PA and Secretary Community - Deskdemon.com

It's that time again in my office.  I do a good job but I hate this time because sometimes it seems like its revenge for the l out of 100 times you didn't something wrong one of my boss takes a swing at me.  Then I can expect something stupid remark from Humran Resources.



OOOOOOH!  I can't stand this time of year.



Any thoughts?



Vini (not so cool about reviews)

And why is it that they have to bring up the one time you made a mistake and they remember it like it was yesterday and it was at least 6 months ago.  The bosses always have to say something negative!  I hate that part of the performance appraisal.

Had a VP who mentioned the ONE TIME I said, "It's snowing in Montvale!"  I thought that was near where he lived and maybe he needed to know his damn ride home might be treacherous!  Should have let him crash.  Doesn't matter that I assisted in the collection of over 2 million dollars in owed revenue.  Hey, I have a sweet, quirky boss now and am much happoer.  His only comment at my 90-day review?  Not enough people notice me in the office.  I'm too low key.  Hey, if I should be anything, I'd rather be too low key than too aggressive!  Hope your review goes well, Vini!

Ooh, it's annual review time in my office, too. My actual review usually goes pretty non-eventfully, so I'm not worried about that. I am a bit anxious about the salary adjustment this year though--since raises were virtually non-existent last year, I am hoping for a pretty decent increase this year. But I'm wondering what to do should that not be the case.  I'd really hate to start looking again, since I like where I am. But I'd feel shy about asking for more $$ too; since I know they put a lot of thought and research into salaries already I'm not sure what I could add except "gee I was really hoping for more!"   I'm just keeping my fingers crossed because since the company's profits are up raises should be accordingly generous (and hopefully talk of "economic recession" hasn't scared them off)!  

Ugh, I hate them.  Our company has only three ratings for people at my level, so you're a 1, 2, or a 3.  If you're a 1, you're toast.  If you're a 3, you walk on water.  So 99% of us get a 2 rating, which they call "a significant contributor".  I particularly enjoyed the comment my last boss offered:  "Well, since we have to go by the percentages, we can only have one "3" rated person, and you're not it."  A few years ago I had a particularly bad manager (not evil, just completely ineffective) who, when I asked for feedback on my performance, stammered around and finally said, "well, you're not...you're not....not NICE!"  Not especially helpful, boss.  I had to sit there and say "in what WAY am I not nice?"  

We also have a 3 tiered system - Does Not Meet, Achieves and Exceeds, with Exceeds being the person who walks on water (if you catch my drift).



I also just had a review.  Wouldn't you know it, after typing hundreds of letters and other documents over the past year, boss writes in the review a comment about the one letter I royally goofed up three days before the review (I don't know what I was drinking that day) and had to retype.  



Reviews are good though, keeps me on track, but it's the nit-picky stuff that they drag out that is most frustrating.  



It would also be nice if the boss would explain what competencies they want us to achieve, not for us to second guess them.  They need to back us up when we try to achieve this competency.  For example, they want us to show leadership.  However, in order to do that, they need to ALLOW us to show leadership.  Or if they want us to be a better team player, include us on the team from the beginning to the end of the project.  

   

I guess I'll be the only one to say this, but I find my annual review really useful and informative. After working for the same person for several years, I pretty much know what's expected of me all the time,and we tend to go through our days just doing and not talking about stuff like goals, expectations, etc. Also, instead of negative feedback, my boss will suggest things she'd like to see me concentrate my energies on.  I suppose it all depends on your relationship with bossie, though, and we have a pretty open line of communication.

As far as increase expectations, Ozbound, you might consider approaching your boss a week or two before your review, since usually they've decided on a number before you sit down for the actual review.  And you should never be afraid to ask for a little more - everyone else is doing it (at least in my office), and usually getting a little something for their efforts, so why shouldn't you?

 

I think a lot depends on the type of boss you have.  We have a three tier system also (approaching, met or exceeded expectations).  I have a wonderful and very positive boss who believes that for every negative comment you should have a positive.  So even though the review points out mistakes made during the year it also reflect all the good work too.



The one thing I do hate are the "self appraisals" we have to do.  She says I don't rate my self as high as I should, so I'm working on the self-esteem issue.

I was about to say, I write my own reviews usually.    but it's true.  I tend to keep pretty good notes, and I'll give my version to my boss a couple weeks before it's due.



In fact, I need to do my six month for the not-a-job that I'm not getting laid off from.  I at least want to have a good idea for myself what I did well and didn't.  *shrug*



Two more cents.

Shannon

I think reviews are very useful, done properly. I also think most bosses don't know how to do them and hate doing them. A couple of things to remember...



You are allowed to add your input. If you don't agree with something that is said, you can write your comment (i.e. this is the first time I have been notified of this problem) in BEFORE you sign it.



If you want goals, tell your boss! Ask for the feedback on what new skills they think you should be acquiring or tell him/her what you plan to do. Come up with a list of suggestions to be considered (i.e. take one CEU credit class this year, learn shorthand, develop a new filing system, WHATEVER!!!). Best type of goal though is one that could be broken down into steps that you can show progress on during the year.



Keep your boss posted of what you are doing. In a prior job, I would issue a short report every Friday to my manager. I stated here's what I worked on this week (overall view of course), here's what I plan to work on next week, here's my progress toward my short term goal (i.e. when I was pursuing a certification I would advise that I had read "x" book and written a review of it for xyz.com website).



The advantage of these reports is that often our bosses have NO CLUE of what we do (partially because it is our job to keep things from coming to their attention) and therefore they don't realize the full scope of what we are responsible for. They are also useful for US, because sometimes our weeks are composed of 10 minute projects and it feels like we did nothing all week. The report shows the cumulative work. I pull out my reports at the end of the year and use them to help me write my self-performance evaluation.



Also, whenever I receive compliments from co-workers, I learned long ago to say "Thank you, that is so kind of you to notice. Would you mind putting that in an email to me and cc: my boss?" People often do it!!! I print these out and include them in my success portfolio - which I also bring to my review).



Marie



 

Wow, Marie!  Some really great ideas there!



My worst review?  I had a job where I was responsible for answering 7 phone lines -- 4 for a warehouse and 3 for a sales office and the policy was that every call had to be answered PERSONALLY.  Incoming calls would roll over to the next available line until it reached the top button and then, after 1 ring, it would go into the voice mail.  ONE TIME all the lines lit up at once and as I was chasing the buttons up the keypad putting them on hold, the last one rolled into the voice mail.  As soon as I was able, I retrieved the call, called the person back, apologized for the voice mail, and handled whatever it was.  Evidently, the caller later mentioned to my boss that things must have been really busy since he got the voice mail.  SEVEN MONTHS LATER this ONE incident warrants TWO WRITTEN PARAGRAPHS and TWENTY MINUTES in an evaluation about how I FAILED to answer the phone.  (Never mind the over 250 calls I would handle on an average day.) Jheez.  Needless to say, I got the heck outta there fast!    

Marie is right on target!  Document what you do and regularly tell your boss.  Many times they don't know everything you're doing.  I've used it for "ammunition" in the past to get generous increases.



My worst review was recently.  The president of the law firm I work at did everyone's evaluation.  Needless to say, the president disregarded the high ratings from the attorney I support and rated me strictly on his perception.  Even though I told him I was drafting some documents and was learning quickly, it fell on deaf ears!  It was definitely not an evaluation in my book because all he said was, "you're accurate; you're personable; you're someone we want here".  He would not take into consideration my goals (for example, training, his comment, "read a manual")  I took on the billing function for the entire firm which the office manager who left had as a responsibility.  I also was backing up the receptionist and teaching the others how to use WordPerfect.  When I told him that taking these tasks on, in addition to supporting 2 attorneys, was worthy of a nice raise, he proceeded to give me a measly 25 cents per hour and said, "What's so important about the billing anyway?" and "you're just clerical".  Wouldn't you just like to slug him?!

Poor penguin. I have never had a boss that for one moment would even THINK of saying you're just clerical. I would pull myself up square, look him right in the eye and respond...



Are you implying that I am not a valued member of this team? Are you implying that you are paying me for work that is not a valuable contribution to the bottom line of this company? Are you further implying that the work I contribute is of lesser value than any other position within this company?



I will give you thirty seconds to rephrase that comment to reflect the high value you place upon my services.



  I play hardball... but EVERY boss I have ever had respect me and my value!



Marie

I survived two negative hit-and-run performance reviews, one very recently, and I learned to document, document, document everything I do.  Another thing I learned is to keep in regular contact with the boss so I at least know where I stand and what I can improve.  My first hit-and-run was by a boss who took a disliking to me pretty much from the beginning, and when he gave me my review, I could tell that he took note of EVERY LITTLE MISTAKE I made to throw how bad I was in my face.  One thing he took me to task for was not giving a stack of purchase orders to him in alphabetical order-never mind that company policy was to keep them in NUMERICAL order.  After this, all I could do was CMA.  I kept a notebook, with all his complaints, and insisted on meeting with him regularly to see how I was improving.  After a while, he said I wasn't any better, so I took the hint and got out of there before he could fire me.  That's the thing with reviews-if you have a bad boss, these things become like firearms.  Dearm them by documenting!

I think annual performance reviews are a good thing.  If anything, they document what you've done the past year, and you've got that on record.  Where I work, the employee drafts up their PA and the boss revises it or adds to it.  



So far (I've been here 3+ years), I've had three good performance reviews and got a promotion and more $$$, so I think I'm heading in the right direction!  

I must be the only one who likes them???



All my reviews have been positive. Maybe that's why I like them? I like hearing that I'm doing a great job.



My boss always asks for my input on how we could improve on customer service too. I like that he values my opinion enough to ask. My chance to "evaluate" boss and give feedback.



I also like that I get a raise each time I get a good review.



So there are positive aspects about reviews.

From what I'm reading here, it's not the review itself, but rather how they are handled.  Done properly, it's a powerful career development tool.  You get to see your strengths and weaknesses spelled out on paper, giving you a good foundation on which to build.  



On the other hand, the "hit-and-run" type of review seems like an indication of poor management all around.  (You have to wonder what kind of manager would let problems fester all year just in the name of waiting for review time.)  And I'll NEVER understand the logic behind having someone who has no idea who you are or what you do (like your boss's boss) conduct your review.  Are they psychic?

Vini,

MsMarie has provided very good information for everyone.  I used to dread reviews until I had someone who knew their value and conducted the review properly.  I like having the opportunity to complete the form on myself prior to meeting with my exec.  I make sure to include all the company committees I've served on, community service projects, professional development seminars/workshops, etc., on my form.  I always list a goal or two for the next year.  Whether it is beefing up on a function I'm not experienced in, learning to be more tactful (oh I try), etc.



I also agree that so many managers either don't like to prepare for a review or have not been properly trained in how to review.



During my weekly meeting with my boss today, we actually talked about the review process -- I had heard some negative comments around the office and wanted to "unstir" the pot before it got out of hand.  During the course of the conversation regarding letting staff know throughout the year how they are doing, my boss told me what a great job I am doing and sorry they don't keep me busy enough.



All depends on the manager.  If we go into a review prepared, perhaps the manager will learn something from us.  Stranger things have happened.



Vini, this is the one time you can toot your own horn.

 

In the past, I actually liked to receive annual reviews, because it always meant that my increase in coming.  I've been with my current company for over 4 years now, and even though I've asked for a review a number of times, I haven't received one.  It's a good thing our increases aren't based on our reviews!  My supervisor has come into my office a few times to let me know that he hasn't forgotten about my review, and that we'll do it later on this week - the last time he told me this was in December...



I totally agree with Marie.  I've ALWAYS kept a log of sorts with any new projects or tasks that I've taken on and perform on a regular basis.  You should also keep track of any seminars or computer courses you have taken to improve your career.

Apparently I've had all 3 types of bosses in the 14 years I've been at my company.  The first was a snake in the grass - he always brought up the one or two mistakes made during the entire past year - after a couple of reviews with him at least I knew what to expect!  



The second was a really good boss, he gave appreciation and recognition where deserved, and "shortcomings" were addressed in person, in private and not specifically included in performance reviews - they would be in general terms be added as Development Goals if warranted.  However he wasn't the greatest at career path discussions so I really didn't get the full benefit of the evaluation.



For the last 4 years, I've had the best boss ever and actually look forward to evaluations.  Setting my own goals and objectives - and comparing them with the ones he creates for me, discussing with him specific development areas and how they fit into a career path - I get all of it!  The only flaw he has is sometimes he's a little too quick to get irritated (what I call being in a "pissy" mood - he never yells, but only gets very tight-lipped and quietly furious) - but he's also quick to apologize and explain the reasons for his frustration.  He encourages me to grow personally and professionally and backs me up during those times when I end find myself in way over my head. He sort of has to because he usually volunteers me into those situations in the first place!