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Everyday Performance Reviews

Everyday Performance Reviews

I have written about and talked about the need to reinvent Annual Performance Reviews pretty often, and I’m not alone in doing so. Still, the discussion rages on, and there continues to be much talk and not enough action when it comes to improving the processes associated with them. Annual Performance Reviews remain a staple of workplaces everywhere.

My latest short and sweet advice has been this: If you have to do them, and for some valid reason can’t reinvent them, at the very least make the best out of them. Do your due diligence, be honest and be consistent with the process so it has integrity, but dispense with it as quickly and as expeditiously as you can, making the experience as positive as possible for the person reviewed. Frame the discussion forward and not backward.

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By “expeditious” I don’t mean you cut corners and disrespect the person you are reviewing; I mean for you to make quick work of the archaic, sacred cow, can’t remember why we even do this parts of the annual review process which leave you tongue-tied, simply annoy everyone and have little to no redeeming quality: Stop belaboring the motions you don’t believe in and aren’t equipped to handle well.

However, the reality is that you still will hate to do them, and you will probably still hate receiving them, unless you add some value to the process.

Second, it is only in adding value to the process elsewhere, at the right time, and in managing well, that you truly can achieve the “expeditious” and “positive experience” part of my advice.

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Plain and simple, when you are a manager, you have to work on reviewing and taking action with the performance of those you manage virtually every single day, and not just annually or semi-annually. Folks, that’s what management is, and it’s your whole job.

What you’ve got to do, is turn annual performance reviews into everyday performance reviews.

Let’s consider a few of your opportunities:

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    First the Daily 5 Minutes: Bar none, THE single best management practice I know of.
    Every single time someone makes a mistake, because for you, mistakes provide opportunities for learning and coaching.
    Every time you assemble a project team, by conducting interviews of those who want to be part of the gig, and setting some inspiring goals with them.
    With every debrief after a project, change initiative, or mission comes to fruition — or fails, so you can talk about how to “fail forward.”
    When you mentor with personal and professional mission statements. Said another, less formal way, having right-timed discussions in the vein of “Tell me again why you here, and what lights your fire when you’re here. Let’s do more of that!”
    Once each year, you can interview your “old timers” just as you do candidates for hire. Their lives have changed, and their dreams probably have too; how current are you on their news?
    With counseling and discipline as soon as it’s called for, because you are always on the alert for the damage which can be caused with tacit approval.
    With management by walking around and following through to the nth degree, because you are determined that no one will ever say you don’t honor your word and walk your talk. Hence, you walk into opportunities for on-the-spot performance coaching all the time, and you seize them.
    Every time you share with employees how a customer feels, what a customer expects, and how a customer dreams, because customers continually talk to you about your staff and how they impress them (or don’t).
    Every time you hold a meeting because your meetings are about rigorous, “this stuff counts” engaging dialogue, where whole-team performance is talked about all the time because everyone wants excellence.
    Every time you catch someone doing something right, and you start cheering and celebrating about it, because you want to call attention to the great wins you need repeated by everyone.
    Every time you shift roles, recast, and experiment with new energy applied to processes starting to slide into complacency and mediocrity, because those things aren’t gonna happen; not on your watch. You know what your people are good at, and when they’re in their strengths zone, and that’s where you work with them— always.

Lots and lots of everyday opportunities abound. I’m sure you can think of more.

Consider this: If you coached an employee about some part of their performance for just 5 minutes every single week, you’d be giving them the equivalent of a 4 and a half hour annual performance review. And the one you have to officially turn into the HR office at annual review time? You and that employee would be so in sync, and their performance will be so off the charts, it will take you all of 15 minutes tops.

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Article References:
Adding Value to Performance Reviews
5 Questions for your Performance Appraisals
The Daily 5 Minutes

Rosa Say is the author of Managing with Aloha, Bringing Hawaii’s Universal Values to the Art of Business and the Talking Story blog. She is also the founder and head coach of Say Leadership Coaching, a company dedicated to bringing nobility to the working arts of management and leadership.

Rosa’s Previous Thursday Column was: The Leader as Kipuka (Create your Kipuka, Part II).

More by this author

Rosa Say

Rosa is an author and blogger who dedicates to helping people thrive in the work and live with purpose.

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Last Updated on November 19, 2019

Work Smarter, Not Harder: 12 Ways to Work Smart

Work Smarter, Not Harder: 12 Ways to Work Smart

I imagine that like me, you say that you never have enough time and that you just cannot cope with 60 dozen things all at once.

How on earth do you get out of that spiral?

Many people never sit down and look at how to work smarter, rather than harder and even longer hours. But not you, you’re smart enough to try to learn effective ways to work.

So how to work smarter not harder? Here are 12 smart ways you should be following:

1. Improve Your Time Management Skills

Easier said than done? Well, no actually, because there are a few simple rules that can really help you to manage time better.

For example, when setting up a top priority task, you need to switch off the phone and ignore your email first. Then you need to abandon any ideas of multitasking as that will slow you down and ruin your focus.

Finally, set a reasonable deadline and do everything in your power to meet it.

“When you’re born, you’re born with 30,000 days. That’s it. The best strategic planning I can give to you is to think about that.” — Sir Ray Avery

2. Speed up Your Typing and Use Shortcuts

These days we’re all keyboard slaves. So why not speed up your typing and try to get rid of the two finger syndrome. In fact, when you save 21 days per year just by typing fast!

This is exactly what I am doing now, so I cannot honestly say I am practicing what I preach!

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But help is at hand. Try some of these apps and games to help you type fast: 8 Most Effective Games and Apps to Learn to Type Fast

Using shortcuts on the keyboard is another time saver and can speed up your work.

For example, press F2 to rename a selected file, while CTRL + I will put selected text in italics.

There are so many of these. If you make the effort to learn them, they really can be helpful.

3. Learn How to Use Productivity Tools

It is well worth downloading all the useful tools and apps that can highly boost your productivity. Take a look at these 18 Best Time Management Apps and Tools and install whatever fits your needs.

Now that is really a great way of working smarter, not harder.

4. Use Your Phone Wisely

Instead of writing emails, sometimes it’s better to pick up the phone and talk to the person responsible. It saves time, especially for important or urgent discussions.

If that colleague works in the same office, it is even better to go and talk to him or her. It gives you a break, you get some exercise and you actually make human contact which is becoming quite rare in this electronic world.

5. Keep a Tab on Your Tabs

If you are like me, you might well find that you have a ton of tabs open at the top of your browser.

In order to find the one you want, you have to search for them as they are off screen. Having all these tabs open slows down your browser too.

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One solution is to use OneTab which can keep a neat list on the screen of all these tabs when you want to quickly get to one of them or you want to remind yourself which ones you have open.

6. Use a “To Don’t” List

We all know about to do lists and I find that they are generally great. They give me a great sense of achievement as I cross off the tasks done.

But often, I find that we are doing non-essential tasks or ones that can easily be postponed. That is why many people recommend the to don’t list.[1]

Some people prefer to savagely prune the to do list while others prefer to have two separate lists, to do and to don’t. You just have to work out what works best for you when you are trying to save precious time to become more productive.

7. Expect Failure and Fight Paranoia

When failure rears its ugly head, some people get a bit paranoid and fear that this may become a trend.

Projects will go wrong and failure should be expected rather than feared. Learning lessons from failure and analyzing what went wrong is the best way forward.

“Do not be embarrassed by your failures, learn from them and start again.” — Richard Branson

And here you can find 10 Great Lessons Highly Successful People Have Learned From Failure.

8. Be Concise

Rambling on at meetings, in emails and even when introducing yourself to new clients can waste a lot of people’s time.

One way is to practice and sharpen your “elevator speech,”[2] which tells people in 30 seconds or less why they need your skills and how they can benefit from doing business with you.

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Just think of the many situations where this could be useful:

  • Making new contacts
  • Talking about yourself at a job interview
  • Meeting people at conferences or parties
  • Phone calls to new clients

9. Ask the Right Questions

“You can tell whether a man is clever by his answers. You can tell whether a man is wise by his questions.” — Naguib Mahfouz

How do you get feedback? The secret is to ask the right questions at the right time.

When you do this, you are gathering the information you need to help in decision making. This will save you time and you will be able to cut meetings to a minimum.

Forbes magazine reports on research that they carried out on asking the right questions.[3] When that happens, the positive effects are increased by 400%. There are also other benefits in staff motivation and a positive impact on the company’s bottom line.

Lifehack’s CEO Leon has shared about how to ask for feedback to learn faster: How to Learn Quickly And Master Any Skill You Want

10. Learn as Much as You Can

You should always be on a steep learning curve. Look at your skills profile and determine where you need to fill a gap. Talk to important connections and network in your niche.

Keep up to date on trends and developments. It is a fact-changing world. When an opportunity arises, you will be the best equipped to seize it because you have never stopped learning. Just another way of working smarter.

“Live as if you were to die tomorrow. Learn as if you were to live forever.” — Mahatma Gandhi

11. Look After Your Greatest Resource

No, your greatest resource is not time. It is YOU.

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If you do not get enough sleep, exercise and relaxation, you find that you become less and less productive. You begin to work longer and longer hours, which is the exact opposite of what you want.

What you should be doing is making sure you are in the best shape. It is useful to remember that you need a break of 15 minutes after every one and a half hours of work.[4]

Taking breaks and getting fresh air and exercise is one of the best ways of working smarter, not harder.

12. Don’t Fall into the Trap of Working Smarter and Harder

As a society, we are obsessed with doing everything smarter so we are more efficient and we save time all around.[5]

But the most important thing to remember is to accept when we are ready to switch off that computer and not fill up the time with even more work!

The Bottom Line

The key to greater productivity is to work smarter, not harder. Working smarter saves precious time and energy for the things that really matter — your life goals, your personal growth, your health and your relationships.

Stop working for more hours and start working smarter!

More About Working Smart

Featured photo credit: Unsplash via unsplash.com

Reference

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