Effective Performance Conversations: Evaluation vs. Celebration

While brainstorming with my team on unconventional ways of facilitating a performance feedback session, to my surprise we came up with several unique propositions. The idea was to 'Celebrate Performance' rather than build a sombre ambience with anticipation of how to ‘Bell’ the cat (read bell curve). While many organizations are emphasizing the importance of 360 degree feedback, balanced scorecard, and competency based performance management models, it may still take others a good number of years to come out of the exercise of segregating performance in distribution tables. Most companies have moved on to model of real time constructive feedback, which is a great idea. In the maze of timelines and pay-outs,let us not lose focus on the quality of discussion and in the current scheme of things, let us not keep Performance Dialogue unaddressed.

1)  Physical and now Virtual Location - When you are ready for open feedback, then get out of the closed doors. Meetings in sophisticated cabins and conference rooms can often be intimidating .Do a site reiki in advance and mark them as feedback zones. Choice of open spaces like a recreational area, coffee catch ups may help to make one comfortable. So exchange board room conversations with carom board conversations.

Similarly,figure out the ‘Instagram zone’ of the house while connecting virtually over a performance conversation during the WFH period. It could well be your favourite 'Zzz' couch!

2)  Warm up- Not all Individuals make great speakers .Sometimes they take time to open up. So plan a round of sports like a game of table tennis, or begin with a note on 'how was the football match ', ' what's your next travel destination’ .Take that 5 minutes to build that connect. Firstly, opening statements before important conversations can help ease the anxiety and, secondly it shows that you acknowledge an individual's passion and hobbies beyond work.

Similarly, while connecting virtually the opening statements could range from the ‘latest web series’ to ‘low calories cooking ideas’. Sit with a mug of coffee, or the new age 'Wine Wednesday' can work wonders leading to candid conversations.

3) Body Language –Replace the firm handshake as of now, with a gesture of Indian style 'Namaste' or the ‘Pogba Dab’ to begin on a lighter note. It can create some great positive vibe, don't lose that smile at both ends while acknowledging and while receiving feedback. Maintain eye contact and a forward lean while listening.

Similarly, a virtual pat on the back, or a hi- five, can be great concluding gestures.

4) Ground rules -Minimise controllable distractions like checking the phone , or feeling tempted to reply to a WhatsApp ping. It is a good idea to have a note pad handy to take down notes if required. Check for the wifi and phone battery before connecting. Have sufficient time in your hand when you are connecting, so that you don't have to move to another assignment in a hurry. Other things can be parked aside for 30 min, remember 'people first'.

5) Conversation flowchart - Start with a note of appreciation, talk about the values they bring to the team, their unique strengths that you admire, the achievements the organisation is proud of, development areas that can enhance the current work capacity. Do your homework well. Let the other person on the table /video speak about their achievements, and expectations. Remember to seek feedback at the end. We all have scope of improvement.

6)  Emotional Intelligence-Last but not the least, it is important to stay calm during the conversation, for both the stakeholders .Pause before you speak, don’t react during a feedback and let the other person finish, demonstrate empathy when the receiver cites challenges and seeks support. Conclude your statements with a common action for win –win. All these will help you to build connected relationships.

Performance Feedback discussion is as natural as the need for timely eating, sleeping and exercise.Conversations are intended towards an outcome, and to make the process effective, the above ground rules may help!