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GUIDELINES FOR CONDUCTING EFFECTIVE PERFORMANCE EVALUATIONS
Overview and General Guidelines:
Be sure to review the position description with the employee
prior to beginning theevaluation. The position description should
also be reviewed with the employee at thestart of the evaluation
interview. Remember, you are evaluating the employee on
theirperformance of the essential functions of the job.
Complete the form following the instructions contained in the
Staff Performance EvaluationForm.
You may find it useful to have the employee conduct a
self-assessment prior to completingthe evaluation form. If so, you
may ask the employee to assess his/her performance using acopy of
the evaluation form. However, as the supervisor, it is your
responsibility tocomplete the final performance evaluation
document. The employees copy may be auseful tool for discussion
regarding differences in assessments and prove helpful indeveloping
any necessary plans for improvement of performance.
Meet with each employee privately to review and discuss the
evaluation. Be honest and asspecific as possible when pointing out
areas of strength as well as areas requiring furtherdevelopment.
After the performance evaluation meeting, the employee should have
aclear understanding of how he/she is performing in each of the key
performance areas, beaware of areas that require further
development and/or improvement, understandexpectations and goals
for the upcoming year, and be advised of what action steps
he/shemay need to take during the year to meet the required
performance expectations.
When establishing performance goals for the coming year include
the employee in theprocess and be specific. Use the S.M.A.R.T
method for establishing goals. Goals should beS.M.A.R.T:
(S)pecific, (M)easurable, (A)ttainable, (R)ealistic and
(T)imely.
Once the evaluation meeting has been completed and all sections
of the evaluation arecompleted, both the employee and supervisor
should sign and date the form. The originalevaluation form is to be
returned to the Office of Human Resources. A copy should begiven to
the employee.
Suggested Guidelines for Conducting the Performance Evaluation
Meeting/Discussion:
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Select an appropriate time and place conducive to open
communication and privatediscussion. Give the employee advanced
notice and time to prepare for the meeting.
Discuss the rating scale and explain to the employee your method
for interpreting the ratingscale.
Be flexible in your assessments and open-minded, the evaluation
should not be unalterable.
Be prepared to revise your opinions based upon new
understandings or information whichcan develop during discussion
with the employee.
No surprises! The written performance evaluation should not be
the first time that anemployee is learning about performance issues
or expectations. Managers and supervisorsshould be having ongoing
discussions about work performance throughout the year. Thewritten
evaluation should be a recapping or summary of those ongoing
discussions.
Listen attentively and ask questions about what you hear.
Questioning can stimulate newinsights.
Be specific about aspects of the job performance you are
discussing. Be prepared to giveobjective examples.
Be sure there is a mutual understanding about what standards are
expected.
Comment on the work performed not the person. Avoid comments
that can be construedas personal or comments that relate to the
employees personality when discussing jobperformance. Your
discussions should focus on the job and the performance not
theemployees personal traits or characteristics.
Comment on improvements you have noticed. Give specific examples
and emphasize
strengths and accomplishments.
Comment on areas that need improvement or further development.
Give specific examplesand make recommendations for action steps or
resources to assist with improvement. Beclear about specific
expectations for improvements.
Set goals for performance improvement. Formulate flexible and
practical methods foraccomplishing desired improvements.
Follow Up. The performance evaluation process is intended to be
a summary of discussionsand follow up that has occurred throughout
the year. It should not be the only discussionthat you have with
your employee about their performance. Managers and
supervisorsshould have regular discussions and follow up meetings
with employees throughout the yearto check progress and assess
performance.
Seek help or resources. If you need assistance in completing
performance evaluations,please consult with the Director of Human
Resources.
