As managers of the HR function many of us
know that is difficult to have performance management conversations with
employees that are struggling in their job.
We want everyone to be successful and will often do everything we can to
coach and mentor employees. These difficult
performance conversations are a key responsibility and role Human Resources plays
to support management and improve company productivity and performance. Outlined below are four steps that the HR leader
needs to take to support the corporate team and as well act as a resource for
the organization.
#1 Create Reasonable and Goal Oriented
Objectives
Businesses are results driven and when we
have a performance management discussion with an employee it is important to refer
to the job description and goals and objectives that were arrived at the
beginning of the performance process.
The job description should be detailed and the goals should be
reasonable, attainable and agreed upon by all parties. The purpose of documenting at the beginning
of the process is that helps keep both you and your employee focused and on the
right path. The more detailed and specific the job description and the goals
and objectives the better the chance of all parties achieving the desired
results.
#2 Performance Conversation and
Discussion
It is important to remember that this is a
conversation between colleagues and not a lecture. The performance discussion
is designed to gather information and give advice. Listen to your employee,
analyze their responses, refer to the job description, agreed upon goals and
objectives and discuss performance deficiencies. Always maintain a professional and business
oriented discussion. If you want to make sure that you are crafting
a positive conversation, then as a manger you need to become aware of your communication
style vis-à-vis your employees. It is
important to modify your style to accommodate the setting and purpose of the
discussion and be an active listener.
You also need to take notes and attempt to come to a joint understanding
of those areas where improvement is desired.
#3 Coaching
and Training
One of the key
elements in a performance discussion is the belief that the employee is receiving
accurate information in a supportive environment. Managers need to make the
most of whatever opportunities they have to increase their direct reports'
trust at all levels and look for ways to support the struggling staff member. One
of the best ways to improve performance is to increase the trust between you
and your subordinate. It is critical to coach
the employee, be consistent and look for ways for the employee to be successful. Occasionally, managers will offer additional
training and provide training to improve sub-standard performance. While additional training is very important is
only one tool in a manager’s took kit.
Additional support includes meeting more often to provide immediate feedback
with the employee as well as using a problem solving approach as the method to
address performance issues. As a manger
and HR professional the idea that every day is a performance review should be
the approach utilized.
#4 Agree Upon the Strategy
Because people have different development
needs at different stages, managers are advised to discuss the performance plan
and agree to the next steps for the future.
The performance plan is not designed as a way to manage a struggling
performer out of the organization but rather to give them the tools to ensure
their success. As a manager, and HR
leader it is important to be a good listener, be candid and honest and document
the agreed upon strategy.
Finally, remember that you cannot “save” everyone.
No matter what you do, there are those staff members that do have the skills or
knowledge to be successful. What you can
do is give them the tools and time be successful. Ultimately, it is up the employee to rise to
the occasion.