Annual Process for Coaching for Performance - Supervisor

SUPERVISOR PROCESS:

Complete the Coaching Feedback form in advance of the second of your two “annual feedback” meetings with the employee.  (You are responsible for scheduling both meetings. There is nothing you need to prepare for the first meeting.)   

The second annual feedback meeting is your opportunity to formally share what you prepare on this form. During the meeting use the form as a reference and share the information orally. Remember – it’s not about the form it’s about the feedback and the opportunity this meeting provides to have a positive impact on job performance.

It is important that you NOT give the employee this form in advance of the meeting or any time during the meeting. He/she should hear the information directly from you and not be reading ahead. The employee may ask clarifying questions or take notes.

*Give the employee a copy of the form at the end of the meeting.

 

STRENGTHSInclude at least 3 competency strengths

Beginning with strengths opens the meeting on a positive note. Your credibility is built by recognizing both strengths and opportunities for improvement - not limiting the feedback to opportunities for improvement alone.

Be strategic: the strengths you identify are those you wish the employee to continue doing!  List the most important first.

Use examples (events, incidents, accomplishments, etc.) so the employee clearly understands what you mean by the strength identified.

SAMPLE Strength Competencies
(or create others that better match what you are identifying/recognizing)

  • Dedication, Attitude, Commitment
  • Priority-Setting
  • Think/Problem Solving
  • Initiative and Reliability
  • Leadership
  • Working Effectively with Others
  • Communication
  • Creativity and Innovation
  • Marketing and Selling Techniques
  • Visionary Abilities
  • Administrative Skills
  • Drive for Results
  • Development of People
  • Acting with Integrity
  • Fostering Teamwork
  • Articulation of Ideas
  • Dealing with Abstract Concepts
  • Quantity of Work Produced
  • Analytical Skills
  • Focusing on the Customer
  • Sound Judgment & Decision Making
  • Knowledge of the Business
  • Technical Skill (Be Specific)
  • Quality of Work Produced
  • Accepting Responsibility
  • Anticipation of Problems
  • Applied Job Knowledge
  • Creating Ownership
  • Handling Multiple Priorities
  • Use of Technology
  • Other: Department or Position Specific Competency

 

FORMAT FOR COMMUNICATING STRENGTHS

You can help increase the impact and recall of your feedback by using the following format:

Headline + Clarifying Statement + Examples/Impact

Headline 

The Headline is the competency you have identified. Like the headline of a newspaper article, this is a word or phrase (see a sample list above). Repeating the headline during the feedback meeting will help the employee easily remember the competency you’ve identified.  Example: “Fostering Teamwork.” Repeating the headline often while giving details about it helps drive home your message. 

Clarifying Statement

A brief phrase or sentence that describes the overall behavior you have identified with the competency headline. The key word here is behavior. That’s the clarification you are bringing to the headline. Clarifying statements are not always needed if the headline is clear enough. Example: “What I mean by fostering teamwork is your ability to influence your team to work together and deliver results.”

Examples/Impact for each competency 

Examples are very important. They help the employee understand what you mean when you identify a competency. Examples must have a time reference, description of the event, and description of impact: money, people, etc. Including impact helps the employee understand how their performance affects the work or workplace. Example: “Last fall you led your team in the IT project and delivered the result ahead of schedule. The customer was very happy with the outcome and the team members shared with me how much fun the project was. This reflects well with our customers, promotes a great working environment and by completing ahead of schedule you freed up resources for other important projects. Great job!”

 

Complete Format Example:

Strength Headline:             “Fostering Teamwork”

Clarifying Statement:        “The ability to influence your team to work together and deliver results.”

Example/Impact:               “Last fall you led your team in the IT project and delivered the result ahead of schedule. The customer was very happy with the outcome and the team members shared with me how much fun the project was. This reflects well with our customers, promotes a great working environment and by completing ahead of schedule you freed up resources for other important projects. Great job!”

 

OPPORTUNITIES FOR IMPROVEMENT: Include at least 3 competency opportunities

Opportunities for Improvement fall into three categories:

  1. Areas where improvement will enhance performance in the current role.
  2. Areas where improvement will support a career aspiration, even if not part of the current role.
  3. Areas that must change in order to continue in the role.

Be strategic: Prioritize and list the most important first.

Limiting to three means you are helping the employee focus on the most important things to positively impact their performance and/or career aspiration. You can list more – your message may get diluted the more you add.

The opportunities you select will be different for each employee you review. They should reflect the performance you observe. It is important to use specific examples for each opportunity to demonstrate your feedback. 

 SAMPLE "Opportunities for Improvement" Competencies
(or create others that better match what you are identifying/recognizing)

  • Dedication, Attitude, Commitment
  • Priority-Setting
  • Think/Problem Solving
  • Initiative and Reliability
  • Leadership
  • Working Effectively with Others
  • Communication
  • Creativity and Innovation
  • Marketing and Selling Techniques
  • Visionary Abilities
  • Administrative Skills
  • Drive for Results
  • Development of People
  • Acting with Integrity
  • Fostering Teamwork
  • Articulation of Ideas
  • Dealing with Abstract Concepts
  • Quantity of Work Produced
  • Analytical Skills
  • Focusing on the Customer
  • Sound Judgment & Decision Making
  • Knowledge of the Business
  • Technical Skill (Be Specific)
  • Quality of Work Produced
  • Accepting Responsibility
  • Anticipation of Problems
  • Applied Job Knowledge
  • Creating Ownership
  • Handling Multiple Priorities
  • Use of Technology
  • Other: Department or Position Specific Competency

 

FORMAT FOR COMMUNICATING OPPORTUNITIES FOR IMPROVEMENT:

Messaging reminder:  When making a request for change, focus on what you want going forward (future focus) rather than what you don’t want (past focus).  This increases the likelihood of feedback being received well and without eliciting defensiveness.
Example: “I need you to be on time …” instead of… “Don’t be late.”

You can further increase the impact and recall of your feedback by using the following format:

Headline + Clarifying Statement + Examples/Impact

Headline

The Headline is the competency you have identified. Like the headline of a newspaper article, this is a word or phrase (see a sample list above   Repeating the headline during the feedback meeting will help the employee easily remember the competency you’ve identified.  Example: “Attention to Detail” Repeating the headline often while giving details about it helps drive home your message. 

Clarifying Statement

A brief phrase or sentence that describes the overall behavior you have identified with the competency headline. The key word here is behavior. That’s the clarification you are bringing to the headline. Clarifying statements are not always needed if the headline is clear enough.  Example: “What I mean by attention to detail is that I need your updates to be timely.”

Examples/Impact for each competency 

Examples are very important. They help the employee understand what you mean when you identify a competency. Examples must have a time reference, description of the event, and description of impact: money, people, etc. Including impact helps the employee understand how their performance affects the work or workplace.  Example: In February and March 2012, the old mileage rates were listed on our electronic expense forms and 15 associates received inaccurate reimbursements for this period. Correcting the reimbursements cost the organization $320 in supplementary labor and resulted in feelings of frustration within the team. A keener attention to detail is critical as you move forward in the coming year.”
 

Complete Opportunities for Improvement Format Example:

 

Headline:                           “Attention to Detail”

Clarifying Statement:        “The need for your updates to be timely.”

Example/Impact:              “In February and March 2012, the old mileage rates were listed on our electronic expense forms and 15 associates received inaccurate reimbursements for this period. Correcting the reimbursements cost the organization $320 in supplementary labor and resulted in feelings of frustration within the team. A keener attention to detail is critical as you move forward in the coming year.”

  

REVIEW OF PRIOR YEARS' GOALSReflect on the past year including how he/she approached the goal and the outcomes.

 

GOALS FOR THE UPCOMING YEAR  

Use the S.M.A.R.T Goals format and provide a least 3 goals for the upcoming year. The employee may make goal suggestions during their session which should enter into your discussion at the end of the Coaching Feedback session. This is an essential piece to successful performance at UNH. The final version of goals should appear on this form so do an update to it after the meeting if there are changes based on your discussion of goals with the employee.

Specific: What, why, and how.
Measureable: How will you measure?
Attainable:  Is it possible in the current circumstances?
Realistic: Is the employee willing and able, do they have what is needed?
Time bound:  Schedule and deadline.