Overcoming Low Performance Ratings
Do you Remember your school days??
What was the most dangerous day that came every year to haunt you- Report Card (Results Declaration) Day. You’ll probably recall it as a mix of excitement and anxiety.
High hopes generally shattered when instead of an getting an A grade one dreamed of, settling with just passing grades in reality.
Employee performance evaluations can evoke similar feelings.
This is usually the reaction:
Here are some steps to be taken following a low performance rating:
For Employees:
1. Be Calm
Breathe and Relax first.
You have got a poor rating, fine, relax. It is not the end of the world. Don’t get all hyper and nosy.
It is a time to act and not react.
2. Analyze your Ratings:
The second step is to analyze your performance. Take time to consider your boss’s comments. Instead of getting overly upset, take some time to inspect your manager’s comments.
Consider whether your boss pointed out legitimate reasons for rating you poorly. Has your performance declined, you have a new boss with different expectations from previous one, or you are stubborn and unwilling to meet new standards or work culture.
Avoid getting emotional while determining the cause of your poor ratings. It is a time to learn from your mistakes.
3. Schedule Follow Up Meeting:
Ask for a follow-up meeting to discuss your poor performance.
Make a note of all the points on which you want to discuss your ratings.
If you have appreciation mails, other documents to support your argument of a better rating, collect them.
Build up your arsenal.
4. Clarify Details:
While discussing performance review with your manager ask for details in areas where you’ve hit a low mark in ratings.
Make a note of these areas.
If it is punctuality of arriving at office/meetings, ask for dates when you din’t report on time. If its your performance — quality, deadlines missed, ask for the project details you din’t complete.
If it was your behaviour towards a colleague or a junior which seemed unacceptable, ask for the details and clarify what really happened.
5. Counter Points:
Produce your documentation in support of your performance being satisfactory, or best in class.
For example, submit your time sheets, mails with date and time stamp as evidence that you were indeed on time. If he maintains that your productivity was not upto the mark or expectations, submit proofs.
It is the time to fire the weapons you assimilated before the meeting.
6. Don’t React; Act:
If you are feeling angry or caught off guard, take some time to gather your thoughts before you speak.
If he is not ready to listen to your points, don’t start throwing things off. Be polite, be assertive, not angry. There is no point in fighting with your manager.
Acknowledge the valid points of your review. As for the differences, explain to your manager that you have a different perspective on these and explain what actually happened from your point of view.
If you’ve hit a roadblock in your discussion, propose that you’d like to take a day or two to develop a plan of action to address these issues. That you’re trying to come up with solutions will get your boss on your side. It will also give them time to rethink on their stand.
7. Take Guidance:
Once you are done with discussions, you can ask for steps on improving your performance. Prepare a plan and follow it.
If you are not told how to improve your performance in particular, ask your manager for guidance and mentoring. In moments of doubt regarding your work duties, talk to your supervisors for clarification and direction.
Learn from your mistakes and don’t just beat yourself for a poor rating. Meet every week/fortnight/month with your manager/guide to discuss your performance.
8. Arbitration Call:
If you are not satisfied with your review meeting and still feel cheated there is another option which you can explore- ARBITRATION. Literally it is an alternate technique for resolution of disputes outside court.
Hey, don’t be intimidated by the term. It means that you are not satisfied with the rating and want to take up this issue with senior executives. But this is not as easy as it sounds. It resembles walking bare feet on a path laden with broken glasses.
Try not to strain your relationship with your manager/supervisor as you want them to be by your side in the arbitration meeting. Before going for arbitration politely inform your manager about it. They should not feel betrayed.
9. Create Achievements Journal:
As you carry out your tasks, log them in a journal.
If you receive appreciation mails from customers, supervisors then store them. Always keep a backup somewhere in case of accidental loss. So, the next time when you go for a performance review, you will be better armed with the list of your achievements for a promising rating.
Gather Your ammunition and be ready for the upcoming WAR!!!!
There are chances that you may feel the angst of not getting what you deserved. Much of your hard work may go unnoticed. You may feel out of place in your office and start questioning your worth.
Donot feel dejected. There are 2 course of action:-
Invest your time, energy to improve your performance as per your manager’s psyche.
Or, look for better opportunities outside.
In that case, go through my write up on how to maximize your package by implementing my Science of Switching. Click on this link http://www.chaturgadha.com/professionals/science-of-switching/
So what are you waiting for — Run towards a bright future..
Just kidding..
For Managers:
Situation of managers in handling this is no less similar to that of a doctor coming out of operation theatre to inform about the demise of the patient to his/her relatives.
The only difference being that employees generally don’t wail, shout or break their bangles against the wall (Typically Bollywood).
Enough of this dramatization.
Are you stargazing on how to proceed with Performance Reviews?? Following are the steps to be taken:
1. List Weak Areas:
Create a list of areas on which the employee lacks performance and must improve. Explain their roles & responsibilities clearly to them.
2. Review Meeting:
Schedule a one-on-one meeting with the concerned employee to discuss his ratings. Make use of the list you prepared above to explain about her work duties and where she is lacking.
3. Be the Better Listener:
There are bound to be differences in your point of view as a manager and your employee’s point of view. Try listening to and understand your employee’s perspective instead of just voicing your opinion onto them. Is there a genuine problem he is facing or you have misunderstood something. Be a better listener.
4. Be the Guide :
Explain to your employee as to what is expected of them and where they are lacking. Guide them in areas they need improvement. Make them understand their roles and responsibilities.
Understand why your employee is lacking, that is, is it because of a lack of knowledge/ expertise, communication gaps, or other reasons. Suggest steps to be taken to improve their performance.
5. Change in Leadership:
If you are a new manager (replacing someone), it is obvious that you have not worked with your resources (employees) long enough to judge their performance. In this case, you’ll have to rely on the inputs and remarks given by the previous manager.
If you feel that an employee has done wonders under you but received low ratings from the previous one, you can increase it by few points.
Similarly you have to decide whether to go with high rating given by the previous manager or to decrease it for an employee you feel is an under performer.
6. Continuous Improvement:
Monitor your employees’ performance on a regular basis. Have a team meeting or a one-on-one meeting at regular intervals (week/fortnight/month). Appreciate their achievements and highlight where they are lacking.
Resolve disputes arising due to in-house fighting or lack of communication between team members. Prepare a follow up plan for the areas that need improvement. Manage work with the remaining team members while some are on training.
7. Be Patient:
Being the more experienced of the two, maintain your cool while dealing with your employees. Be patient and let them grow. Be assertive on things that need to be done without compromise. Maintain a cordial working environment
Employees and managers are like opposite riverbanks. They can come together only with the help of a bridge. Have an easy passage of dialogues along this bridge and both sides will be happy.
