Course Outline - Collaborative Performance Reviews

Collaborative Performance Management

Course Description

Managers often view performance management as being primarily the end-of-year performance review. In truth, performance management is an ongoing, year-round function. The annual review is merely the culmination of the performance conversations that have been taking place throughout the year. In this course, managers learn how to collaboratively develop performance goals; provide feedback and coaching toward those goals; and review performance results. These three activities make up the performance management cycle.

Participants begin this course by exploring the performance management process for their organization. They then learn and utilize a three-phase process to effectively manage performance. In the first phase, participants examine the performance competencies of their organization, which they will eventually use to assess employee strengths and development opportunities. They then learn how to apply the SMART goal-setting formula using their actual competencies, which will help to clarify expectations for the employee.

In the second phase of the process, participants learn techniques to observe performance and to provide ongoing coaching and feedback. They watch a demonstration and learn the key differences between observation and judgment. They use this concept to practice providing both positive and constructive feedback. Participants discuss the need for collecting data all year long, and they learn systematic methods for doing so. To conclude this segment of the class, participants practice with a tool designed to help them communicate feedback on a continual basis.

In phase three of the process, participants practice with their actual rating system and learn to write clear, objective ratings for their employees. They then discuss difficult situations and practice their new skills by preparing and conducting a mock performance review.

Objectives:

Discuss the organization's performance management proces.
Use a three-phase process to effectively manage performance.
Assess employee strengths and development opportunities.
Apply the SMART goal-setting formula.
Help employees prepare for the goal-setting discussions.
Apply follow-up techniques to ensure commitments, goals, and standards are being met.
Apply a structured approach to conducting the performance review.
Use language that focuses on development vs. criticism.
Establish a safe climate for collaborative performance discussions.
Apply collaborative techniques to create a two-way dialogue.
Handle difficult performance discussions.

Duration:

This course is designed to meet a seven-hour agenda.

Course Outline

Below is the course outline with objectives and timing.

Objective: Discuss the organization's performance management process.
• Welcome/Icebreaker		10 min	(10 min)
• Review of organization's process (customized)		10 min	(20 min)

Objectives:	Use a three-phase process to effectively manage performance. Assess employee strengths and development opportunities. Apply the SMART goal-setting formula.
• Phase 1: Discuss expectations and develop performance goals		5 min	(25 min)
• Individual assessment		15 min	(40 min)
• Review of performance competencies (customized)		5 min	(45 min)
• Discuss the collaborative development of goals		5 min	(50 min)
• Activity - Align individual goals with goals of organization		15 min	(1 hr, 5 min)
• Review SMART goal-setting formula		10 min	(1 hr, 15 min)
• Activity - Create performance goals using SMART formula		15 min	(1 hr, 30 min)

Objectives:	Help employees prepare for the goal-setting discussions. Apply the SMART goal-setting formula.
• Phase 2: Observe performance/provide ongoing feedback/coaching		5 min	(1 hr, 35 min)
• Observations vs. judgement - discussion and demo		20 min	(1 hr, 55 min)
• Break		10 min	(2 hr, 5 min)
• Provide performance feedback		10 min	(2 hr, 15 min)
• Provide coaching		10 min	(2 hr, 25 min)
• Collect data all year long		10 min	(2 hr, 35 min)
• Activitiy - Communicate performance feedback all year long		10 min	(2 hr, 45 min)
• Activity - What's the big deal?		15 min	(3 hr)

Objectives:	Apply a structured approach to conducting the performance review. Use language that focuses on developemnt vs. criticism.
• Phase 3: Prepare and conduct the annual performance review		5 min	(3 hr, 5 min)
• Prepare for the meeting - gather data/notify employee		10 min	(3 hr, 15 min)

• Rate the performance (customize - use organization's system)		10 min	(3 hr, 25 min)
• Activity - Rate the performance/write comments		40 min	(4 hr, 5 min)
• Discuss rating errors		10 min	(4 hr, 15 min)
• Lunch		60 min	(5 hr, 15 min)

Objectives:	Establish a safe climate for collaborative performance discussions. Apply collaborative techniques to create a two-way dialogue.
• Create a safe climate		10 min	(5 hr, 25 min)
• Start the discussion with positive intent		10 min	(5 hr, 35 min)
• Discuss the rating and comments		10 min	(5 hr, 45 min)
• Encourage two-way dialogue		5 min	(5 hr, 50 min)
•Summarize strengths and areas for development		10 min	(6 hr)

Objective: Handle difficult performance discussions.
• Review difficult situations that may arise		15 min	(6 hr, 15 min)
• Activity - Skill practice: Conduct a performance review		30 min	(6 hr, 45 min)
• Summary and action planning		15 min	(7 hr)

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