Communication Guidelines
Supervisor’s Role prior to a
Scheduled Formal Discussion:
- Schedule meeting with
staff.
- Review staff performance,
work behaviors, and progress
toward goals.
- Collect information to
support feedback.
Supervisor’s Role during a
Scheduled Formal Discussion:
- Align conversation with
goals.
- Listen & remove
interruptions.
- Provide feedback and
summarize conversation.
- Incorporate staff
feedback, adjusting
performance and/or behavior
as appropriate.
- Support staff development
via work behaviors,
competency development,
career planning.
Staff Member’s Role prior to
a Scheduled Formal
Discussion:
- Review own performance,
work behaviors, and progress
toward goals.
- Collect information to
support own analysis.
Staff Member’s Role during a
Scheduled Formal Discussion:
- Listen to feedback and ask
for clarification as needed.
- Identify needs; offer
suggestions and
observations.
- Jointly problem-solve.
- Assist in summarizing
discussion, agreements,
feedback, etc.
- Adjusting performance
and/or behavior based on
agreements.
- If applicable, following
performance development plan
to completion.
Prepare Yourself and be
aware of which of the
following you will have the
most difficulty:
- People
- Particular Situations
- Problem Behaviors
- Reactions
Dealing with Difficult
Formal Discussions and
Situations:
- Prepare for the
discussion. Have facts in
hand.
- Visualize positive
outcome.
- If your comments are
challenged, repeat back to
staff their own words.
(Active listening).
- Keep stating your goals
and willingness to negotiate
how goals can be reached.
- Summarize what happened
and agreements on a PCD
form.
Five (5) Communication
Principles to Reinforce
Effective Performance:
- Discuss feedback in a
timely manner.
- Be prepared to be specific
about performance and/or
behavior you want to
reinforce.
- Focus on the positive. No
“but”, “however” or
“although.”
- Carefully consider whether
to “raise the bar.”
- Be sincere, respectful,
and appreciative.
Five (5) Communication
Principles to Improve
Performance
- Deliver feedback in a
timely manner. Don’t wait!
- Ensure there is adequate
uninterrupted time to talk
and listen.
- Be specific and direct
about staff’s performance or
behavior and its impact.
- Come prepared, focus on
the problem - don’t ‘fix’
blame.
- Maintain or build staff’s
self esteem by being
respectful and open.
- Work together to
identify/solve problems and
make improvements.
Remember Throughout the
Process:
- Criticism has negative
effects on goal achievement.
- Defensiveness leads to
inferior performance.
- Mutual goal setting, not
criticism, improves
performance.
- Performance improves most
when specific goals are
established.
- Coaching is a day-to-day
activity, not a once-a-year
activity.
If you have any questions
about the Performance
Communication & Development
Plan, do not hesitate to
contact your Human Resources
Generalist.
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