As managers of the HR function many of us know that
it 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 also function
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 achieved 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 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 you and your colleague. It is not a lecture. The performance discussion is designed to gather information and give advice. Listen to your employees, analyze their responses, refer to the job description, agree 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 manager 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
there 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 manager 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 to be successful. Ultimately, it is up the employee to rise to the occasion.
