eSignature Legality for Employee Performance Review in Australia

How to eSign a document: eSignature legality for Employee Performance Review in Australia

Russell Potter here Motivo Academy and in this  video we are going to talk about killer employee   performance reviews with punch and how to  prepare for the performance review [Music]   this is the second video in this series you  should watch the first video If you haven't   watched the first video on the types of a  performance employer reviews a couple of   cautionary aspects of it and also the reasons  why you kind of must do them there are some   very important reasons but if you watch that  video already welcome to this one thank you   for watching the next video in the series  let's talk about how you prepare for the   performance review and we're going to do this  in a countdown of steps in order of importance   okay number five this is optional for you  if you're using 360 degree appraisal which   means there's multiple sources of inputs is kpi  data kpi data just for anyone that doesn't know   what a kpi is it stands for key performance  indicator it's a leading indicator of future   financial success that's the definition  of a kpi we're not talking Revenue here   or profit we're talking about the inputs into the  processing so if you're a salesperson for example   a kpi for you will be number of sales calls the  inputs into the process rather than in Revenue   clearly you're going to look at Revenue as  well it's not to say you exclude that but   for the purposes of the performance appraisal  performance review if you can have kpi data   from the employees on the employee's performance  this is something you really want to bring in now   it's not always possible which is why it's in at  number five on this list but essentially kpis are   made by mapping the processes and systems that go  into an output so for example for a business the   main systems and processes for a business would be  a voice of customer usually first so that's market   research on what they think about the product  then you might have product development and on   the marketing side then you might have marketing  itself then you might have sales as a process   people actually go out and sell often and stuff's  been marketed on billboards and TV and whatnot and   then you've got the sales people and then you've  got operations stuff so orders come in and then   you can obviously make the product and uh and then  you've got the Finance and Accounting side as well   the invoicing side so they will be the essentially  the six main uh processes of any business now in   each of those processes we need to measure the  effectiveness of that process so for example for   sales we want to know whether it's working and  if we want to know whether it's working we need   to look at leading indicators of future financial  success so as I mentioned number of sales calls   would be the leading indicator of future financial  success the lagging indicator would of course be   profit and Revenue quite complicated but uh if  you're an entrepreneur you would certainly want   to set up key kpis for each of the main systems  and processors and uh and set up metrics for that   and if you are managing a team your company has  kpis then you'd certainly want to access them   and bring them into the performance review  the benefit of that is kpis are undisputable   there can be reasons for the poor performance  that's a different story it's not to blame the   employee for it but you work together and ask the  employee this is the kpi how would we improve this   I'll give you anything you want how would you  improve it and I do that in workshops usually   so kpis is something if you can bring into a  performance review you would want to bring into a   performance review how to use it in a performance  review that's the next video on the step-by-step   what to say how to say in the performance  review but and number five on the list of   the steps to prepare for a performance review kpis  I think is something that you want to think about   number four on the list in order of importance  is absence data now you should have absence data   for each of your team members so when they take a  day off sick for example then you want to register   what day it was and obviously in the day but also  what day it was as well now I have a whole career   of managing those kind of things and you want to  pick out basically is it the same day that they're   taking off is it a Friday and a Monday that  they're taking off sick a little bit suspicious   there is it a one-off thing when it took four  days and had a doctor certificate all that kind   of stuff so absence is something you want to bring  in you just want to put it on the performance   review in this period of three months you had uh  five days off of of for sickness and then you want   to just discuss that a little bit are you feeling  okay now how's things this brings attention to the   fact that it's being monitored and you will find  that anything that's monitored improves uh this is   true of kpis when those kpis are brought up with  employees but it's also true of absence as well   it's not to say it's never a good justification  for absence but you do want to let them know that   it's being monitored but also so you can pick  up on any issues so absence is something else   you want to bring in lateness also if lateness  is an issue you need to have documented that   when it happens and then bring it up at the  performance review that is quite important   okay next on the list number three if I'm not  wrong on the list is the job description itself   now as I mentioned a lot of entrepreneurs and I  know a lot of viewers are entrepreneurs uh and   some small businesses they don't have four more  job descriptions for their employees and actually   in a lot of businesses they don't bring up that  JD job description in uh in the performance   review very often in all honesty it just becomes  about you know how your performance was that's a   missed opportunity uh frankly and if you're an  entrepreneur you must have job descriptions for   everybody in your team I know you bring people  in to be generalists and pull their weight and   you know wear many hats and that's all very well  and put that on the job description but where   people are not clear on their job and what they're  supposed to be doing it stresses them out greatly   people don't deal with ambiguity well at all I  don't know anyone that deals with ambiguity well   at all so make sure you've got a job description  and then the and in the performance uh review   and the performance appraisal this is your  opportunity to bring up the job description   and certainly you want to do this before so as  you're preparing for the performance review of   course you want to see what are the what are  the roles that this the tasks and duties and   responsibilities of this particular employee and  then how closely one to ten have they actually   done those things on that list are there things  on that list that are important that haven't been   done in the last three or six months or 12 months  don't do annual performance reviews please do an   amazing six months or three months please um but  is there anything that's not been done there it's   not to accuse the employee but there might be  issues there that mean that important things are   not being done it could be a capacity issues not  enough people for example it could be an expertise   issue they don't know how to do it whatever it  might be it could be outdated it may actually   have no use on the job description anymore so when  you bring up the job description you want to look   make sure that all the Judas that are on the job  description that you're paying the employee for if   you're an entrepreneur you're probably not getting  paid and you're probably playing the employees and   that can lead to a little bit of bitterness when  you pay the payroll at the end of the month I   know that feeling but essentially you want to  make sure that the job description is brought   up as part of the preparation for the performance  review so you can see that everything's been done   and have a look where there is redundancy in that  performance review some things are more important   than others of course but where there is maybe  stuff that's not being done it doesn't need to be   done anymore and maybe with this things that you  need to add in because you've got feedback from   customers you've got feedback from putting your  product to Market you've got feedback on on how   your business strategy is working your business  model is working and you know you need to readjust   some of the roles this is your time to do it do  it formally so part of the preparation to bring   up the job description if you haven't already  got one it's also an opportunity if they don't   have a job description to make a job description  and we can talk about that in another video but   and how you would do that in fact just for you I  will put a template for a job description at the   Motivo Academy you'll have to treasure hunt for it  I have no idea what the URL will be right now but   um go over there and I'll put a template  up for JD it's that important so bring   up the JD as part of your preparation for the  performance review step number three on the list   okay so number two in order of importance of  course on the list is of course feedback on   their performance I mean this is you know what a  lot of people are doing the performance reviews   for so you want to give obviously feedback on  their performance now again Motivo Academy go   and treasure hunt over there I will put down the  main areas of performance that you want to monitor   but essentially obviously they're going to relate  to the job performance in the job some stuff about   attitude as well um but you're going to want to  get down your comments and you want to get that   down in a really structured way you want to use  evidence wherever you can you want to balance   off that feedback a little bit with positive  comments areas to improve positive comment   aren't the otherwise known as the bleep sandwich  but you want to get down those comments you   always want to end the comments with a positive  you want to leave them with their confidence   intact and inspired to go out and do their  best work if you end with a negative comment   or an area for improvement that's the one that  they're going to leave the room with so you   always want to structure in that way good area for  improvement how they're going to improve it their   commitment and then something positive because you  want to get those comments now if you are doing   a 360 degree appraisal you're also going to need  to get feedback from other stakeholders so other   people in the company it might be the finance  director it might be summoning Supply Chain   management it might even be a customer as well  don't be afraid to reach out to your customers   it shows that you really take your business  and service quality seriously to reach out   to trusted customers key accounts to say look I'm  just doing some performance reviews at the moment   confidentially and your comments will be shared  in the most delicate way I'd like to know how the   person that serves your account is doing you know  what do they do well what could they improve and   what can we do better for you as a company this  is a good opportunity for you to do that so you   want to go out and get these comments this is  quite important but you also need to write down   of course is your expectations once you've got all  that information your expectations on them for the   next period what are your expectations what do you  want to see more of what you want to see less of   what is specific goals and objectives that are  going to need to be set for the next period to   help you to achieve your business goals remember  dial back you've got your vision and Direction the   market that you're serving in a massive impact  then it's going to make you've got your systems   and strategies as well so how do those systems and  strategies support that that goal of serving that   market and then how do they fit in operating  those systems and processes to make it all a   success complete alignment so you're going to want  to get down your expectations for that employee in   the next 3 6 12 months even if you meet every  three months you should still be planning goals   that are more distal longer term you can certainly  put a 12-month goal on and then over the course   of the year every three months to check their  progress against that goal we absolutely can   certainly do that so at the at this stage you're  now starting to get the comments in remember oh   we've got the kpi data Maybe the absence data is  in there already some of the hard stuff and now   you're getting in of course your comments and the  comments from uh from stakeholders if you're doing   360 degree appraisal you're probably going to  struggle to get in many many sources of feedback   two is fine from trusted stakeholders internally  you should choose those people it shouldn't be   chosen by the employee I know some systems use  that but they're only ever of course going to   choose people are going to give good comments  you want the truth and you want honesty so and   they can be done anonymously as well by the way  they don't have you don't have to share the exact   comments however you want to go and get those  comments and as I say customer feedback is really   gold standard if you can get it because ultimately  the customer is the one that really really matters   so uh that's number two on the list obviously it's  very important but again Motivo Academy go and   treasure hunt over there find the resources and  you'll find a form that can support you with that okay so we come back to or comes down to the most  important thing on the list and some people might   debate and put your comments in the uh put your  comments below if you feel I've got this in the   wrong order or if I've maybe uh missed something  that you feel is more important and it's very much   a two-way process but actually the goals and  objectives from the last appraisal is actually   number one on the list in my opinion there's a  few reasons for this the first is that it covers   off quite a lot of the accountability side because  if they said in the previous appraisal and it was   agreed and it was important for the business  to achieve a specific goal and objective they   committed to it you said it was important and they  committed to it it should be reasonable to expect   that there will be accountability  for doing their job   now what this does is it sets one your  Authority but secondly it gets rid of any   talk about well this was hard and that was  hard and poor performance in this kind of stuff   the bottom line especially if you're an  entrepreneur is results the bottom line if you own   a business yourself or if you're held accountable  by your director or board member if you're a new   manager or a mid-level manager or even a director  if you are held accountable by those above   results is what matters how you got there is  another thing that they're going to look at   results and if you're an entrepreneur who  has to pay the payroll at the end of the   month whilst you're not getting paid you want to  make sure that you're getting results so the how   you get there we tend to focus on a little bit  too much in my opinion we tend to focus on the   soft skill side of things a little bit too much  not focusing on the actual result that we get   and ultimately the success of any business is  based on the results not how nice it was in   getting that result now clearly we want to build  sustainable systems and great places to work and   happy people who reach Beyond and add massive  value over and above what we we pay them to do   but the bottom line is results so that's why it's  number one on the list results are important and   accountability is critical so you've got to bring  up in your preparation for the performance review   the previously agreed objectives and goals  that were agreed to so that's number one on   the list don't get that one wrong make sure it's  documented um it shouldn't be a surprise if those   girls haven't been missed but that accountability  step is business critical I hope that helps to   help you to prepare it's probably quite a useful  guide to help you prepare head over to the Motivo   Academy there's resources over there some of  the forms that you might find valuable that best   practice that I've used with with some clients  over the years that I can share with you and to   go over there but once again I don't want you  as an entrepreneur or a new leader or a manager   of people to get bogged down with the minutia of  managing people and a lot of people get a little   obsessed with improving one poor performance  employee or from performing employee the hard set   the best way to manage a business is to create  systems and processes that add massive value   to the business and to the lives of customers  remember the vision and Direction how you're going   to have massive impact on the lives of customers  then you've got the systems and processes   and strategy to achieve that and and then the  people that operate that systems and processes   are absolutely critical and performance reviews  done regularly on time never missed never missed   all one of the systems and processes that gets  you there it's going to give you transformative   business success so we don't want you to get  bogged down in the how to do it and all that   stuff I want to learn it Master it and then  move on so that you can be more creative   you can transform customers lives you can be  creative and think about the product you can   think about improving the world as a great  leader and don't want to get bogged down   so with that in mind grab a course at the motiva  Academy learn everything you need to learn about   being a leader in management get it done nine  hours watch it get it done practice it done   done out the way you can move on to the next  level of your life that's why we've created those   training courses at the Motivo Academy because we  help good people do great things like subscribe   that goes without saying because this stuff is  free for you there's a lot more coming in the next   video we're going to talk about step by step what  you say in the performance review meeting [Music]