Shift to A “Performance Planning” Mindset

Benefits of Performance Planning

Making the switch from a “Performance Review” to a “Performance Planning” mindset is more than semantics. It’s a shift in mindset that signals a commitment to thinking ahead, more than looking back, and developing your employees, as well as supporting their career goals. There are a number of benefits to regular (we suggest 6-month) performance planning sessions:

• Employees get regular, actionable feedback.

• Managers and employees collaborate on the employee’s career plans and path, leading to a more open and supportive relationship.

• Managers gain a clearer understanding of different people in various roles, which strengthens their management skills.

Effective performance planning requires managers to have a strong, conscious understanding of the underlying philosophy. They must have clear processes, standards, or other helpful guidance for helping the employee grow and develop in their particular role and in their future career.

Steps in Performance Planning

The steps below are based on our years of experience in the Human Resources arena and align with what you’ll find in BLOOM®.

1. Review and update an employee’s role description
   Role descriptions are essential for a number of reasons:

   • Keep employees informed about role specifications and expectations

   • Communicate the organization’s needs

   • Serve as a tool for conflict resolution

   • Provide an objective basis for performance planning sessions

   • Create organization metrics related to each job, clear and top of mind

2. Give the employee a self-evaluation form (and their revised role description)
   The manager should review the form's structure with the employee and reiterate that the performance planning session is an opportunity for them to work together on the employee’s career goals. The employee’s self-evaluation will be stored in BLOOM for future reference and planning.

3. Managers complete a self-review to evaluate their own supervisory performance 
   Since performance planning is a collaborative process, it’s essential for managers to reflect on their part of the relationship and to pay attention to how they are supporting the employee’s growth and development.

4. Managers complete a performance evaluation for the employee
   Prior to the performance planning session, managers should review the available information from the employee’s past sessions. If you’re using BLOOM, this includes reviewing the employee’s performance logs (praises, concerns, and so on). It also means setting two to three goals for the employee and establishing expectations and assignments for training. This adds to the goals the employee has already set for himself and demonstrates a willingness to challenge the team member further and provide support.

5. Managers submit all documentation to the department manager
   Also, before the performance planning session, the manager should submit all documentation to the department manager for review. Review any questions or concerns to ensure that the session is productive and on target with the organization's goals.

6. Conduct performance planning dialogue
   If it seems like there is a lot to do before sitting down with the employee, it’s because there is. Rather than rushing into a review unprepared, wasting time and energy, doing your homework and planning a thorough session pays off. The anticipation of a session can be stressful, so here are a few tips a manager can use to make the session more productive and more encouraging:

   • Control the environment -- Schedule a time and location that reduces the chance of interruption.

   • Establish the purpose -- Review the benefits of performance planning and provide an overview of what’s included in the meeting.

   • Seek input -- Ask open-ended questions to engage the employee, and remember to listen carefully at all times.

   • Share assessment results -- The employee should go first, walking the manager through the employee’s self-evaluation. The manager should go second and provide candid and specific feedback, both corrective and positive.

   • Discuss the employee’s strengths -- Ask the employee for his input about his strengths and share your opinion as well.

   • Set specific goals -- List opportunities for improvement, identify training needs, and set realistic but challenging goals.

   • Close with a synopsis -- Summarize what you discussed and review any Human Resources communications concerning policy changes, wage scales, and so on. Sign the session’s forms and explain the next steps. Thank the employee for his/her time and work.

7. Forward paperwork to the Human Resources department
. The notes from the performance planning session will be added to the employee’s permanent file and then sent to Human Resources for review. In BLOOM, once HR approves the plan, it becomes available to both the employee and their manager for future reference.

If you’d like more information about BLOOM or our methodology, please feel free to contact us or leave a response here.