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Phase 2: Monitoring

Best practices, requirements and additional resources.

Throughout the performance cycle the Supervisor and Employee should be discussing work - progress, new assignments, changes in procedures, and more! During this phase the employee should receive at least one Interim Evaluation. This is completed at the midpoint of the cycle (April - May for Classified/Operational Employees and in December - January for Professional/Professional Faculty) with the completed form being retained by the Supervisor in the Supervisor's file.

Three main activities take place during the Monitoring Phase: Monitoring, Documenting and providing Verbal Communication

Monitoring
  • Monitor performance throughout the year
  • Observe performance & keep notes, memos
  • Keep samples of work products, feedback from customers, etc.
  • Place information in confidential Supervisory File
  • The supervisor and employee can view the contents of this file
Documentation

The Interim Evaluation serves as documentation and is the only required component of documentation during this phase. Any note written about the employee (formal or informal) to be kept in the Supervisor File must fit this description - especially if written by you. Because your notes can be viewed by the employee at any time, notes with inflammatory comments (etc) are not appropriate and should not be included in the documentation. Example - post it note dated with date(s) that employee work over to complete a specific assignment- what was the assignment, the date(s), what was the result from the employee's performance on the project?

Why is it important to document? Like the tendency to remember only the last project completed, in this case you may only remember enough to rate someone as an Achiever (central tendency) when really they have extended themselves over and over...but we just forget! Want to learn more, see Rating Errors (pdf).

It's all about the FACTS!

F = Facts
Similar to the notes you take during an interview, you don't comment on hair, makeup or ethnicity. Only comment on the facts.

A = Accurate
Your notes need to be accurate, a reflection of what happened through your observation and not your opinion of what happened.

C = Consistent
Consistency between employees is important. Do not have a file for one employee when you don't have a file for others. Take notes on all employee performance. In addition, you should take similar notes on all employees.

T = Timely
Any documentation should be taken during the time the action is observed, discussed, etc. Not later when you have time. At a later point you will not remember the facts a accurately.

S = Specific

Be specific to the situation. When you pull out a note written 10 months prior you won't know what "good job" means!

Verbal Communication
  • Descriptive
  • Immediate
  • Specific
  • Reinforcing or Developmental
  • Maintain mutual respect

In addition to written notes, just making a comment on performance is considered ongoing feedback. Our tendency is to make a comment when something is wrong. When you see good performance - stop, describe and reinforce. When you see poor performance, you can also make a verbal comment but want to ensure that you do so privately and may consider using a more formal approach if it is a reoccurring issue

Why is it important to provide feedback throughout the year? At the end of the year there is the tendency to rate higher or lower than justified by actual performance. The supervisor may have difficulty criticizing performance and wish to avoid confrontation or feel that no one is perfect. Or, the supervisor may be more critical than is reasonable, given the circumstances.

To successfully accomplish this phase of Performance Management a supervisor should be able to:

  • Organize and assign work priorities
  • Develop employee competence and commitment
  • Give constructive feedback and praise
  • Delegate and monitor assignments
  • Communicate and coach

The Best Practices (pdf) applied at William & Mary includes Communication, Collaboration and Coaching. Each is a pre-cursor to Progressive Discipline and, when used collectively, should result in a satisfactory Supervisor/Employee working relationship, good work environment and a productive year!

When an employee's performance begins to move below Achiever on the Performance Evaluation rating scale, a Supervisor needs to go through the Progressive Discipline Checklist (pdf) and determine where to start in working with the employee for improved performance.

Resources

Monitoring Checklist for Managers (pdf)

Best Practices (pdf)

Progressive Discipline (pdf)

Interim Evaluation Form (.doc)

Notice of Improvement Needed/Unsatisfactory Performance Form (pdf)

Progressive Discipline Checklist (pdf)