Performance & coaching

Regular performance conversations between employees and their supervisor create respectful relationships and contribute to rewarding outcomes.

There are several tools to build and maintain strong working relationships and ensure that employees have the means to be successful in their work.

Performance and development cycle (PDC)

The Performance Development Cycle (PDC) provides structure for setting goals, providing ongoing feedback and coaching and identifying ways to support employee learning and development. The PDC is built on meaningful, reciprocal 2-way conversations and regular, cyclical relationship-driven interaction between supervisors and staff.

Successful conversations begin with preparation. Where available and applicable, it may be helpful to review the following as you prepare:

job description
university, division, department and unit goals
vision and values
past performance and development documentation
previous learning plans
goal setting process

The PDC will normally take place annually, over the course of the year.

step 1 will include 1-2 meetings and a form
step 2 will include 2-6 check-ins, referencing and updating the step 1 form
step 3 will include 1-2 meetings and a form

PDC stages

Step 1: look forward

These initial conversations will set the tone and lay the foundation for future conversations. They should be:

outcomes-focused
based on employee strengths
connected to the big picture of the university, division, department and unit

Step 1 is about getting supervisors and employees on the same page at the beginning of each cycle.

Step 2: check in

Conversations in this stage will take place throughout the cycle in the form of regular check-ins. The frequency will be up to each team and meetings should be scheduled in advance. These conversations should include:

feedback: a two-way conversation about what is going well, recent achievements, observations and any concerns
coaching: providing support and guidance using active listening and appreciative questions
recognition: celebrate and acknowledge progress and success

Step 3: look back

These conversations should:

refer to previous step 2 conversations
ask what is going well and how it could be better
summarize successes
identify strengths and key contributions
identify issues, barriers or obstacles that may need attention before the next PDC
allow for 2-way feedback
create a record to inform future conversations
link to step 1 of the next PDC

PDC forms and resources

For the full suite of performance development forms and resources, visit the PDC page on the HR Manager SharePoint site.

Performance improvement

If other performance processes need to be introduced, the PDC is temporarily suspended. These may include:

performance concerns
disability or illness
investigation of misconduct

Once the process has reached a successful conclusion, the PDC can be re-introduced at the appropriate step.

Performance improvement resources on the Manager SharePoint

Probation

For quick overview of probationary periods for each employee group, visit the new employee orientation page.

Information on the probation process, and the probationary form can be found on the Manager SharePoint site. Additional supervisor tools and guidance are in the New Employee Orientation Toolkit.