensation and recognition
programs
• Offer promotional and career development
opportunities
• Always conduct an exit interview

8. Performance Checklist
• Define
– Define the purpose of the job
– Define goals with measurable outcomes
– Define the priority of each job responsibility and goal
– Define performance standards for each responsibility
• Prepare
– Have interim discussions
– Keep records
– Use other feedback tools (360 and self evaluations)
• Prepare
– Setup meeting time
– Establish employee pre-work
– Collect data
– Develop a plan for the meeting
– Complete the performance review form
8– KPA CONFIDENTIAL –

9. The Performance Development Meeting
• Private, neutral meeting space
• Allow the employee to state goals, success and
future development
• Review the performance development form
• Update with any agreed changes
• Set goals, discuss how impact business
• If poor performance establish improvement plan
and consequences
• Sign the form together (provide employee a copy)
• Set a time frame for follow up
Nothing should be a real surprise to manager or
employee at the meeting
9– KPA CONFIDENTIAL –

10. Performance Management Tools
Process Automation
• Success Factors
• HotlinkHR
• Halogen
• Authoria
• Promatec
• Emptrak
• Resources
• Effective Phrases for
Performance Appraisals by
James Neal
• Performance Appraisal Phrase
Book: The Best Words,
Phrases, and Techniques for
Performance Reviews by
Corey Sandler and Janice
Keefe
• 2600 Phrases for Effective
Performance Reviews: Ready-
to-Use Words and Phrases
that Really Get Results by
Paul Falcone
10– KPA CONFIDENTIAL –

11. Definitions
• Documentation: The process of creating a paper trail to record data such as discussions had with
employee, results of those discussions, both supervisor and employee comments, agreements
between the two.
• Objectives or Results: Statements of what an employee is supposed to achieve.
• Ongoing Performance Communication :Communication between manager and employee all
throughout the year to ensure that problems are identified early, and so there are NO SUPRPRISES
during the performance appraisal.
• Performance Review :Usually refers to a meeting to review and evaluate performance, involving
supervisor and employee. Often done once a year, but to be effective performance reviews, or at least
informal meetings to discuss performance should be undertaken at least every few months.
• Performance Appraisal : The regular (usual annual) process where an employees performance for the
year is assessed by manager and/or employee. It is only one part of the performance management
approach. Usually means the same as "performance review".
• Performance Diagnosis : Often performance problems are a result of a number of factors, not just the
fault of the employee. Performance management aims at improving performance, and to do so both
manager and employee need to work together to identify barriers to great performance and work to
overcome them.
• Performance Management : The larger process of defining what employees should be doing, ongoing
communication during the year, linking of individual performance to organization needs, and the
evaluating of appraising of performance.
• Performance Planning : The process of communication between manager and employee that results
in MUTUAL UNDERSTANDING of what the employee is to be doing during the next period of time.
Often includes setting objectives and standards of performance.
• Progressive Discipline : The process of addressing performance difficulties by first trying to help,
then setting up increasingly strong consequences for failure to reach the desired levels of
performance.
• Ranking Scales : A way of evaluating staff by comparing them to each other, so there is a best, a
second best, and so on. This is REAL SERIOUS TROUBLE, and almost always destructive. (see
articles section for more information).
• Standards of Performance : Mutually agreed upon criteria used to describe how WELL an employee
must perform, written to reduce subjective judgment.
– KPA CONFIDENTIAL –

12. Questions and Answers
12– KPA CONFIDENTIAL –
QUESTIONS?

13. Contact Information
13– KPA CONFIDENTIAL –
The recorded webinar and presentation slides will be emailed to
you today including your local representative’s contact information.
www.kpaonline.com
kcarlson@kpaonline.com
866-356-1735