MODULE 508 IMPLEMENTING PERFORMANCE MANAGEMENT Contact Person Dr. Mario Denton Crown Financial Ministries Marketplace Programme Director for Africa Africa Director for FCCI (The Fellowship for Companies for Christ International) CEO STRONG MESSAGE BUSINESS CONSULTANT Let's keep the good marketplace vibes alive. Let's network. Tel (w) + 27(0) 82 88 29903. E-mail address: mario@crown.org.za Website: www.crown.org.za and click on marketplace E-mail address: marden@mweb.co.za website: www.strongmessage.co.za Skype: mario.denton
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Table of Contents 1. Requirements 2. Establishing smart Goals 3. Grading and evaluating smart goals 4. Weighting smart goals 5. Implementation Process
Implementing Performance Management Overview of workshop 1. Requirements for Implementing Performance Management 2. Establishing SMART goals 3. Grading and evaluating SMART goals 4. Weighting SMART goals 5. Implementation process Implementing a Performance Management system is a major commitment which requires A. B.
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C. D. E. F. G. Accountability as basis for Performance Management and Implementation 1. 2. 3. 4. 5.
6.
7.
“You shall do no injustice in judgment; you shall not be partial…but you are to judge your neighbor fairly” (Leviticus 19:15 NASB) “Do not judge according to appearance, but judge with righteous judgment” (John 7:24 NASB)
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2. Establishing SMART goals A. Specific 1. 2. 3. B. Measurable 1. 2. C. Accomplishment focused 1. 2. 3. D. Realistic 1. 2. 3. E. Timed/ Tied to the organization 1. 2. 3. 3. D.U.M.B goals
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1. Doubtful- not specific 2. Undefined- not measurable 3. Movable-change based on a whim and not accomplishment focused 4. Blow with the wind, not tied to the organization . Why don’t we set goals? i.
ii.
iii.
iv.
v.
Results of not establishing goals 1. 2. 3. 4.
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A. B. C. D.
V. Establishing SMART Goals: Examples: Open a alcoholic treatment center by June 1st with 20 inhouse clients Send completed manuscript to publisher by May 1st on increasing prayer in your church Present the Gospel to 1,000 people during 2002 Distribute 1,500 Thanksgiving food packages in November
E. Write out three SMART goals for your organization or yourself 1. 2. 3.
6 VI. Evaluating SMART Goals and Establishing a Grading system
A. Why establish grading system 1. 2. 3. 4. 5. 6.
Is establishing goals enough? Does achievement matter? How do we define good work “To show practicality is not good” Prov 28:21 (NASB) Does every worker produce the same result? Does every worker produce the same effort?
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7. Establishing a goal is only the first step. A pass-fail system falls short of achieving the best results. 8. “Have I become your enemy by telling you the truth?” Galatians 4:16 (NASB) B. Establishing a grading system
1. Outstanding- Result is consistently superior, obtained by few colleagues, requires high level skill and effort 2. Exceeds expectations- Result is consistently well above average and is above all work requirements 3. Meets expectations- Result meets all current job requirements 4. Acceptable- meets some expectations while falling slightly below expectations at times. Improvement is desired. 5. Unacceptable - falls below minimum work requirements.
7 “shall a multitude of words go unanswered, and a talkative man be acquitted?” Job 11:2 (NASB)
“Does a Bad Result + a Good Explanation = a Good Result?”
VII. Example of SMART Goal Grading success:
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A. Gospel Rescue Mission has a goal of training clients to become employable and obtain work. B. Goal: Establish a program to train clients job skills, with 75 obtaining work by December 1. Example: Performance goals are: 80+ clients obtain work 75-79 Clients obtain work 70-74 Clients obtain work 65-69 Clients obtain work Less then 65 obtain work
Outstanding Exceeds expectations Meets expectations Acceptable Unacceptable
C. Strategy used
• • • • • •
Identified perspective clients Recruited clients for training Implemented effective training and coaching Located willing employers Assisted clients with job interviews Followed up to determine if hired
8 VIII. Exercise:
Establish a grading scale for the three goals you previously established 1. 2.
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3. IX. Weighting Goals
A. Not every Goal is equally important B. Weighting goals provides focus for the organization, and person C. Establish with staff where efforts are needed most D. Weighting goals provides best-blended evaluation process Example: Ministry development person goals Established goals for year 1. Increase major donors (over $5,000) from 20 to 35 2. Increase names on mailing list from 11,300 to 16,000 3. Increase average donation from small downers (u/ $1,000) from $115.00 per year to $130.00 per year from 9,115 people 4. Obtain 800 new donors giving an average of $75.00 ea 5. Plan and initiate a ministry cruise with 150 people, earning $200.00 for each participant 9 E. Anticipated financial results from Weighted goal plan: • • • • •
Major donors Increase mailing list Increase average donation New donors Cruise
75,000 0 136,000 60,000 30,000
Exercise: 9
Establish a weighting system for the three goals you established earlier 1. 2. 3.
X. Grading Your Success A. Establishing a point system:
Points are awarded based on the accomplishment Outstanding Exceeds Expatiations Meets expatriations Acceptable Unacceptable
4 points 3 points 2 points 1 point 0 points
10 B. Example of score total
Goal
Result
Weighting Scoring
#1 #2 #3 #4 #5
Acceptable Exceeds expatiations Outstanding Exceeds expatiations Meets expatiations
10% 25% 20% 20% 25%
1 x .10 = .10 3 x .25 = .75 4 x .20 = .80 3 x .20 = .60 2 x .25 = .50
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Total score
2.75
Overall evaluation: a strong meets expectations C. Example of Grading Success Performance Management Plan: State Public Policy Organization Communications Director who is responsible for media relations, scheduling media appearance in print, radio and television. Goal: Schedule Television appearances on regular outlets 25+ 20.24 18.19 15.17 U/15
Outstanding Exceeds expectations Meets expectations Acceptable Unacceptable
11 Goal: Arrange op-ed pieces in top 5 papers in state 30+ 26.29 22.25 20-21 U/20
Outstanding Exceeds expectations Meets expectations Acceptable Unacceptable
Goal: Arrange interviews on Christian radio stations
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75+ 65.74 52.64 45-51 U/45
Outstanding Exceeds expectations Meets expectations Acceptable Unacceptable
Goal: Arrange interviews on Secular radio stations 30+ 27.29 25.26 21.24 U/21
Outstanding Exceeds expectations Meets expectations Acceptable Unacceptable/ developing
Goal: Write and send E-mail communication to constituents 104+ 85.103 75.84 65.74 U/ 65
Outstanding Exceeds expectations Meets expectations Acceptable Unacceptable/ developing
12 D. Weighting of goals TV appearances Op-ed appearances Christian radio appearances Secular radio appearances E-mail Results by year end TV appearances Op-ed pieces
30% 15% 15% 15% 25% 23 46 12
Christian radio appearances Seculars radio appearances E-mails sent
77 22 63
E. Scoring of Performance Management: Unacceptable Acceptable Meets expectations Exceeds expectations Outstanding
0 1 2 3 4
TV appearances Op-ed pieces Christian Radio Secular Radio Email
3 x 30% = 4 x 15% = 4 x 15% = 1 x 15% = 0 x 25% =
.90 .60 .60 .15 .00
Total points Total ranking
2.25 Meets expectations
13 XIV. Establishing Your New Performance Management system:
A. Explain to colleagues new system and explain the benefits 1. 2. 3. 4. 13
B. Implementing Your Performance Management system: 1. Design your system to fit needs of your organization 2. Meet with each person, and explain the system 3. Agree together on the goals and grading system 4. Establish weighting of objectives 5. Commit entire plan to writing 6. Determine any assistance required for success 7. Establish quarterly times to meet and discuss progress 8. Follow through meeting, discuss progress, roadblocks. Managers offers suggestions, coaching 9. Encourage regular feedback 10. Complete the scoring process, providing two way feedback 14 C. Key implementation issues
1. 2. 3. 4. 5. 6. 7. 8.
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Dig deeper and learn more (Optional) This section includes various support material for further inspiration and encouragement and relates to the material covered in this section -----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------Nr
Name
Date of completion
508 A 508 B 508 C 509 D 509 E 510 F
Sowing and reaping Accountability Or “Lone Ranger-ism Coaching Questions Managerial derailment Time management
Progress Report James 1:22-25 “Do not merely listen to the word, and so deceive yourselves. Do what it says. Anyone who listens to the word but does not do what it says is like a man who looks at his face in a mirror and, after looking at himself, goes away and immediately forgets what he looks like. But the man who looks intently into the perfect law that gives freedom, and
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continues to do this, not forgetting what he has heard, but doing it-- he will be blessed in what he does.” (NIV) Name and Number of Module ________________________________________ Participant’s Name: ________________________________________ The Biblical Truths (Principles) I learned from this module: ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------I intend to apply this Truth (Principle) in my business by: --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------________________________
_______________________
Participant
Date
Acknowledgement Steve Marr consults with business and organizations bringing a national and international perspective to achieve improved vision, focus, quality, and management effectiveness in today’s competitive environment. Effective practical assistance is provided to the business person or ministry leader. Steve’s radio
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feature “Business Proverbs is heard on worldwide, including armed Forces Service radio For more information visit www.stevemarr.org
Material adapted by Dr. Mario Denton Mario is the International Field Continental Programme Director – Market-place for Crown Africa, the Africa Director for FCCI (The Fellowship for Companies for Christ International) and the CEO of Strong Message Business Consultancy. He is an international teacher and industrial psychologist and uses his strong academic and corporate background and his uniquely effective coaching to help people tap into their inner being; to utilise their strengths and expand their skills to make a difference in the workplace. He and his wife, Mariene, are based in Cape Town, South Africa, and are blessed with three grown sons.
Servant Copyright. All rights reserved. No part of this publication may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, or by an information storage and retrieval system without permission. Regarding permission to reprint material from this material, please write to Dr Mario Denton: Unless otherwise noted, Scripture quotations are from The Holy Bible, English Standard Version, copyright © 2001 by Crossway Bibles, a division of Good News Publishers. Used by permission. All rights reserved
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