Performance Conversations

• Full performance conversations are held three times a year: some time in April-May, August-September, and December-January. Your supervisor will handle scheduling these.

• These full conversations require you to have updated your profile in the Performance Development Platform. Your supervisor will initiate the conversation in the system - you just need to fill out the templates.

• The platform has a large resources and FAQ section but reach out to your supervisor if you have any trouble.

• Informal performance & development check-ins happen every 6-8 weeks (unless you and your supervisor decide to check in more often) and will take the place of your regularly scheduled 1:1 for the week. Your supervisor will handle scheduling these.

Before each full performance conversation, you’ll need to review and update your profile in the performance development platform and then discuss with your supervisor before both signing off.

This includes:

1. Setting your goals

• There are three mandatory CITZ Ministry work goals you need to fill out: Service Delivery, Collaboration, and Psychological Health and Safety.

• There are two mandatory team work goals for this fiscal: Agile Practice & Self-Management.

• You need to set at least one learning or career development goal per fiscal (if you and your supervisor have agreed on a passion/stretch project for you to do, include this).

• You are welcome to fill out additional goals as you please.

2. Filling out the performance conversation template

• There are several templates in the system. Your supervisor will pick the one that works best for your conversation - you just need to fill it out.

• If you prefer, you can leave the “comments” or “action items” sections of the template blank until you meet.

• If you need time/capacity to update your profile before your next meeting, be sure to bring that up in sprint planning.

• Your profile updates are due one week before your performance conversation.

3. Reviewing your supervisor’s comments and feedback

• Your supervisor will also need to fill out their section of the template at least one week before the performance conversation so that you have time to review.

• If upon reviewing supervisor feedback there’s anything you’re uncomfortable waiting a week to discuss, feel free to request that your supervisor move up the conversation date.

• If it would be helpful, feel free to send your supervisor a list of questions before you meet.

4. Meeting with your supervisor to discuss

• When you meet, your supervisor and you will review each of your goals and make sure you both understand what you’re hoping to achieve and how you’ll measure success.

• You will review both your and your supervisor’s comments and go over any questions or additional information you have to share.

• Based on your conversation, you and your supervisor will draft or agree on the highest priority goal(s) for you to work on until you meet next.

• Updates to comments, action items, and final sign-off is due within one week of the performance conversation for both parties.

• You do have the option to mark that you don’t agree with your supervisor’s feedback when signing.

Much less formal, check-in chats happen mid-way between full performance conversations and require much less of you.

They’ll be highly individual, but you can expect three topics every time:

1. A review of your current goals and discussion on progress and blockers.

2. Feedback from your supervisor to you on your recent work.

3. Feedback from you to your supervisor on their management and what you need to be successful.