Meaningful Conversation

Human Resources

Staff members created a feedback process for formal dialogue that occurs throughout the year between an employee and their manager. It is called Meaningful Conversation. The process provides opportunities to discuss an employee’s individual success and professional development needs. It promotes two-way conversation, including the giving of ongoing feedback, active listening and interactive communication skills. As part of the formal process, both the employee and the supervisor evaluate the employee’s success in meeting agreed upon goals, performance of the day-to-day job responsibilities and competencies that help meet the College’s mission and serve our students.

The Process

Each stage is part of a continuous process which takes place throughout the year as the supervisor and the employee focus efforts on achieving goals and developing the employee’s skill sets. Dialogue is required for each stage to be successful and for the process to be meaningful. The process may require ongoing negotiation and adjustment of goals based on changing work priorities.

The formal review process is managed within the Employee Portal. An online, interactive review form flows from the Employee Self Evaluation to the Manager’s Performance Appraisal to the Next-level Manager Review. When the form is completed, the resulting document is the basis for the Meaningful Conversation performance appraisal discussion. The review document assesses an employee’s performance against goals, competencies for the past year and developmental ideas for the upcoming year. Concurrently, employee and manager should be planning new goals for the next performance period.

Meaningful Conversations offers advantages to the individual and the organization

Individual:

  • Enhances the employees sense of purpose and self worth
  • Recognizes past efforts and successes
  • Uncovers developmental requirements
  • Motivates for meeting new challenges
  • Provides information that employees want to know

Organization:

  • Links jobs to organizational mission
  • Provides for staff development
  • Targets achievement of key objectives
  • Provides focus on important priorities and appropriate utilization of human resources

Why you may not have a review form and what to do:

  1. Log in to the Employee Portal.
  2. Go to Career & Education > Goals.
  3. Be sure to select Active Status in the Find By field.
  4. If you don’t have any goals, contact your manager and determine if you or your manager should add them. Do this step ASAP!
    • Notify HR after goals have been added for the review period July 1, 2022 – June 30, 2023 and HR will push your review form to you.
  5. If you see goals listed, check that weights add up to 100%. If no, you or your manager need to revise those weights. For example, a common mistake is when 3 goals add up to 99%. Fix the weights ASAP!
    • Notify HR after goal weight total has been revised and HR will push your review form to you.

DUE DATES - PLEASE MARK YOUR CALENDARS

Due DateProcess StepsWho's Responsible
June 30Employee completes Self Evaluation and sends to their Manager (Mgr 1).Employee
July 31Mgr 1 completes evaluation and submits to Next-Level Manager (Mgr 2) for review and additional comments.

*Ratings and comments should not be discussed with employee during this time in order for Mgr 2 or Interim President to provide input.*  		Mgr 1
July 31Employee and Mgr 1 plan and discuss new goals for the 2024-25 review year.Employee & Mgr 1
Aug 9

1.    Mgr 2 reviews evaluation.
Important Note: Mgr 2 may send form back to Mgr 1 to revise ratings and comments. If so, Mgr 1 re-submits updated review to Mgr 2.

*Reviews held at Mgr 2 phase while Interim President completes her review*

2.    Mgr 2 reviews evaluation and provides comments (optional).  

3.    Form is sent back to Mgr 1 and Employee no later than August 16.

Mgr 2
Aug 16Interim President reviews Meaningful Conversations and may request changes to Mgr 1 ratings and comments for some individuals.Interim President
Aug 17-31Manager schedules and conducts 1:1 Meaningful Conversation discussion with Employee.Employee
Sept 1-6Employee signs acknowledging review, and Mgr 1 submits review .Employee & Mgr 1
Sept 8HR closes 2023-24 Meaningful Conversation process.HR
Sept 15Mgr 1 or Employee enter 2024-25 goals in the Employee Portal.Mgr 1 or Employee

*Leaders may request a shorter timeline for these process steps with employees in their department.

TROUBLESHOOTING WHEN YOU DO NOT FIND YOUR REVIEW FORM

  1. Log in to the Employee Portal.
  2. Go to Career & Education > Goals.
  3. Be sure to select Active Status in the Find By field.
  4. If you don’t have any goals, contact your manager and determine if you or your manager should add them. Do this step ASAP!
    1. Notify HR after goals have been added for the review period July 1, 2023–June 30, 2024 and HR will push your review form to you.
  5. If you see goals listed, check that each weights adds up to 100%. If no, you or your manager need to revise those weights. For example, a common mistake is when 3 goals add up to 99%. Fix the weights ASAP!
    1. Notify HR after goal weight total has been revised and HR will push your review form to you.

UPCOMING TRAINING

I will offer process guides and virtual training to employees and managers later this month. Meeting invites to follow.

July

  • Review established goals for "fit" with College´s mission and priority
  • Determine ways to measure results for established goals
  • Develop plans to achieve pre-identified milestones and targets
  • Ensure resources are available as necessary

August

  • Test plans to see if appropriate progress is being made to achieve goals
  • Adjust plans as necessary

September

  • Review and discuss progress and make adjustments
  • Formalize discussion points for performance appraisal
  • Schedule follow-up progress meetings for December and March and formal review in April/May.

October

  • Celebrate progress on results achieved to this point
  • Interpolate progress to ability to achieve end results desired

November

  • Check progress against established milestones and targets
  • Prepare for Quarterly Check-up

December

  • Review and discuss progress and make adjustments
  • Formalize discussion points for performance appraisal

January

  • Celebrate achievements of first half year
  • Confirm commitment to strong finish

February

  • Check progress against established milestones and targets
  • Prepare for Quarterly Check-up

March

  • Review and discuss progress and make adjustments
  • Formalize discussion points for performance appraisal
  • Begin to develop discussion points for formal performance appraisal conference.
  • Set conference time(s) and date(s).

April/May

  • Participate in formalized discussion of individual achievements and goals for next year with supervisors/managers.
  • Forward completed Performance Appraisals Meaningful Conversations instruments to Human Resources
  • Celebrate achievements and communicate results to campus

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