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Do this if you want to ensure success

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We are addressing step 2 in the overall process of working with a performance contract.  In this step we will create a contract from scratch, then go through the Performance Management Dashboard, and lastly we will do a quick tour of the contract itself, its sections and functionalities.

Step 1 pointed you towards the preparations needed to use the module e.g. which master data is required etc.  In this step we assume that is all in place.

Communication and Change Management

Managing expectations (and sometimes even fears) is crucial when embarking on a performance management process.  More so if a new system is part of the package.  We therefore recommend the following types of communication when you get to this point in the process.  The Signify system has a general email that can be configured and scheduled to go out to all involved in the performance management project.  See below for a typical example.

 

Send System Notifications

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Further information that is helpful, include:

  • What the deadlines mean e.g. "The performance contract must be loaded, submitted and approved by the manager by 31st August".
  • How many KPAs should there be on a typical performance contract?
  • Is there a guideline for how many KPIs there should be under a KPA?
  • Should the users make use of standard (e.g. industry-specific) KPAs and KPIs, or can they construct them at will?
  • Will the company be populating the KPA and KPI libraries with examples?
  • Can the employees build their own contracts, and then discuss it with their managers?  Or should there be a joint discussion before the contract is created?
  • Can the employee and manager make use of contract templates in the library?  Are there any templates in the library?

 

Conduct Short Training Sessions

And we mean short.  Sometimes users get stuck on some tiny detail.  Arrange online training sessions, which people can attend at will, and deal with short, impactful topics which are relevant at this stage of the process. These topics are usually supplementary to the standard training material, or emphasizing its importance.  Examples of training sessions are:

  • Copying a user's contract to another user (for managers)
  • Constructing a good KPA and KPI
  • Changing the section weight of an agreement
  • Attaching documents to a KPI
  • Understanding my performance dashboard
  • Balancing the weights of perspectives, KPAs and KPIs
  • Submitting my objectives to my manager
  • Reopening my (previously submitted) contract (if I need to make changes)

 

Share Process Statistics

Besides the relevant upfront communication and guidelines, once the process has started, be sure to keep the momentum by encouraging employees and managers with little bits of information, and perhaps more guidance as to what is expected from them.

Use the system reports to extract process statistics and use these to create momentum.  See below for an example.

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