The Review Meeting - Section 4

Included in this section: Review the Expectations | Establishing the Plan | Supporting the Plan

Review the Expectations

Meet with the employee to review his/her achievements and performance regarding the University's set of Expectations. This meeting is collaborative in nature. Discuss how you rated his/her performance in comparison to how the staff member rates his/her own performance on the Expectations. Use this time to clarify your definitions of the Expectations and get your staff member's perspective on them as well. Throughout the meeting, be sure to take a future-oriented, developmental view of performance, not just a historical perspective. Ask yourself questions such as "In what areas could the staff member grow into a position of higher responsibility and become more useful to the University?"

Establish the Plan

After reviewing the employee’s achievements and performance together, collaboratively develop a Plan for the next year. The Plan outlines at least two goals you both believe will be beneficial to his/her job performance and career. Remember, the Plan essentially belongs to the employee. Discuss what you can do as their manager to support them in making progress on their goals. 

Supporting the Plan

The Supports  

No staff member operates in a vacuum at SMU. Most of us consider our supervisor to be the major source of support available to us. This Review process reflects the idea that in most cases, a staff member and a supervisor should partner with one another to not only set, but also achieve, goals.  

An employee may ask for specific resources such as tools, time, or other tangibles to support The Plan. Often less tangible supports are also helpful. The following list contains both types of supports. The list is not exhaustive, but it does provide a springboard from which to brainstorm actions a supervisor could implement to promote the staff member’s success.

 
Provide Feedback

• Actively coach staff member on skills; provide timely, useful feedback, and encouragement.
• Staff member and supervisor meet regularly to review performance goals and plans.

Teach Teamwork

• Facilitate team-building within work groups.
• Use a team approach to develop people; cross-training.
• Encourage teamwork and teach team skills.

Provide Recognition

• Demonstrate sincere appreciation for others contributions, achievements and good work.
• Share successes with others; create opportunities for recognition.

Practice Quality Communication

• Listen with empathy; respond diplomatically.
• In a timely manner, share information employees need to perform their jobs.
• Develop processes by which vital information is shared quickly and effectively.
• Express thoughts clearly; be aware of differing communication styles.

Build Trust

• Keep promises and honor commitments.
• Educate staff about professional ethics and adhere to them as well.

Remove Obstacles

• Help identify and eliminate obstacles to performance.
• Provide adequate resources for training and business tools.
• Review work processes to eliminate unnecessary steps.
• Seek opportunities to proactively develop self and employees.
• View failure as a growth opportunity; assist with problem-solving and training to promote success.

Promote Positive Problem-Solving & Decision-Making Skills

• Seek to solve problems without affixing blame.
• Make decisions using facts; involve those with expertise closest to the problem.
• Teach others the processes/criteria involved in making management decisions.
• Address problems first with the person(s) directly involved.
• Encourage the view that conflict is an opportunity for building trust and improving communication skills.
• Encourage use of a win-win approach to conflict and problem-solving.

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