Performance Management Training

What You Need to Know

• You and your supervisor will define 3-5 goals together
• Your agency has selected 2-7 values from OSHR's Values Library
• Goals should support your unit's mission and strategic priorities
• Include at least one growth and development goal

Step-by-Step Instructions

Step 1: Review Your Agency's Values

• Ask your supervisor which values your agency selected
• Understand what each value means and how it applies to your work
• Think about how you can demonstrate these values in your daily work

Step 2: Understand Your Unit's Priorities

• During your performance planning discussion, your supervisor will share team/unit priorities
• Ask questions if you're unclear about how your role fits into these priorities

Step 3: Draft 3-5 Goals 

Performance Goals (2-4):

• What results will you achieve?
• How will you contribute to team priorities?
• Example: 'Complete quarterly compliance reports with 100% accuracy by established deadlines.'

Development Goal (1):

• How will you grow professionally?
• What skills or knowledge do you want to build?
• Example: 'Complete advanced Excel training and apply new skills to streamline data analysis processes.'

Step 4: Discuss and Refine with Your Supervisor

• Share your draft goals during your performance planning meeting
• Work together to ensure goals are clear, achievable, and aligned
• Adjust wording to be specific and measurable

Step 5: Enter Goals in the System

• Log in to the performance management platform
• Navigate to 'My goals page'  
• Enter each goal as agreed with your supervisor
• Review for accuracy and submit the goal

Tips for Success

• Make developmental goals meaningful to YOU  
• Goals can be modified during the year if priorities change
• Don't wait for perfection - you can adjust as you go

What You Need to Know

• The Check-In feature is enabled for all agencies in the performance management platform
• Either you OR your supervisor can request a check-in
• Check-ins make it easy to ensure feedback meetings happen and are documented

Option A: Requesting a Check-In

Step 1: Access the Platform

• Log into the performance management platform
• Navigate to the Check-Ins homepage

Step 2: Request a Check-In

• Click 'Create New Check-In' or the name of someone you already have a Check-In series with.
  • If creating new, select your supervisor as the participant
• Choose a Check-In template
• Click Continue

Step 3: Schedule the Meeting  

• Select a date and time to hold the first meeting
• Select a meeting frequency
• Review and click Confirm to schedule the Check-In
• Note: Your supervisor must meet with you if it's been 30+ days since your last feedback

Option B: Responding to a Check-In Request from Your Supervisor

Step 1: Review the Request

• You'll receive a notification (email or in-platform) when your supervisor schedules a Check-In with you
• Review any notes about topics to discuss

Step 2: Prepare  

• Review your goals and recent accomplishments
• Note any challenges or support you need
• Prepare questions for your supervisor

Step 3: Participate In the Meeting

• Be ready to discuss your progress, challenges, and development
• Take notes on key takeaways and next steps

After the Check-In

Step 1: Document the Discussion

• Return to the Check-In in the platform
• Add your notes about what was discussed
• Note any action items or commitments

Step 2: Follow Through

• Complete any actions you committed to
• Schedule your next check-in before too much time passes

What You Need to Know

• Documentation should be specific, factual, and objective
• Both you and your supervisor should keep notes on progress during regular discussions
• Good documentation helps during the Annual Progress Review

Using the Continue/Stop/Start Framework

The policy recommends using this simple framework for feedback discussions:

What Should You Continue Doing?

• Document what's working well
• Example: 'Continue responding to customer inquiries within 24 hours - this has improved satisfaction scores'

What Should You Start Doing?

• Document new opportunities or skills to develop
• Example: 'Start attending the monthly data analytics workshop to build skills for upcoming project needs'

What Should You Stop Doing?

• Document what needs to change
• Example: 'Stop waiting until month-end to update the tracking spreadsheet - update weekly instead'

Step-by-Step Documentation

Step 1: During or Immediately After the Conversation

• Take brief notes while discussing or right after
• Capture key points, not every word

Step 2: Log In to the Platform

• Access the performance management system
• Navigate to the Check-In or feedback documentation section

Step 3: Document the Discussion 

Include:

• Date of conversation
• Progress on goals discussed
• Feedback given (using Continue/Stop/Start)
• Support or resources needed
• Action items and next steps

Step 4: Save and Share

• Save your documentation
• If using Check-In feature, it will be visible to your supervisor
• Confirm with supervisor that you both captured the same key points

Tips for Good Documentation

• Be specific: 'Completed 15 client reports' not 'Did good work'
• Be factual: Focus on what happened, not interpretations
• Document regularly: Don't wait until year-end
• Include positives: Document accomplishments, not just concerns

What You Need to Know

• The Annual Progress Review happens at the end of your 12-month work cycle
• This is a one-on-one meeting with your supervisor
• You'll receive a performance rating: Outstanding Performer, Successful Performer, or Needs Improvement

Before the Meeting: Employee Preparation

Step 1: Evaluate Your Own Progress

• Review your work plan and goals
• Assess your progress on each goal
• Reflect on how you demonstrated agency values

Step 2: Gather Documentation 

Collect examples of:

• Completed projects or deliverables
• Positive feedback from colleagues or customers
• Metrics or data showing results
• Training or development completed
• Notes from your check-in conversations throughout the year

Step 3: Provide Comments in the System

• Log in to the performance management platform
• Navigate to your Annual Progress Review
• Add your self-assessment comments
• Upload or link to supporting documentation

During the Meeting

What Your Supervisor Will Discuss

• Your performance on each goal
• How you demonstrated agency values
• Areas of strength and areas for growth
• Your performance rating

What You Will Discuss

• Your performance on each goal
• How you demonstrated agency values
• Areas of strength and areas for growth
• Your performance rating

After the Meeting: Review and Acknowledgement

Step 1: Review Your Rating and Comments

• Read all comments and documentation carefully
• Review the performance rating your supervisor assigned
• Make sure you understand the feedback

Step 2: Complete the Signature Page

• Your signature acknowledges receipt of the review
• Signing does NOT mean you agree with everything - just that you received it
• Sign electronically in the platform or on paper as directed

Step 3: Request a Review (If Needed)

• If you disagree with your feedback or rating, you have the right to request a review
• Follow your agency's process per the Employee Grievance Policy
• Contact your agency HR for guidance 

Your Right to Request Feedback

• You may request feedback anytime during the performance cycle
• After your request, your supervisor will provide a feedback meeting if it's been more than 30 calendar days since your last feedback conversation or Annual Progress Review

When to Request Feedback

Consider requesting feedback when:

• It's been 30+ days since your last conversation
• You've completed a major project or deliverable
• You're unsure if you're meeting expectations
• You need clarification on priorities or expectations
• You're facing challenges and need support
• You're preparing to transfer or separate (policy requires feedback if you request it)

Method 1: Using the Check-In Feature

Method 2: Direct Communication

You can also request feedback by:

• Email: 'I'd like to schedule a check-in to discuss my progress. When are you available?'
• In person: 'Do you have time this week for a feedback conversation?'
• During 1:1 meetings: 'Can we add time to discuss feedback on my recent work?'

Preparing for the Feedback Meeting

Before the meeting:

• Review your goals and recent work
• Prepare specific questions
• Think about what support you need
• Be ready to share accomplishments and challenges

What If My Supervisor Doesn't Respond?

The policy requires your supervisor to meet with you if it's been 30+ days. If your supervisor doesn't respond within a reasonable time:

• Follow up with a reminder
• If there is still no response, contact your agency HR. HR can help ensure you receive the feedback you're entitled to