Progress

Year 1 (2024) - Focus on the Fundamentals

Beginning Janurary 2024, the Department will go “back to the basics” and focus on the fundamental topics that are an essential part of any good and healthy organization.  During this year, we will make a committed effort to building a strong foundation of leaders necessary to carry out the Sustainable Strategic Plan and we will emphasize vital concepts like new employee recruitment and employee safety. In addition, we will work to implement several of the “shovel ready” strategies recommended by employees. 

Committee Goal

Establish an “Employee Evaluation Committee” to create a new annual evaluation system for the department that includes 360-degree feedback for employees and their supervisors. Make sure that the system is set up so that it facilitates constructive feedback, improves communication, and maximizes career development. This committee should work closely with HR to identify industry best practices and ensure synchronization with existing policies and programs.

Minutes & Resources:

Phase 1: Define Success and Establish Vision

January - April

  • Conduct a committee kickoff meeting: Gather the committee members to introduce the purpose, objectives, and expectations. Discuss roles and responsibilities, establish ground rules, and outline the timeline for the year-long process. 
  • Conduct a needs assessment: Perform a comprehensive survey/assessment of the current state of evaluations within the department. Identify strengths, weaknesses, and areas for improvement. This assessment will inform the committee's work. 
  • Research best practices: Committee workgroups will conduct research on industry best practices, emerging trends, and successful strategies for improving supervision and leadership. 
  • Review previous department input: Examine all input from the SSP process, including all comments, notes, and proposed strategies.

Deliverables:

  1. A Vision Statement that describes the result of ideal communication between supervisors and staff.  
  2. A non-specific action plan for improving supervisor/employee communication and employee development.   This action plan should outline the various components that need addressed and might include (but not be limited to): 
    • Formal evaluations
    • Professional development plans
    • Scheduled meetings between employee and supervisor
    • Annual Goals
    • Etc.


Phase 2: Develop Strategies

May - August

  • Analyze findings and develop strategies: Analyze the collected data and identify recurring themes, patterns, and areas of improvement. Based on these findings, and in alignment with their SSP, the committee can develop a range of strategies and initiatives to enhance communication between supervisors and their staff. 
  • Seek input and feedback: Share the committee's progress and preliminary recommendations with key stakeholders, such as senior leaders, employees, and Human Resources. Gather input and feedback to ensure a comprehensive approach that fits with the City’s system. Make sure that we are considering the viewpoints of both supervisors and non-supervisors.  
  • Refine and finalize recommendations: Incorporate the feedback received and refine the strategies. Prioritize recommendations based on feasibility, impact, and alignment with the organization's goals. 

Deliverables:

  • Final Action Plan of recommended strategies.


Phase 3: Implementation

September - December

  • Get SMART: Develop a detailed implementation plan that outlines specific actions, timelines, and responsible individuals or teams for each recommendation. Assign accountability to ensure effective execution. Ensure recommended strategies are Specific, Measurable, Actionable, Realistic, and Time-based. 
  • Establish Key Performance Indicators: Determine the metrics associated with each strategy and what is needed to regularly track the progress of outcomes against predefined metrics. Adjust strategies as needed and celebrate successes along the way.
  • Present the recommendations: Organize a presentation or workshop to share the committee's final recommendations with relevant stakeholders. Clearly communicate the rationale, benefits, and implementation plan for each strategy.

Deliverables:

  • Final plan