Undertaking effective Supervisions and Appraisals Saying the things

Undertaking effective Supervisions and Appraisals Saying the things that need to be said to improve performance www. willerbyhill. co. uk A fresh approach to HR

Contents Ø What are appraisals and supervisions? Ø Benefits and concerns? Ø What does a good meeting look like? www. willerbyhill. co. uk A fresh approach to HR

{aren’t they the same thing? } WHAT ARE APPRAISALS AND SUPERVISIONS www. willerbyhill. co. uk A fresh approach to HR

What are appraisals and supervisions Ø In groups spend 10 minutes to identify the purpose of… ØSupervision meetings ØAppraisal meetings Ø Are they the same thing? Ø Are they different? Ø Why do we need them? www. willerbyhill. co. uk A fresh approach to HR

What is an appraisal Ø A formal meeting Ø Normally 1 -2 -1 Ø Based on a clearly defined agenda Ø Focused on evaluating performance Ø Infrequent (yearly or bi-annual) Ø Setting general, longer term goals and objectives www. willerbyhill. co. uk A fresh approach to HR

What is a supervision Ø Focused on short term goals and issues Ø Based on an agreement Ø Formal agenda Ø Centered around supporting employees Ø Covers a wide range of goals and issues Ø A formal record of development and support www. willerbyhill. co. uk A fresh approach to HR

Supervisions in practice Ø “‘Providers must put appropriate arrangements in place for the supervision of their staff. Effective supervision should support, coach and train the practitioner and promote the interests of children. Supervision should foster a culture of mutual support, teamwork and continuous improvement which encourages the confidential discussion of sensitive issues, and the immediate reporting of any grounds for concern about a child’s welfare and safety. ” Ø The draft consultation document for the Statutory Framework of the Early Years Foundation Stage (July 2011) www. willerbyhill. co. uk A fresh approach to HR

Appraisals and Supervisions Organisational Goals Team Goals Individual Goals Agreed in Appraisals Reviewed in Evidence of support Development Supervisions www. willerbyhill. co. uk A fresh approach to HR

Areas of focus Ø Appraisal Ø Review previous objectives and whether these have been met Ø Review of supervision notes throughout the year Ø Praise achievements in the last 12 months Ø Look at current role and responsibilities Ø Give constructive feedback on areas of difficulty Ø Look at the required professional skills and knowledge and identify any development needs Ø Agree new objectives for the next 12 months Ø Plan and agree actions Ø Ø Ø Supervisions Discuss issues or difficulties Identify solutions to address issues Be coached in tackling issues as they arise Review work and workload Explore feelings Develop practice and competencies Plan future action Ensure every child’s safety and wellbeing Focus on individual children and their development and progress Monitor standards www. willerbyhill. co. uk A fresh approach to HR

Frequency Ø Appraisal Ø Minimum of annually Ø Normally bi-annually Ø Last around 1 hour per employee Ø Supervisions Ø New starters every two weeks Ø After probation period move to monthly Ø Last around 20 to 40 mins depending www. willerbyhill. co. uk A fresh approach to HR

{its easier said than done} BENEFITS AND CONCERNS www. willerbyhill. co. uk A fresh approach to HR

Benefits and Concerns Ø In your groups spend 10 minutes to identify what are the Benefits, and Concerns of undertaking Supervisions with individuals Benefits Individuals Concerns www. willerbyhill. co. uk A fresh approach to HR

Supervision Benefits 1. 2. 3. 4. 5. 6. 7. Formally records help given Records where problems have been identified Supports the employee with difficult problems Keeps employees focused on doing the right things Reviews employee performance Ensures consistency in approaches Managers can assess employee understanding of key policies 8. Spot problems early and tackle them 9. Avoids issues being swept under the carpet 10. Plans for future actions www. willerbyhill. co. uk A fresh approach to HR

Supervision Concerns 1. Can be confrontational 2. Can uncover hidden poor performance 3. Can be time consuming 4. Difficult to undertake when things are good 5. Can become routine and meaningless 6. Employees do not like being measured/recorded 7. Relies heavily on interpersonal skills of supervisor 8. Employees do not like to discuss own weaknesses 9. Manager may not keep promises of support 10. Can be seen as policing activity www. willerbyhill. co. uk A fresh approach to HR

Why don’t we like having tough conversations? Ø In your groups spend 10 minutes considering why we don’t like challenging other peoples behaviour or criticising them www. willerbyhill. co. uk A fresh approach to HR

Why we don’t do them • • Time Understanding of how to do it Confidence in our own ability Trust between employees and managers Skills (questioning etc) Conflict Fear of being disliked Age differences www. willerbyhill. co. uk A fresh approach to HR

{go on then, what should I do? } WHAT DOES A GOOD MEETING LOOK LIKE? www. willerbyhill. co. uk A fresh approach to HR

It’s a journey………. www. willerbyhill. co. uk A fresh approach to HR

Rules Ø Get on with it – timing is important Ø Pick a neutral venue Ø Avoid prejudgments - perceptions Ø Don’t make it personal or accuse Ø Be factual and question Ø Focus on a solution not the issue Ø Make notes Ø Follow it up www. willerbyhill. co. uk A fresh approach to HR

5 step process 2. Define your outcomes 3. Invite (no surprises), thinking time 4. State, listen, question, note, solve 5. Followup & review – embed behaviour 1. Gather evidence www. willerbyhill. co. uk A fresh approach to HR

Stage 4 4. State, listen, question, note, solve a. Inquire – how do they see the issue b. Acknowledge – recognize their point of view c. Advocacy – state your position d. Solve – discuss solutions and seek agreement www. willerbyhill. co. uk A fresh approach to HR

Core skills - questioning Issue Close confirm Open Paraphrase Probe www. willerbyhill. co. uk A fresh approach to HR

Observable listening Ø Do Ø Use supportive and encouraging gestures, such as nods of the head and smiles Ø Make eye contact: look at the speaker directly without staring Ø Take notes: jot down key words and use these for later questions Ø Look interested by facing the speaker, altering your facial expression and staying relaxed and calm Ø Don’t Ø Modify the message you hear to suit your own view Ø Be pre-occupied with your own problems Ø Make up your mind too quickly without hearing the whole story Ø Become anxious about what you are hearing and over-react Ø Be prejudicial and listen with a closed mind www. willerbyhill. co. uk A fresh approach to HR

Suggested openers Ø "I’d like to talk about ______ with you, but first I’d like to get your point of view. " Ø "I need your help with what just happened. Do you have a few minutes to talk? " Ø "I need your help with something. Can we talk about it (soon)? " If they say, "Sure, let me get back to you, " follow up with them. Ø "I think we have different perceptions about ___________. I’d like to hear your thinking on this. " Ø "I’d like to talk about __________. I think we may have different ideas on how to ___________. www. willerbyhill. co. uk A fresh approach to HR

Contents Ø What are appraisals and supervisions? Ø Benefits and concerns? Ø What does a good meeting look like? www. willerbyhill. co. uk A fresh approach to HR