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ASSIGNMENT 5.1
MICHELE M. HORNICK
MEDAILLE COLLEGE

AUTHOR NOTE
THIS PAPER WAS PREPARED ON 10/11/2016 FOR
M A N A G E M E N T A N D O R G A N I Z A T I O N F O R H E A LT H
PROFESSIONALS - HI A 440E, TAUGHT BY TERES A
R E I N H A R D T.
INTRODUCTION
Performance appraisals are a vital component to creating
a cohesive work environment. They engage the employee
into their work, and provide clarity as to the expectations
of their position. An effective performance appraisal will
garnish the relationship between the supervisor and their
staff. This will also assist in building the moral within the
department and enhance the retention of staff members.
In the event of a negative performance appraisal, the
careful documentation of the performance appraisal will
support the decisions of the manager.

LEARNING OBJECTIVES
This presentation will help you to:

Identify the phases of a performance appraisal

Define various performance management tools
Recognize the best practices for conducting a performance
appraisal
Outline the six steps for initiating a performance appraisal
Detect other elements that can effect job performance
THE PHASES OF A PERFORMANCE
APPRAISAL
Planning Phase The performance appraisal process is
initiated upon the employees hire date. It is at this time that
the employee is made aware of the expectations are for the
upcoming year and the attributes for which they will be
evaluated.

Periodic Review A manager must collect data relating to

the performance of their staff throughout the year in
preparation of the annual performance review.

Annual Review A one-on-one meeting between the

manager and the employee. It is at this time that a review
of the previous years performance is discussed, and new
expectations for the upcoming year are recorded.
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PERFORMANCE MANAGEMENT TOOLS
Job Descriptions: An outline of all responsibilities and tasks that are
required for a specific position
Probationary Performance Reviews: Performed at a specified time
following a new employees hire date.
Multisource Feedback: This form allows employees to confidentially
evaluate their peers. This allows for the manager to understand the
dynamic of their staffs activity within the department.
Performance Appraisal Forms: A standardized form that contains the job
responsibilities and tasks. Modifications are made to the form to
appropriate the form to a given individual for their specific evaluation.
Performance Improvement Plans: A standardized plan that is initiated
upon a negative assessment. This plan will outline specific
performance standards that must be met in order to maintain their
position.
COMMUNICATION IS KEY WHEN CONDUCTING A PERFORMANCE
APPRAISAL
THE RESULTS MEETING CHECKLIST
Provide a positive atmosphere to provide a positive experience
Schedule the meeting time and be sure to allow sufficient time
Select a private location that will be free from interruptions
Make sure that all calls are forwarded to voicemail and that your cellular
telephone is silenced
Provide constructive feedback regardless of the positive or negative
attribute
Develop new performance goals for the next performance appraisal cycle
Request feedback as to how you can assist the employee in reaching their
goals
Appeal for feedback on your own performance
Solicit ideas on ways to improve the work environment
Conclude the meeting by expressing your gratitude for the contribution that
the employee makes to the workgroup, department, and the organization
ecause every performance appraisal cannot be a positive on

A performance improvement plan (PIP) is the key to success

STEP 1: DOCUMENTATION OF PERFORMANCE
ISSUES
Compile accurate and objective
documentation
Be sure all documentation reflects:
the date of the incident
precise examples of the issue or trends
the results of the occurrence
STEP 2: DEVELOP AN ACTION PLAN
The action plan should incorporate S.M.A.R.T. goals
Specific Job standards reflect the job task being performed
Measurable Job performance standards should measurable in
an objective manner
Attainable Job performance standards should be written in a
manner that is obtainable to the employees performing
them
Realistic Job performance standards should be written with
realist expectations for employees to meet said standard
Timely - Job performance standards should be written in a
manner so that timeframes are defined in some capacity
STEP 3: REVIEW OF THE PIP
Upon the completion of the initial PIP, it
should be presented to the Human
Resources (HR) department and the
department director.
HR will be involved and provide guidance
for the duration of the PIP.
STEP 4: MEET WITH THE EMPLOYEE
A confidential meeting needs to be arranged with the
employee to discuss the details of the PIP. The meeting will
include:
The specifics of the performance standards that were not met
Outline the specific performance improvement expectations
The timeframe that the employee is given to meet the
requirements of the PIP
The employee should provide feedback pertaining to the PIP, as
well as provide additional goals
Provide the employee with additional training and tools to
assist the employee with this endeavor
Delineate the communication policies for the duration of the PIP
and how it will be conducted (include timeframes for the
communication
Explain the subsequent steps that will result should the goals of
the PIP not be met.
STEP 5: FOLLOW-UP WITH THE
EMPLOYEE
As depicted during the review of the PIP,
follow up meeting are essential towards
the success of the PIP and the
employee.
During the meetings provide the
employee with documentation that
details their progress towards the
performance improvement goals.
STEP 6: CONCLUSION
The PIP was designed with an end date to
which the job performance goals should be
met
A final meeting will be conducted with the
employee
You and the employee will sign off on the
results of the PIP
The results will then be forwarded to HR
and will be stored in the employees file
 Things to conside
ELEMENTS THAT CAN EFFECT JOB
PERFORMANCE
Job Experience
Job Complexity
Moral
Environment
Privacy
Noise pollution
Work space and Organization
Adequate supplies
As the manager, it is your responsibility to do what you can to
ensure that your staff is provided with all that is necessary to
conduct their work. It is important to listen to your staffs
suggestions on ways to improve their work experience and
their environment.
CONCLUSION
It is the duty of an effective manager to provide
their employee with a cohesive work environment.
Performance appraisals will assist you in
providing just that. It will also aid you in opening
the lines of communication between you and your
staff. This will help to build the morale in the
department and retain talented, productive staff.
Should you have any further questions, please
feel free to ask.
REFERENCES
Kelly, J. R., & Greenstone, P. S. (2016). Management for the
Health Information Professional. Chicago: AHiMA.