Document and Communicate

Responsibilities, Goals, and

Objectives
Document Role Responsibilities
Roles are best documented and outlined in role documents. These documents are living and
include task, duty, and responsibility lists, qualifications, reporting relationships and titles,
and dates of creation and/or revision.

Role documents are valuable communications tools for supervisors and staff members. They
help to:

o Define the role and expected results

o Select the best qualified candidates
o Determine the best processes to accomplish tasks and projects
o Establish performance objectives and goals
o Identify knowledge, skills and abilities to select and develop
o Reward employees equitably and appropriately

Writing a Role Document

Establish Performance Standards, Goals

and Objectives
Performance Standards
The supervisor is responsible for defining and communicating performance expectations,
which can be defined as the work responsibilities and tasks that an employee is expected to
perform. The performance standards are best described as the expected result, product, or
outcome of the work responsibilities and tasks that an employee performs. Performance
standards may also be related to behavioural criteria pertinent to the assignment (e.g.,
working collaboratively, negotiating style).

Performance standards can be defined with the SMARTS model:

o Specific: with enough detail to be clear

o Measurable: use quantitative goals when available, use milestones, use thoughtful
judgments
o Attainable: realistic in terms of employee's control, timeframe, and resources
available
o Reasonable: realistic in terms of what can really be achieved
o Time-based: with dates set for achieving milestones, results, completion
o Stretch: challenging to achieve beyond the current levels

For example:

o Deliver professional seminars according to departmental training standards.

o Departmental filing is kept current. Record requests are filled within one hour.
o Build and maintain positive and effective working relationships with clients.
o Deliver professional seminars, according to departmental training standards.
Seminars should meet or exceed training goals.
o Tests are performed accurately.
o Departmental filing is kept current. Record requests are filled within one hour.

There are various times at which it is important to communicate performance standards:

When a new employee starts the role; at the start of the performance year; when role
responsibilities change; and when coaching will help an employee's performance.

Performance Goals and Objectives

Statements of results and how to get there. Describes the condition that will exist when the
desired outcome has been achieved.

Examples include:

o Complete the employee orientation booklet by March 31, incorporating input from all
area supervisors and preparing a content list by February 15 for review by the HR
advisory committee.
o Learn desktop publishing techniques to produce the departmental newsletter.
Complete training sessions within the next two months and produce a draft of the
spring newsletter by March 1.
o Increase number of tests performed daily from 5 to 7. Investigate new
instrumentation to improve the accuracy of testing and make recommendations to
task force to purchase new instrumentation.
o By July 1, a new file system for survey responses will be developed and all office
staff will be trained to use and understand the system.
o Meet with clients monthly, responding to their needs, addressing their concerns,
explaining policies and assisting them with problem solving.

Communicate Responsibilities, Goals and

Objectives
By communicating performance standards, you will be able to obtain desired
results/outcomes, improve an employee's performance, and develop new skills. When you
do meet to discuss these expectations, standards, and goals, meet in a quiet place without
interruptions and have the role document and objectives in hand. Be sure to discuss the
expectations with the employee and confirm that the employee understands the tasks and
responsibilities of the position.

1. Meet in a quiet place without interruptions.

2. Have the employee's position document as well as unit's business plan and/or
objectives at the meeting.
3. Talk with employee about expectations.
4. Confirm that employee understands the tasks, responsibilities of the position.
5. Ask the employee for comments, suggestions on performance standards.
6. Finalize performance standards with employee, confirm the employee's
understanding.
7. Define performance standards at each level of performance. (e.g., meets
expectations, exceeds expectations)