Doron Langberg (b.1985), Daniel Reading, 2019, Oil on linen, diptych, Museum purchase, 2019.53a&b.

Semiannual Performance Check-ins

Each year in January and July, all staff will complete a self-evaluation and receive an evaluation by their supervisor on how well they met expectations around outcomes and core competencies for the review period. The performance  cycles are as follows:  

• Fall Staff Semiannual Performance Check-in: July 1 to December 31, due January 31 

• Spring Staff Semiannual Performance Check-in: January 1 to June 30, due July 31  

These assessments will focus on the bigger picture of performance—the “what” (how successful you were at meeting your goals and what results you delivered) and the “how” (the skills, mindsets, and values you used to get there). They are an opportunity for self-reflection, feedback, and alignment with your supervisors on the next steps and expectations for the coming review period.

Performance Tools

All performance check-ins, except those for senior staff, will be documented by utilizing  Paychex Flex. Please note, we have also added the 90-day Probationary Check-in for supervisors to conduct with new staff. Reach out to Carissa Patts, cpatts@pafa.org, or (215) 972-2020, with any questions or troubleshooting the tools.  

Below are useful articles from Harvard Business Review on conducting performance evaluations remotely and during a pandemic.  

• How Do You Evaluate Performance During a Pandemic?

• How to Do Performance Reviews — Remotely  

• Use OKRs to Set Goals for Teams, Not Individuals  

Your Time With Your Supervisor

1:1 Check-in Meetings

To operationalize and create greater parity in our approach to Performance Communications, it is expected that scheduled conversations between supervisors and direct reports are held at regular intervals, where feedback and notes are collected to record progress and build a plan of action. Check-ins are PAFA’s Core  Values in action – open and transparent discussions about our shared work for everyone at every level!  

Effective February 15, 2021, all supervisors are to have regularly scheduled 1:1 check-ins with direct reports at least biweekly for 30 minutes.  

The Benefits of 1:1 Check-ins 

• Engagement and Belonging: Check-in conversations build a stronger relationship and trust between supervisor and direct report fostering a culture of belonging and engagement.  

• Staff Empowerment: Check-ins allow both the supervisor and direct report to be empowered to influence project direction throughout the year and performance expectations.  

• Goals: Check-ins can serve as checkpoints on goals, track progress, and ensure open communication on the next steps to be taken.  

• Course Correction: Frequent check-ins can identify obstacles and allow for rapid course correction on goals and projects.  

The Agenda 

1:1 Check-ins should be collaborative, two-way discussions for both supervisor and direct report. Attached is a guide for tips on conversation starters for the 1:1 check-ins and a sample check-in agenda.  

One model for 1:1 Check-ins is the 10/10/10: 10 minutes for the direct report to share their updates and what’s top of mind, then 10 minutes for the supervisor, and 10 minutes for wrap-up to share agreements on the next steps.    

• Supervisor’s Role: The supervisor should set the tone of a two-way discussion and seek to obtain a pulse check  (how people are doing), clarify priorities, recognize performance, and coach. The meeting should be recurring and, if possible, at the same day and time to create consistency and continuity between discussions. Supervisors should refrain from canceling or often rescheduling.

• Direct Report’s Role: Direct reports should complete the check-in agenda as preparation for the conversation and, if requested by their supervisor, submit it in advance. These meetings are not optional but instead a critical component to working productively with your supervisor and within your departmental team structure.  

Resources 

For review and reference, we suggest the following resources:

• HBR, “How to Make Your One-on-Ones with Employees More Productive”  

• "Using Check-In Questions to Build Trust" 

• “One-on-One Meetings: 3 Ways to Stop Screwing Them Up With Your Employees”  

• "The NEW Team Habits: Fostering a Culture of Belonging Through Meeting Check-Ins" 

• E-book, The Art of the One on One Meeting, The definitive guide to the most misunderstood and yet powerful  tool for managers  

• How to Run a Remote Team Check-In Meeting