Performance Management

Question 1

What is Perfromance Management?

Answer 1

• Is about seeking improvement through dialogue and providing support to enable the employee to perform satisfactorily.
• IT IS NO A DISCIPLINARY PROCESS.

Question 2

PRACTICE NOTE

Explain “Step 1: Informal Discussion”?

Answer 2

• Performance issues MUST be addressed with an employee as soon as possible after they are identified.
• The first step is to have an informal meeting to discuss general work performance and specific areas in need of improvement.
• Your role is to encourage, support and try to help the employee to improve.

Question 3

PRACTICE NOTE

How should an “Informal Discussion” be done?

Answer 3

1. Talk to the employee in private.
2. Listen to whatever the employee has to say about the issue.
3. Be careful that the informal action does not turn into formal disciplinary action - as this may unintentionally deny the employee rights.
4. Where possible, reach agreement on the way forward.
5. Send a letter to the employee recording the discussion.
6. Arrange a follow-up meeting time to assess any progress.
7. Consider whether a referral to Wellness Services would also be appropriate at this stage.

Question 4

PRACTICE NOTE

Explain “Step 2: The Performance Meeting”?

Answer 4

• Where the employee’s performance has not improved despite Informal discussions, a more FORMAL MEETING may be appropriate.

Question 5

PRACTICE NOTE

What to do “before the meeting”?

Answer 5

1. Identify the minimum standard of performance and how the employees performance falls short of that standard.
2. Send the employee a letter of invitation to a performance meeting.
3. Set up a performance management file.
4. Discuss with the HRM and consider possible options to remedy the performance concerns.
5. Draw up a checklist of items to be discussed.
6. If further organizational support is required, ascertain names of contact persons.

Question 6

PRACTICE NOTE

What to do “during the meeting”?

Answer 6

1. Introduction: Open the meeting by explaining the reasons for the meeting and setting the agenda.
2. Provide information: outline the minimum acceptable standard of performance and outline where the employees performance has fallen short of that standard.
3. Opportunity to respond: give the employee a genuine opportunity to explain any reasons for the shortfall in performance.
4. Problem solving: explain the performance management process and the action that will be taken next. If a Performance Improvement Plan (PIP) seems necessary, go through the PIP form with the employee and his or her support person.
5. Record Keeping: record the discussion including employees explanation in the notes of the meeting and make sure this is signed by both parties at the end of the meeting.

Question 7

PRACTICE NOTE

What to do “after the meeting”?

Answer 7

• If a PIP was put in place, follow the instructions in Step 3.
• If NO PIP was put in place, continue to monitor the employees performance.

Question 8

PRACTICE NOTE

Explain “Step 3: The Performance Improvement Plan (PIP)”?

Answer 8

1. The performance to be improved - you need to be specific and cite examples.
2. The minimum acceptable standard of performance with reference to the competencies, position description, Code of Conduct and any other available benchmarks.
3. The remedial steps to be taken. This standard should be measurable, realistic and have an achievable timeline.
4. The support and resources Police will provide to assist the employee. Note the target date for achieving the Improvement.
5. How and when you will provide feedback to the employee.
6. Review periods, including with whom and how often.
7. The dates for progress meetings when the performance issue and target date for improvement will be re-evaluated.
8. The start date for the PIP.
9. Possible consequences if performance standards are not met.
10. The signature of both parties and the date the PIP was signed.

Question 9

PRACTICE NOTE

What happens “once PIP implemented”?

Answer 9

1. Ensure all agreed assistance is provided to the employee.
2. Diary meetings at the interval agreed. Notes should be kept of the meetings.
3. Put in place a system to monitor the employees progress in meeting the requirements of the PIP.
4. Note that the PIP is specific to the behaviours/poor performance that has been raised with the employee.

Question 10

Explain “Step 4: Completion of the PIP - required standard reached”?

Answer 10

• After a PIP has been implemented and completed the employees performance should be evaluated in accordance with the PIP.

Question 11

PRACTICE NOTE

Explain “Instigating the Disciplinary process for Non-Performance”?

Answer 11

• Where an employee does not achieve the required standard following a PIP consideration may be given to revising the PIP.
• However, in some circumstances, it may be appropriate for the matter to go directly to the progressive disciplinary process.