Professional Documents
Culture Documents
Topics Covered
Benefits of Giving Effective Feedback
Steps to Giving Effective Feedback
Documenting Feedback
Essentials of Good Documentation
Example of Feedback Documentation
2
Benefits of Giving Effective Performance Feedback
# 1 Driver of Performance
Helps staff understand progress at meeting
expectations/goals
Recognizes staff contributions
Enhances productivity and staff engagement
3
Steps to Effective Feedback
Plan
Timing
Set the Tone
Give Specifics
Encourage Dialogue
Allow Time for Questions and Clarification
Coach - Offer Recommendations
Set Goals and Plan for Follow Up
Summarize
End on a Positive Note
4
Plan
Review relevant documents and information
Notes from meetings with direct reports
Work products
Feedback from internal and external customers
Performance goals established and progress at meeting
goals
Any other relevant information
Develop talking points of things you want to discuss in the
session
5
Timing
Notify staff member of meeting and meeting goals
Hold in a private place
Avoid distractions
Devote sufficient time
Feedback should be delivered on regular basis and as
close as possible to when the issue or event occurred
6
Set the Tone
Emphasize the Positive – what is going well
Appraise performance; not the person
Be respectful, non-judgmental, honest
Stay calm and professional, even if emotions rise
Establish a setting conducive to dialogue
7
Cite Specifics
Identify specific actions, behaviors where expectations
were met and not met
Give specific examples
“In your last monthly report, there were errors in calculating
the balances for each budget category. For example, you did
not take into consideration some of the expenses that were
incurred in September in the travel and entertainment
category, which resulted in an inaccurate balance for that
category.
Discuss impact of performance on dept./organization
These report inaccuracies adversely impact our ability to
effectively forecast the budget available for future events.
8
Encourage Dialogue
Don’t allow outside interruptions
Silence is Golden – Time to Reflect and React
Engage in Active Listening
Acknowledge feedback from staff member
Give staff member time to:
discuss his/her assessment of performance or event
discuss his/her training and resource needs
ask questions
Identify any skills gaps
Solicit ideas from staff member on how performance can be
enhanced
9
Set Goals and Plan for Follow Up
Establish clear performance expectations
Ask staff member what steps s/he will take to enhance
performance
Offer recommendations to enhance performance
Discuss follow up plans
Regular meetings
How staff member should communicate progress and ask for
assistance, as needed
10
Summarize and End on a Positive Note
Summarize important points covered
Have staff member discuss plan for enhancement
Articulate confidence in staff member’s ability to meet
goals
Encourage staff member to consult with you often
Express willingness to “coach” staff member
Document Feedback
11
Documenting Feedback
Why is it vital to document feedback you give staff
throughout the appraisal cycle?
Reminds you of the performance areas/topics that were
covered with staff member
Summarizes plans of action
Reviews what areas need follow up
Can’t accurately remember all feedback given to staff
Provides basis for mid-year and annual appraisals
Serves as good foundation for future employment decisions
Supports employment decisions in case of grievances or
outside employment complaints
12
Essentials of Good Documentation
Include date of feedback, name of staff member
Summarize topics/areas covered
Summarize action plans
Areas that need follow up
Staff member’s response to feedback
13
Sample documentation
Joe White – 6-13-2014
Topics covered: Meeting monthly report deadlines
improved; reports have been submitted on time for 3
months; accuracy of reports need improving – missing
program summary information, program expenses not
consistently accurate, report format does not comply
with established template
Action Plan Proposed by Joe: Draft report at least 2
days in advance of deadline, proof for accuracy and
format, proof again before submission
Will meet again after next report is submitted
14