Now that you have decided to use performance evaluations and have considered the concepts in my previous Insight, there are some fundamental steps to effectively implement the process.
There should be open and comprehensive communication when an employer decides to embark on the performance evaluations process. There should be general communication with all employees initially to outline the objectives and the timing of the process.
The process should be established with the overall business objectives firmly in mind, and should include these basic components:
- The development of basic job descriptions;
- Establishing employee objectives;
- Communicating those objectives to the employee;
- Giving direct coaching and feedback to the employee and
- Preparing and conducting the performance review at the end of the year.
In order to alleviate some of the concerns employees might have about the process, performance evaluations should contain a method of obtaining an employee’s input in all of these areas. These components are also an opportunity for employees to comment on their performance and give feedback to their supervisors and managers.
Here are some tips to take to make performance evaluations more effective and easier to handle:
- Set meaningful objectives for each employee—It’s a matter of taking the organizational goals, and some of the operational objectives, and translating them into what each individual position at the company can do to affect those goals.
If it’s something related to client satisfaction, for example: How is this measured? It could be through surveys of customers, data regarding complaints, service issues, etc. Then, how can each employee’s performance affect that measure?
- Train managers and supervisors to do performance evaluations—Managers and supervisors need to be trained on how to write and conduct performance evaluations, including how to set objectives for employees.
There are training programs designed to help managers learn how to prepare and gather performance information from the performance period, give effective feedback, create good goals and describe performance objectively.
- Make sure managers are comfortable—It’s important to make sure that managers are comfortable with the performance evaluation process in order to make sure they prepare properly, so that when they conduct one-on-one meetings they will be more effective.
It’s also very important to note that performance evaluations shouldn’t take the place of day-to-day coaching or counseling.
To minimize the time spent in this process, it’s a good idea for managers to check-in with employees frequently throughout the year to go over goals that have been set and see what progress has been made. That way they can document it as it happens and not have to try and remember everything at the end of the year.
Businesses are moving very rapidly, so objectives may change. You want to keep employees posted on that and make sure their goals are fresh, which is why there’s a very high value in sitting down and talking with employees on an interim basis.
In my next Insight, I’ll give some examples of times I’ve helped companies with job performance evaluations.
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