The 5 Key Points to a Performance Management Conversation: A Guide for Leaders and HR Professionals

Introduction

Performance management is an integral part of any organization's success, and it involves a collaborative effort from leaders and HR professionals alike. When an employee is underperforming, the conversation about how to improve can be a delicate one. Leaders are often the ones to execute these discussions, but HR's role is critical in providing support and guidance. Here are the five key points that both parties should consider for a constructive performance management conversation.

1. Preparation

Leader: Come prepared with specific examples and data that demonstrate the employee's performance issues. Being vague won't help anyone.

HR: Equip leaders with the necessary tools and information to have an effective conversation, from employee records to performance metrics. (Hint: TrueNorth can help you with this!)

2. Setting the Environment

Leader: Choose a private setting to discuss performance issues. Ensure the atmosphere is non-threatening, so the employee feels comfortable sharing their side.

HR: Provide guidelines on setting up a conducive environment for these conversations, keeping in line with company policy and ethical norms. Tip: Add this to any leadership onboarding and continual training. Consistency and execution are so important with the overall success of performance management.

3. Open and Honest Dialogue

Leader: Start the conversation with a clear but empathetic tone. Encourage the employee to share their own perspectives on their performance.

HR: Facilitate a script or guidelines that can help leaders navigate the conversation, ensuring it's both productive and respectful. Tip: While scripts help with the overall conversation, this needs to be very specific to the person and the situation. When speaking to the Leader, make sure you have all the details so these guidelines are relevant for the specific conversation and helpful for all parties.

4. Collaborative Action Plans

Leader: Work together with the employee to develop a clear and achievable plan for improvement. This is where shared accountability comes into play.

HR: Offer templates or action plan outlines that leaders can utilize, ensuring they cover all essential aspects from timelines to KPIs. Tip: A consistent approach to performance management is important, regardless of position. The details will vary, but the framework and timelines should be very consistent across the organization.

5. Follow-Up and Support

Leader: Schedule follow-up meetings to assess the progress. This shows the employee that you are invested in their improvement. Tip: Schedule these in advance and do not move them. These are critical meetings for your employee’s success and you need to treat these meetings as such.

HR: Be available for consultation and guidance throughout the process, both for the leader and the employee. Offer additional training or resources when necessary.

While the immediate responsibility of performance management may fall upon the leader, HR plays a crucial supporting role in making these conversations constructive and result-driven. It's not about laying blame but about creating a pathway for improvement, with shared accountability from all parties involved.

Further Reading:

- Performance Management Best Practices

- The Role of HR in Performance Conversations

When you need support for effective performance management, TrueNorth Advisory Group is here to assist. With our expertise in HR functions and call center operations, we can guide you through the intricate process of managing performance constructively.