EVALUATING EVALUATING PERFORMANCEPERFORMANCE

Why Conduct Performance Why Conduct Performance Evaluations?Evaluations?

An effective performance evaluation An effective performance evaluation process will help the employee process will help the employee develop professionally and to be a develop professionally and to be a valuable asset to the organization. valuable asset to the organization. Where Where allall their contributions and their contributions and actions benefit the organization and actions benefit the organization and the people we serve.the people we serve.

When Does Performance Get When Does Performance Get Evaluated?Evaluated?

Performance evaluations are usually Performance evaluations are usually completed on an annual basis, more completed on an annual basis, more often for probationary employees.often for probationary employees.

Each and everyone of us evaluates Each and everyone of us evaluates and is evaluated everyday…we just and is evaluated everyday…we just don’t talk about it.don’t talk about it.

The Supervisor’s Responsibility Is The Supervisor’s Responsibility Is To:To:

Establish clear and concise expectations.Establish clear and concise expectations. Provide positive and negative re-Provide positive and negative re-

enforcement. (don’t let things fester)enforcement. (don’t let things fester) Create opportunities to discuss Create opportunities to discuss

performance on a regularly basis, using a performance on a regularly basis, using a consistent format.consistent format.

Document performance.Document performance. Behave in a manner that displays the Behave in a manner that displays the

traits they want to see in their employees.traits they want to see in their employees.

Establish Clear and Concise Establish Clear and Concise Expectations.Expectations.

Employees must know the following:Employees must know the following:• The type of attitude expected during specific The type of attitude expected during specific

circumstances (on scene, at station, during circumstances (on scene, at station, during conflicts).conflicts).

• The type of individual motivation expected.The type of individual motivation expected.• Expectations on training (individual or company).Expectations on training (individual or company).• The roles you and the employee will have in the The roles you and the employee will have in the

employees professional growth.employees professional growth.• How performance feedback will be expected (on-How performance feedback will be expected (on-

the-spot, scheduled meetings, annual evaluation)the-spot, scheduled meetings, annual evaluation)

Provides Positive and Negative Provides Positive and Negative Re-enforcementRe-enforcement

When an employee does something When an employee does something well or without prompting, let them well or without prompting, let them know you noticed.know you noticed.

When an employee does something When an employee does something poorly, or requires regular prompting, poorly, or requires regular prompting, remind them of your expectations.remind them of your expectations.

Praise publicly criticize privately.Praise publicly criticize privately. Address borderline behavior early. Address borderline behavior early.

Create opportunities to discuss Create opportunities to discuss performance on a regularly basis performance on a regularly basis

using a consistent formatusing a consistent format Discuss performance….good and bad. Discuss performance….good and bad. Have one-on-one meetings regularly.Have one-on-one meetings regularly.

• Should be informal and quickShould be informal and quick Use a written outline.Use a written outline.

• Share the outline with your employees, Share the outline with your employees, the process should be transparent…no the process should be transparent…no surprises.surprises.

• Use the outline for note taking.Use the outline for note taking.

MONTHLY COACHING WORKSHEET-FFThis document is to be used by Captains and Lieutenants to coach FirefightersMonth:_______________Employee Name:_____________________Performance on Scene ______________________________________________Individual motivation ________________________________________________Communications ___________________________________________________Paperwork/reports/documentation ______________________________________Attendance record _________________________________________________Participation in training ______________________________________________Attitude ___________________________________________________________Working with others _________________________________________________Professional development ____________________________________________Professional goals __________________________________________________Status of assigned projects ___________________________________________

Additional notes:

Employee Signature:_____________________ Date:________________Supervisor Signature:____________________ Date:________________

Performance on Scene- How does the employee operate tools and/or equipment? Do they operate EMS equipment appropriately? How do they handle EMS incidents? Do they make proper decisions under pressure? Are there any issues with communications during stressful times? Does the employee seem to have physical limitations? Do they conform to safety standards?

Individual motivation-Does the employee demonstrate eagerness to perform? Do they begin tasks, including facilities and equipment maintenance on their own without being told? Do they seek opportunities to learn? Do they take on additional assignments on their own or accept them readily?

Communications- Does the employee routinely share information with others that is clear and concise? Does the employee operate communications equipment appropriately? Do they speak on the telephone or radio clearly?

Paperwork/reports/documentation- Does the employee routinely submit paperwork on time? Is their paperwork completed properly? Is their written documentation constructed completely and with sufficient detail?

Attendance record-discuss how their attendance record was for the month. Discuss if there appears to be any excessive use of unscheduled leave or any punctuality issues. Reinforce good attendance behavior.

Participation in training- Does the employee seek training on their own? Are they showing a positive attitude towards training? Do they take an active role with planning and conducting training sessions? Attitude- Does the employee demonstrate a good attitude towards; department policies, work assignments, training, fellow employees and citizens? Does the employee accept criticism appropriately?

Working with others- Does the employee do what they can to get along with others? Do they look for opportunities to help fellow workers? Do they show respect to everyone? Is the employee sensitive to differences in others?

Professional development- Does the employee strive to improve their abilities and/or knowledge. Do they participate in educational opportunities to prepare them for advancement to a higher position? Professional goals- What professional (department/profession related) goals has the employee identified and how are they working to obtain them?

Status of assigned projects- What projects have been assigned to the employee? Have their assignments been completed on time, or making sufficient progress? Does the employee submit accurate and detailed reports?

DOCUMENT PERFORMANCE!DOCUMENT PERFORMANCE! Employees must know they are Employees must know they are

accountable for their actions….good and accountable for their actions….good and bad!bad!

It is the Supervisor’s responsibility to It is the Supervisor’s responsibility to document the employee’s job document the employee’s job performance.performance.• Employees should see this as an opportunity, Employees should see this as an opportunity,

rather than as punitive.rather than as punitive.• Employees can assist the supervisor with Employees can assist the supervisor with

documenting performance.documenting performance. Performance is more accurately captured Performance is more accurately captured

for the annual evaluation.for the annual evaluation.

To demand professionalism; one To demand professionalism; one must be professional.must be professional.

To demand honesty; one must be To demand honesty; one must be honest.honest.

To receive respect one must give To receive respect one must give respect.respect.

To behave in a manner that To behave in a manner that displays the traits they want to see displays the traits they want to see

in their employeesin their employees

Common ProblemsCommon Problems

Officer’s opinion differs from his/her Officer’s opinion differs from his/her superior’s.superior’s.• Evaluation does not have enough Evaluation does not have enough

documentation to justify rating.documentation to justify rating.• Known performance issues were glossed over Known performance issues were glossed over

or omitted.or omitted. This puts the officer in a very difficult This puts the officer in a very difficult

position. Documenting performance position. Documenting performance throughout the year, and providing throughout the year, and providing consistent leadership can eliminate this consistent leadership can eliminate this problem.problem.

JustificationJustification ““Paul is very good on calls” Paul is very good on calls”

• What does this justify?What does this justify?

““Paul requires very little supervision on calls, he Paul requires very little supervision on calls, he anticipates what should be done and anticipates what should be done and communicates actions he plans to take. On a communicates actions he plans to take. On a structure fire, Paul was given the assignment of structure fire, Paul was given the assignment of pulling an attack line and prepare to make entry. pulling an attack line and prepare to make entry. He performed his assignment and realized he He performed his assignment and realized he would have to wait before entry can be made. would have to wait before entry can be made. After receiving approval from me he began After receiving approval from me he began assembling an equipment staging area.” assembling an equipment staging area.”

Common ProblemsCommon Problems

Officer won’t give an outstanding Officer won’t give an outstanding evaluation.evaluation.• Officer just doesn’t think anyone Officer just doesn’t think anyone

deserves an outstanding evaluation.deserves an outstanding evaluation.• Officer thinks it’s too hard to justify.Officer thinks it’s too hard to justify.

This happens when the officer waits till This happens when the officer waits till evaluation period to consider an employees evaluation period to consider an employees performance. This officer will also minimize performance. This officer will also minimize the impact of negative performance.the impact of negative performance.

Common ProblemsCommon Problems

Employee does not agree with the Employee does not agree with the performance rating.performance rating.• This problem is usually avoided when This problem is usually avoided when

there is regular performance related there is regular performance related interaction. The worst thing an officer interaction. The worst thing an officer can do is ignore problem behavior until can do is ignore problem behavior until it’s time for the evaluation.it’s time for the evaluation.