ProjectPerfect

The Performance Review Checklist

A performance review is one of the best tools a manager has to fine tune the performance of subordinates. A performance review is a regularly scheduled recap of the day-to-day engagements between managers  and employees. It should always include a plan, large or small, for the employee’s continued professional growth. A performance review is not about money. Raises are about money.

A performance review is not about filling out forms. Audits and inspections are about filling out forms. The review – or appraisal – is about feedback. It is a conversation about how much meaning and purpose a manager can create with an employee. No performance review can be successful unless the manager has already given good feedback and direction regularly throughout the year, making assessments and adjustments along the way, and building rapport and confidence with the employee. Only then can it all be successfully summarized into a concise review. In other words, the review itself is the culmination of the interactions between the manager and the employee throughout the year.  If a manager is saving things up for a year to spring on an employee all at once, well, that’s a performance review that won’t be helpful. In fact, it could probably do more harm than good. Do you know the vital steps to take before conducting an employee performance review? They’re at least as important as the steps you take during the review. With that in mind, here is a six-part checklist that covers all vital phases of the pre-review.

1. Hold periodic informal feedback sessions.
Your best bet for accomplishing this is to mark your calendar with dates and notes such as “Hold a ‘how ya doing’ talk with Hank” to remind you periodically throughout the year to sit down with employees to discuss their performance – outside the formal appraisal setup. That promotes a “no surprises” environment when you do the actual face-to-face appraisal later on. These informal talks create “check-up” points along the way, and help keep the manager and the employee focused on the worker’s development.

2. Keep a record of the informal sessions.
Nothing fancy, but try to keep notes of what was said, what was agreed upon and when you talked. Notes like that can help resolve disputes that might come up later during the formal review. This kind of documentation will allow you to respond with comments like, “When we talked in August, you said …”

3. Standardize your evaluation criteria as much as possible.
If you have two or more employees doing similar jobs, you’ll want to make sure you’re using the same standards to judge their performance – whether it’s straight productivity numbers, quality levels, revenue generation or other measurable criteria. The reasons for standardizing are threefold:
* It’ll make your life easier, in that you won’t have to reinvent the wheel for every review. You’ll have a predetermined set of standards that you can use each time.
* It’ll make more sense to your employees. They’ll have a clear understanding of what’s required and what they’re being judged on.
* It’ll help avoid lawsuits and charges of favoritism or discrimination. The main cause of complaints is fuzzy measurement. If Employee A thinks he’s being held to a different set of standards than Employee B, expect Employee A to complain – to a lawyer, in some instances.

4. Study the employee’s previous performance review.
Were goals laid out? Were promises made? Did subsequent events change any of the employee’s circumstances since the last review? It’s important to familiarize yourself with all of the components of the previous review, especially if the review was done by another manager. You don’t want to be caught off-guard or appear to be unaware of major agreements or problems.

5. Ask the employee to do a write-up of accomplishments.
Some people may expect you to remember everything. Fact is you can’t. No one can. That’s where the employee’s write-up, or “self evaluation,” comes in handy. You’ll (a) get a reminder of what the employee has accomplished since the last review and (b) have a basis for comparing your evaluation and resolving differences. The last thing you want is to walk into a review and get surprised by the idea that the two of you have totally different views on what happened since the last review.

6. Talk to customers, relevant co-workers and other points of contact for the employee.
Just about every employee does tasks that go unnoticed by a supervisor. It’s unavoidable, and no supervisor can be expected to know and see everything. A supervisor is, however, expected to do a little  legwork to learn as much as possible about the employee. Did she, without being asked or recognized, help out another employee with a difficult project? Did she go the extra mile for an important customer? As a responsible supervisor, you’ll want to find out about those instances. And the more you can find about, the better. Multiple sources will give you a better balanced view, rather than relying on one source who says the employee is great – or terrible.

 

PERFORMANCE REVIEW PREPARATION CHECKLIST

Prior to the meeting

• Identify a time and date that is mutually convenient. Avoid re-scheduling!
• Reserve a private place free from phone calls and interruptions!
• Get employee input on his/her accomplishments, concerns, goals.
• (Optional) Get employee-provided list of references: co-workers, customers, etc.
• Seek input from those who interact and work directly with employee.
• Review and compare performance: expectations versus actual.
• Review skills, work experience, training/future training needs.
• List major positive and negative incidents (Be specific, do not generalize).
• Determine strengths and weaknesses.
• Prepare and prioritize a tentative development plan.
• Establish meeting objectives/agenda.

Conducting the meeting

• Establish an open and positive climate.
• Review the purpose of the review – Goal setting and problem solving.
• Discuss performance goals and achievements.
• Discuss strength and competencies, areas of potential growth.
• Discuss area of development/opportunity/formal training (if any).
• Encourage employee response.
• Seek agreement on appropriate goals, development and timetable.
• Summarize the meeting. If it is positive, end on a positive note. If it is not
• positive, reinforce what must occur and set clear deadlines for
• improvement/consequences.

Meeting follow-up

• Prepare a formal, written review document.
• Get employee signature, agreement.
• File copies in personnel file, HR file.
• Provide copy to employee.

 

Thank You Letters

Writing a thank you letter is a common courtesy. There are various times when writing a thank you letter is appropriate - anything from a formal, post-interview thank you letter to a casual, from the heart thanks to the person you went above and beyond to make a project a success. Writing a thank you letter will always serve as a kind and conscientious gesture.

A thank you letter demonstrates thoughtfulness, which is a characteristic many employers and people value. Since so few take the time to write a thank you letter, someone who does will indeed be remembered. Your thank you letter does not need to be lengthy. Just a few kind words will show that you put some time and thought into your message.

Please click here for some free sample thank you letters covering a variety of situations.

Leadership for Those Who Remain

After layoffs it's difficult yet important for managers to maintain high morale and productivity for the  remaining. Their collective head is spinning with fear and anxiety that you need to replace with confidence. It's important to:

• Stress the fact that the layoffs were not a reflection of the performance of the staff who were laid off.
• Be open and available  assist with reprioritizing and rebalancing workloads among the remaining staff.
• Focus on addressing relevant employee concerns and how the company will move forward.
• Keep the programs and initiatives that serve to align employees and provide a return on investment. Examples include celebrating success and the achievement of milestones at a company and individual level.

Read “On the case: Go team! Pretty please?” for ideas on how to boost employee morale after a series of layoffs.

Typing a Business Letter in Full Block Format

Full block format is used for formal business letters. This format is characterized by the fact that every line starts at the left margin. None of the lines of type are centered, or on the right. The only exception is in the case of a pre-printed company letterhead. Full block format would be a great format to use if you were to write a letter of resignation, a professional thank you letter, a letter of recommendation, or perhaps resume a cover sheet. 

Here is an explanation of each line in the letter:

1. Return Address:  If your stationery has a letterhead, skip this. Otherwise, type your name, address and optionally, phone number. These days, it's common to also include an   email address. 
2. Date: Type the date of your letter two to six lines below the letterhead. Three are standard. If there is no letterhead, type it where shown.
3. Reference Line: If the recipient specifically requests information, such as a  job reference or invoice number, type it on one or two lines, immediately below the Date (2). If you're replying to a letter, refer to it here. For example,
   • Re: Job # 625-01
   • Re: Your letter dated 1/1/200x.

6. Inside Address:  Type the name and address of the person and/or company to whom you're sending the letter, three to eight lines below the last component you typed. Four lines are standard. If you type an Attention Line (7), skip the person's name here. Do the same on the envelope.
7. Attention Line: Type the name of the person to whom you're sending the letter. If you type the person's name in the Inside Address (6), skip this. Do the same on the envelope.
8. Salutation: Type the recipient's name here. Type Mr. or Ms. [Last Name] to show respect, but don't guess spelling or gender. Some common salutations are
   • Ladies:
   • Gentlemen:
   • Dear Sir:
   • Dear Sir or Madam:
   • Dear [Full Name]:
   • To Whom it May Concern:
9. Subject Line: Type the gist of your letter in all uppercase characters, either flush left or centered. Be concise on one line. If you type a Reference Line (3), consider if you really need this line. While it's not really necessary for most employment-related letters, examples are below.
   • SUBJECT:  RESIGNATION
   • LETTER OF REFERENCE
   • JOB INQUIRY
10. Body: Type two spaces between sentences. Keep it brief and to the point.
11. Complimentary Close: What you type here depends on the tone and degree of formality. For example,
    • Respectfully yours (very formal)
    • Sincerely (typical, less formal)
    • Very truly yours (polite, neutral)
    • Cordially yours (friendly, informal)
12. Signature Block: Leave four blank lines after the Complimentary Close (11) to sign your name. Sign your name exactly as you type it below your signature. Title is optional depending on relevancy and degree of formality. Examples are
    • John Doe, Manager
    • P. Smith 
      Director, Technical Support
    • R. T. Jones - Sr. Field Engineer

Tips:

• Readability of a business letter body depends on the chosen font. The generally accepted font is Times New Roman, size 12, although other fonts such as Arial may be used.
• Try to keep your letters to one page, if your letter requires more than one page all of the salutation and signature items would go on the second page at the end of the letter.
• How many blank lines you add between lines that require more than one, depends on how much space is available on the page.
• The same goes for margins. One and one-half inch (108 points) for short letters and one inch (72 points) for longer letters are standard. If there is a letterhead, its position determines the top margin on page 1.
• If you do not type one of the more formal components, do not leave space for them. For example, if you do not type the Reference Line (3), Special Mailing Notations (4) and On-Arrival Notations (5), type the Inside Address (6) four lines below the Date (2).

Business Letter Templates

Viderity offers a large collection of business letters written by business professionals to help you achieve your desired message when writing business letters. The letters will give you and your company a professional image.  View our Business Letters Kit.

4 Tips for Writing Effective Emails

Being able to write effective emails is a crucial skill for project managers. Here are four tips to help you write emails that get the results you seek.

1. Ask for something. All business writing includes a call to action. Before you write your email, know what you're asking of your audience.
   
   
2. Say it up front. Don't bury the purpose of your email in the last paragraph. Include important information in the subject line and opening sentence
   
   
3. Explain. Don't assume your reader knows anything. Provide all pertinent background information and avoid elusive references.
   
   
4. Tell them what you think. Don't use the dreaded "Your thoughts?" without explaining your own. Express your opinion before asking your reader to do the same.

The First 100 Days...

Taking over a software project halfway through can be difficult depending on how well the transition is managed. In the first 100 days of the job, your top priority should be establishing trust between yourself and your team members. You need to trust your team to execute the plan and they need to believe that you will give them what they need to accomplish the plan. To gain their trust, we suggest using the following strategies:

Listening: One of the qualities of being a great project manager is communication. As someone new to the team, practice active listening. This is important because each project team is unique in terms of its culture, strengths and problems.

Learning: Ask the crucial question "Why?" about elements of the project’s schedule and solution. Take time to understand the project's current status, past project decisions, team members' strengths, and stakeholders’ expectations. Being able to understand your stakeholder will help you to better communicate/manage expectations for the path forward. Knowing your team members' strengths will enable you to effectively align the planned tasks with the right individuals.

Leading: In order to earn your team's trust and the stakeholders' confidence, act with highest integrity and transparency. How do you accomplish this in your day-to-day activities? By consistently communicating what you plan to do and doing what you planned.
  
There are always bumps and bruises along the way, but by the end of the first 100 days, your team and you will trust each other to accomplish the goals we set forth.

White House 2.0

U.S. President Barack Obama is placing IT and technology on the national stage. He relied heavily on the use of the Internet and social media tools like Flickr, Twitter, Facebook, and text messaging throughout his campaign.  And now he plans to appoint the country's first chief technology officer (CTO), a cabinet-level position aimed directly on bringing technology in the public sector up to par with private industries.
 
There is a lot of speculation centered on who will fill the progressive position. Names supposedly on the shortlist include Shane Robinson of HP and Edward Felten of Princeton University.  Never has a U.S. president recognized the importance of IT and technological innovation like Obama. This is certain to be good for IT industry projects down the road. In fact, two of Obama's three technology pillars on his website indicate increased project activity.

1. Barack Obama will protect the openness of the Internet:
Obama and Biden strongly support the principle of network neutrality to preserve the benefits of open competition on the Internet.

2. Deploy a modern communications infrastructure:
Obama and Biden believe we can get true broadband to every community in America.

3. Improve America's competitiveness:
Obama and Biden will ensure our goods and services are treated fairly in foreign markets, invest in the sciences, and will provide new research grants to the most outstanding early career researchers in the country.

Iterative vs. Fixed-priced Projects

For those of you familiar with a traditional project management process, you’re probably familiar with a usual project life cycle- plan, budget, design, develop, test and release, A.K.A. waterfall. This style of management can typically be found in fixed-price projects. You may be less familiar with the percentage of projects that utilize this management process, yet fail to stay within the project’s intended time line, budget and scope.

According to the “Chaos Report”, a project management research study on software development companies:

...35 percent of software projects started in 2006 can be categorized as successful, meaning they were completed on time, on budget and met user requirements. This is a marked improvement from the first, groundbreaking report in 1994 that labeled only 16.2 percent of projects as successful...

35 percent! Almost two out of every three software development or integration projects fail.

My experience with 2 project life cycles:

While there are 4 project life cycles adopted for software and web development, Viderity primarily works within the Waterfall (also known as Serial) and Iterative cycles. While all project life cycles have advantages and disadvantages, these two have been widely accepted and adopted by software, IT, and web companies.

Both were developed to manage project risks, but one is probably more suited than the other depending on the amount and type of risk involved in your project. To explain, let’s start by providing a brief overview of the Waterfall and Iterative life cycles.

The Waterfall Life Cycle

Using the Waterfall life cycle, your team is supposed to be able to first obtain every possible requirement (Project Planning and Strategy). Based on those requirements the team moves into design. Once everyone agrees on the “big picture”, the team starts developing or building. All pieces are developed, completed and integrated before testing begins.

Waterfall life cycles take longer because the team is tasked with predicting how much a project costs, how long it will take to implement features, and how quickly defects can be fixed – things that are inherently unpredictable.

Many business stakeholders prefer waterfall life cycles and fixed-price projects up front with a very high-level overview of features and services. It’s very reassuring to know exactly how much a project will cost before you spend any money on it. Small projects (e.g., basic websites that include static, brochure-type pages) flourish from this type of development process because there are less complex programming requirements. However, if your project is more complex (e.g., a website with advanced functionality such as e-commerce integration), I recommend using an iterative, incremental, life cycle. A waterfall approach on these types of projects may result in failure.

The Iterative Life Cycle

Viderity uses an iterative life cycle for projects that require more complex planning and development. The iterative life cycle looks a bit like the waterfall approach at the beginning of the project for the requirements and analysis phase, but uses monthly “sprints” through the remainder of the project. Sprints align and manage expectations by permitting the customer and project team to see working prototypes as they are created. Early review allows greater flexibility for development and testing so that the customer gets exactly what they want.

Instead of spending 2-3 months in low-level requirements gathering, and then building out all features and testing them before release, we recommend spending 2-4 weeks defining the feature sets, determining which features are most important to the customer, then developing, testing and releasing features in monthly sprints.

While the project’s time frame and price are not fixed at the start of the project, the intrinsic nature of developing this way has proven to reduce cost and increase the potential for success.

How iterative processes reduce risk

• Product features are continuously analyzed and negotiated based on need, price, and timeline.
• Project estimates are based on very small chunks
• Business requirements are not written in stone and can be changed
• There are rapid development and feedback cycles early in the project life cycle