D: performance monitoring
Once a worker is employed, it is important that their performance is monitored regularly. An important aspect of performance monitoring is establishing a performance agreement. This is a statement or agreement between the employer and employee about what is expected of the employee.
performance agreements
A performance agreement should:
- be practical and a useful day-to-day planning tool for the worker. Having it cover a 3- or 6-month period will encourage you to keep it updated
- begin with the service statements set out in the worker's job description. From each service statement, actual work objectives can be developed and specific tasks or projects to be completed in that period noted.
Negotiating the agreement
Performance agreements are compiled via a process of negotiation between the employer and the employee (see following checklist). Employees should be advised well in advance when they are going to meet with their manager or team leader to negotiate the agreement.
Negotiation means working together to find mutually acceptable performance standards for the work being undertaken. Some employees and employers write separate draft agreements showing how they would like the performance measured. They then sit down together to compare the drafts and negotiate a final agreement.
Performance agreements are to be negotiated:
- at the start of the job
- when a new person starts an existing job
- when the supervisor changes
- when there are significant changes to the job
- when the term of the previous agreement has expired.
Tip
At least an hour of uninterrupted time should be set aside to negotiate the agreement.
Checklist for negotiating a performance agreement
The employer is encouraged to adopt the following procedure in the negotiating session as part of being a "good employer":
- put the staff member at their ease and outline the purpose of the session
- outline all performance issues at the start (both parties)
- explore any differences of opinion about performance between the employer and employee for each issue raised
- resolve all issues, using consensus if possible
- finalise and write up the performance agreement (see sample following)
- agree on feedback and new dates
- close the session.
Tip
The final performance agreement should be printed out, and both parties should sign it and keep a copy.
Sample performance agreement
ABC Youth Trust — Performance Agreement
Name: Performance Agreement for period 1/5/2006 to 31/10/2006
| SERVICES |
MANAGER'S/SUPERVISOR'S COMMENTS |
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The provision of crisis support (including referral services) to young people and their families:
- maintain through to 31.10.2006 contact with at least eight young people
- maintain contact with families of young people, minimum of three visits to each family through to 31.10.2006
- initiate a minimum of three networking meetings with Ministry of Social Development by 31.10.2006
- make contact with two new providers of emergency accommodation by 31.7.2006.
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The provision of life skills programmes to young people and their families:
- run three six-weekly life skills programmes (one night a week) in the assessment period
- achieve an average 80% in course evaluations.
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Administration tasks:
- completion of fortnightly time sheets
- maintenance of a diary of activities and clients
- maintenance of confidential client files
- attend monthly management meetings.
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Services and tasks agreed to:
Employee:
Date:
Manager/Supervisor:
Date: |
General Comments:
Employee's signature:
Date:
I agree/disagree with this assessment
Manager/Supervisor's
signature:
Date: |
performance evaluation
- A performance evaluation is to be completed at the end of the agreed time period.
- The format of a performance evaluation is similar to a feedback session.
- Ideally, there should be absolutely no surprises and no areas that are not under effective action.
- Any information that will affect the performance evaluation should be recorded.
- All good performance should be acknowledged.
- Where needs are identified, the employer and employee are encouraged to work together on ways of obtaining information to fill the need (e.g. drafting a training programme).
- The performance evaluation is to be recorded and signed by both parties.
- Once a year the performance agreement may also be used to decide whether an increment or bonus (if the organisation has budgeted for this) is due.
feedback sessions
- Feedback sessions are useful checks on performance held every one or two months.
- The performance agreement should be referred to at these sessions.
- Good performance should always be acknowledged.
- Progress against the agreement should be looked at and any specific performance difficulties raised.
Tip
Areas of non-performance or concern should be addressed as soon as possible — i.e. don't wait for a feedback session or performance evaluation meeting — an employee needs to know what is expected of them sooner rather than later. Record and agree meeting notes that summarise the discussion and any agreements made.
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