Creating an Environment of Expectations - PowerPoint Presentation

Creating an Environment of Expectations Navigating the pathway of success through work plans, conversations and evaluations April M. Lynch | Associate Vice President for Human Resources| lynchap@udmercy.edu| | 313.993.1524

“Let us all be the leaders we wish we had.”Simon Sinek, Leaders Eat Last “Let us all be the leaders we wish we had.” Simon Sinek, Leaders Eat Last

Detroit Mercy Mission and VisionDetroit Mercy Mission StatementUniversity of Detroit Mercy, a Catholic university in the Jesuit and Mercy traditions, exists to provide excellent student-centered undergraduate and graduate education in an urban context. A Detroit Mercy education seeks to integrate the intellectual, spiritual, ethical and social development of our students.Detroit Mercy Vision StatementUniversity of Detroit Mercy will be recognized as a premier private university in the Great Lakes region, distinguished by graduates who lead and serve in their communities.

What If We Changed the Words…..Detroit Mercy Mission StatementUniversity of Detroit Mercy, a Catholic university in the Jesuit and Mercy traditions, exists to provide an excellent employee centered organization in an urban context. As a Detroit Mercy employer we seek to integrate the intellectual, spiritual, ethical and social development of our employees. Detroit Mercy Vision Statement University of Detroit Mercy will be recognized as a premier private university in the Great Lakes region, distinguished by employees who lead and serve their university and each other .

Our goal is to provide tools for you as supervisors to:Ensure that employees feel valued and have learning opportunities so they can contribute to the mission and vision of the organizationPrepare a pathway of success for our employeesBuild leaders within the organization U niversity of Detroit Mercy Success Starts With U

EvaluationsBuilding a Pyramid of Success

Setting expectations at the beginning of each year is the foundation for success?TRUE Evaluations TRUE OR FALSE?

It’s important to know and discuss expectations for a strong foundation of success:Reviewing job descriptions not only provides clarity, but can help determine missing pieces in your team.Do your team members have the right training, do they need more?Sets the tone of meeting your employees where they are and building from there.Is this the right fit?Is the job description even relevant anymore? HR has job descriptions that haven’t been touched in over 10 years; some positions don’t even have one on file! Setting Expectations: Baseline Job Description

It is important to step out of your department and know and discuss the bigger picture:Do your employees know the goals of your department?Do your employees know the goals of the University?Where do they fit in these goals, what do you expect them to do? What role do they play?What plans are in place for success? Do your employees have the right tools? Setting Expectations: Goals and Strategic Plans

It’s important to take into consideration your employee needs: Do you know what your employee desires as it relates to growth and development?Where does your employee feel they fit in the organization?In what ways does your employee want to grow?What does your employee need from you?Does your employee know what success looks like? Setting Expectations: Your Employee Needs

Creating a work plan for your employees is one tool to ensure successSet expectations each year Identify their mentor/training buddyIdentify timelines and expectations Identify training necessary to complete tasksIdentify success factor (Key Performance Indicators) Sets responsibility of expectationsSupervisor responsibilities Employee responsibilities Tools: Work Plans

Work Plans are a tool to prepare the employee to succeed, grow and prioritize workflowWork Plans are a way to begin measuring success and achieve goals for the organizationWork plans are meant to set expectations on work flow throughout the yearWork plans set the strong foundation to move goals forward and create winsWhy Create Work Plans?

Work Plans are an opportunity to focus your teams on the strategic vision for the UniversityWork Plans should be well thought out to ensure successWork Plans should be worked on in tandem with the employee to ensure goals of the organization, department and individual are brought forwardWork plans should be reviewed at least quarterly (or more as needed) to ensure proper prioritizationWork plans are not meant to be a punishment on your time, but to ensure that your team is working toward common goals How to Use a Work Plan

How NOT to Use a Work PlanWork Plans are NOT meant to be done in five minutes because it’s another assignment to cross off your listWork plans should NOT be done in a silo, they need to have a commitment by both employee and managerNOT looking at the work plan until two weeks before the end of the documented year is a recipe for disasterNOT setting reasonable expectations may cause an overworked employee and poor performance

DiscussionWork Plan Tool

Once you set expectations at the beginning of the year, you can set it and forget it.FALSETRUE OR FALSE?

Continued Conversations (CC)Once the foundation of expectations have been laid; focus on continued conversationsOn-going coaching and mentoring will need to take place as neededRally around accomplishments, note them, let your team know they were caught doing greatSupport failures; talk about what happened, help recoveryAddress and talk about concerns and expectations regularlyDocument and move forward behaviors or issues that rise to discipline where necessary

Documenting Continued ConversationsCC should be done on a regular basisCC can be used as a behavior modification tool, when giving both praise and counseling to an employee on a regular basis it should help their growth and developmentCC also serves as mechanism for documentation, this is particularly helpful in situations where you are seeking improvement and need to meet on a regular basisDon’t have CC only during times of failure; this causes CC to be awkward and uncomfortable

CC to DisciplineCC can often be the precursor to documented disciplineJuly 2019, HR will be presenting Navigating Troubled Waters:Discussion around documentation and write upPerformance improvement plans TerminationsOther tools as needed HR ImprovementsUpdates to our website with the some tools Guidance Statement for CC How to get Job Descriptions HR is currently reviewing HR modules that will support on line documentation for performance management

Evaluations are the most important tool you can use to grow and/or discipline your employees?FALSETRUE OR FALSE

Evaluations are typically used once a year, except for new employees; those should be done two to three times the first year.Extra evaluations can also be used on employees who need a performance improvement planEvaluations are an assessment tool to provide coaching opportunities for your staff that take in account the entire yearIt provides a look back period at their growth throughout the year and focus on areas that have the most potential for growth moving forwardCrucial conversations and work plans are essential data points to focus on when completing an evaluationHow Should Evaluations Be Used

If you haven’t set expectations or are uncomfortable having a CC, evaluations will not be helpfulEvaluations should not be used to “pile on”; waiting for an evaluation to deliver disciplineManagers should not wait until evaluations to provide feedback for growthThere should be few surprises in an evaluationNo one is perfect, therefore there is ALWAYS room for growth opportunities (no one can be exceptional in all areas)No one is a 100% awful employee therefore ALWAYS have some strengths (no one can be failing in all areas)How Should Evaluations NOT Be Used

Stop, do not proceed: If your employees have no idea what their expectations are for an evaluationIf you aren’t sure of the priorities of your employeesIf you haven’t had one conversation good or bad throughout the year with an employeeIf you aren’t evaluating everyoneDrop and proceed with caution:If you have a list of things they are doing wrong but haven’t addressed them yet You are putting them on notice they are underperforming and putting them on a performance improvement plan Temporary Lynch Evaluation Rules

Temporary Lynch Evaluation RulesRoll on:You have been keeping up on evaluationsYou feel both you and your team know and understand the goals for the yearThis has been, and is a part of, the overall development of all your employeesIf this is the culture of your department Remember the do’s and do not’s of evaluations

Current Climate of EvaluationsDetroit Mercy currently has multiple evaluation tools, that are dependent on the union/non-unionThere is a general frustration with the current non-union evaluation model and processManagers and employees don’t understand the role of the evaluation since it “doesn’t mean anything”…meaning it’s not tied to pay increasesWhen evaluations are completed, they are not always forwarded to HR to be filed We are not consistent when doing evaluations

Current Evaluation StandardsNon-Union Performance Communications SystemUDMPSSA Evaluation Process as determined by their current Collective Bargaining AgreementFaculty through Colleges and Academic AffairsDeans through Academic AffairsMaintenance and Power House: None at this time Public Safety: None at this time

Future of Detroit Mercy Evaluation SystemsContinue to follow Stop, Drop and RollCreate a task force to address the non-union (potentially other unions) evaluation and methodsStart looking at potential for merit based increasesHR is currently researching on line modules to address performance management

OVERWHELMED YET?

“The first responsibility of a leader is to define reality. The last is to say thank you. In between, the leader is a servant.”– Max DePree

Step 1: Start with a Job Description OverviewHave employees review their current job description and receive their feedbackReview their information; process the information and provide feedback as wellDiscuss greater goals of your department with your employees and where they fit Step 2: Create a work plan for your employeesHave employees review and fill out the Work Plan Tool Review their information; process the information and provide feedback as wellSet the tone for the year of expectations Steps to Action

Step 3: Plan CC momentsSet regular meetings; could be quarterly, monthly, weekly, daily as neededAcknowledge small things through email or passing by the water fountainStay engaged on what’s going on; address concerns timely (which may include documentation that moves toward termination)Step 4: Address the Evaluation ProcessLook at the year in review and do an evaluation if that has been your practiceAcknowledge strengths and areas of growthDon’t worry about evaluations if you are still learning expectations and CCSteps to Action

You can be busy creating expectations, or busy fixing the broken pieces of expectations. It’s a choice.

Navigating Troubled WatersJuly 18, 2019 College of Engineering & Science, Room 131McNichols Campus July 25, 2019 School of Dentistry, Special Functions Room  July 30, 2019School of Law, Room 252