Employee Relations

How to Have an Accountability Conversation

  • Explain that you are holding the meeting to discuss the individual's performance and the need for improvement. Take an objective approach in which you seek to team up with the individual to solve the problem, not just lay blame.

     

  • Explain specifically and in detail the expectations and how achievement of these expectations has been measured. Show gaps between actual performance and the expectations for performance.

  • ASK and PROBE for barriers to meeting expectations. Problem-solve to remove any identified obstacles. If you both agree that removing barriers will solve the problem, then create a plan of action to address the barrier and then follow-up to ensure the solution worked. If you do not believe that removal of barriers will fully address the performance gap, then continue the discussion.
     

  • Explain the impact of not meeting these expectations; employees need and deserve to know the impact of not meeting expectations. Understanding the impact can help motivate them to improve. Be prepared to relay your answers to these questions:

    •     How does it impact the quality of work produced by your department?
       

    •     Describe the impact on those negatively affected by this performance issue:

      • others on the team

      • customers

      • students

      • other stakeholders
          

    •     How does not meeting the expectations reduce your department's effectiveness,
          credibility, or efficiency?
       

    •     Describe how not meeting the expectations hurts your own credibility and ability
          to do your job effectively.
       

    •     If the individual has not shown sufficient motivation to improve, discuss the possible
          imposed consequences to him/her. Not meeting expectations could lead to the
          utilization of the Progressive Discipline process.


     

  • In conclusion, ask the employee if there are any areas needing clarification. Then tell the employee what to expect in terms of the next measurement for meeting expectations. Advise the employee of helpful resources or solutions. Encourage the employee to meet the expectations and to dialogue with you openly and honestly when encountering any difficulties in meeting performance objectives.