Effective Employee Communication Tips
Using Effective Communication to Improve Employee Performance
by - Suzanne McIntyre
Open and honest communication can help employees resolve performance issues. Have systems in place that promote communication between managers and staff.
It is the manager’s job to evaluate the performance of each employee. No doubt there will be times when an employee is not meeting the expectations of the job. As a result a poor performance appraisal will need to be written and given to the employee. It can be an uncomfortable and upsetting situation for both the employee and the manager.
The truth is that if the employee receiving the poor performance appraisal is surprised, then the manager has failed. An employee should not learn of their short comings for the first time via a performance appraisal. Instead, look at it as a summary of communication that must occur before the evaluation is done.
By providing employees with ongoing communication regarding their performance they will know what to expect when receiving an appraisal. They understand where they stand in regards to salary increases and promotions. The employee will also have the opportunity to resolve performance issues and show improvement before the final assessment is written.
Try some of these systems to promote open and honest communication between management and staff. The more transparent management is regarding an employee’s performance the more likely an employee will be able to make positive changes.
Communicate Clear Goals and Expectations
Each employee needs to understand what is expected of them. They also need to know how those expectations are going to be evaluated. Without this information how can management demand results? Don’t assume they know.
Goals and expectations should be set before a review period begins. The goals should be based on specific job duties, as well as personal development. Involve the employee in setting the goals to ensure they are comfortable with meeting the challenges.
Discuss Employee Performance Regularly
Ideally, management should meet with staff on a monthly basis to go over results. Every employee will benefit from on going communication. This is not just for those people who are struggling.
It may sound like a big time investment, but it does not need to be. Keep the meetings short and to the point. This is meant to be an update, not a full performance appraisal meeting. Hit on any issues, and balance the meeting out with positive feedback. If the employee performance requires lengthy discussion then a more formal meeting may need to be scheduled.
Document Employee Communication Sessions
Keep records of discussions regarding performance. Place a copy in the employees file, and send a copy to the employee. Do not do this only for conversations about poor performance. Records need to have balance with positive behaviour observations as well.
Some employees may see record keeping as a form of disciplinary documentation. It is important to explain that it is not the intention. By summarizing the communication in writing any misunderstandings can often be resolved quickly. It also provides a starting point for future discussions.
Deliver the Performance Appraisal
If the manager has taken the time to communicate the status of performance throughout the review period the employee will be prepared for their evaluation. Many performance issues will have been resolved or may show improvement.
When writing the performance appraisal it is important to use the information that was gathered over the review period. This ensures the evaluation reflects the entire period. Without documentation to base results on managers often rely on the most recent events. In the unfortunate event that an employee does not improve management has the tracking to show that the employee was given adequate feedback to perform.
Creating systems that support open and honest communication between management and staff will improve employee performance. First ensure that expectations are understood by all employees. Next take the time discuss performance on a regular basis. Keep track of all communication, both positive and negative. Lastly, base performance appraisals on the information gathered over the review period.
Reference:
Stephen P. Robbins. Davis A. De Cenzo. Fundamentals of Management. Scarborough. Prentice-Hall Canada Inc. 1999
Monica Belcourt. Philip C. Wright. Managing Performance Through Training and Development. Scarborough. Thomson Learning. 2000.