Counseling Objectives. Counseling should motivate performance improvement. There are five major objectives to accomplish during the counseling session:

a. Identify the member's important strengths and shortcomings. A fair, accurate, and realistic assessment of the member's performance is crucial to the counseling process.

b. Address specific performance problems, concentrating on ways to develop growth in these areas. Also address the member's strengths, and encourage their further development. Point out ways to improve, but do not dwell on unimportant faults in the belief that criticism is essential to counseling.

c. Present a performance growth plan, if appropriate. Be sure that goals are challenging but realistic and attainable for the member.

d. Ensure the member has a clear understanding and acknowledges his/her performance during the review period.

e. Review what is expected of the member before the next counseling session or evaluation report. Ensure the member understands the supervisor's expectations.

Preparing for the Counseling Session. Performance counseling can be stressful for both the rater/counselor and the member. This stress can be reduced, and counseling made more useful, if both the rater/counselor and the member prepare for a productive session. 

a. Rater/Counselor

(1) Determine the best time and place for the counseling session. Adjust work schedules and reduce distractions so as to devote full attention to the member. Give advance notice so the member will have time to prepare for the session.

(2) Gather information and relevant materials. Address the "Three P's"--Praise, Performance, and Problems.

(3) Plan the opening. Review the purpose and objectives of the session.

(4) Plan the approach. The objective should be to achieve growth in performance.

b. Member

(1) Complete a personal self-appraisal, if you wish to do so or if one is requested by the rater/counselor.

(2) Gather information related to your performance for the period, including specific data on military activities and accomplishments.

Suggestions for Conducting the Counseling Session. The task of a rater/counselor is to direct and focus the performance of subordinates and to develop their professional and military expertise. Before members can improve, they must know how well they are currently performing. The counseling process is a dynamic relationship between the rater/counselor and the member, one in which the member is free to discuss issues for the purpose of obtaining direction and assistance.

a. Techniques. The rater/counselor can use one of several methods to give feedback during the session.

(1) Ask the member for his/her performance appraisal before giving your own.

(2) Alternate between yourself and the member as to who gives the performance appraisal first.

(3) Discuss strengths and performance accomplishments and as appropriate address job elements requiring further development.

(4) Discuss the member's complete performance evaluation and counseling record.

b. Guidelines. The rater/counselor needs to remember the following guidelines:

(1) Establish and maintain rapport with the member. A fundamental rule is to "be yourself."

(2) Convey acceptance of the member as a person and what he/she has to say. Acceptance does not imply agreement, but rather accepting the member's right to have opinions and perceptions.

(3) Clearly explain the purpose and objectives of the session and what you intend to accomplish.

(4) Encourage the member to participate in two-way communication. Establishing their importance to the team and developing a positive interactive discussion between two knowledgeable and committed individuals will enhance the acceptance of the performance counseling session.

(5) Listen and do not interrupt the member--really listen. Listening is a technique that is useful in reducing or eliminating the problem of false assumptions.

(6) Avoid confrontation and argument.

(7) Focus on performance, not personality. Characteristics like attitude, adaptability, integrity, dependability, appearance, initiative, etc., should be addressed as they relate to job performance.

(8) Focus on future expectations as well as past performance.

(9) Emphasize strengths as well as areas requiring development.

(10) In general, performance counseling sessions should focus on reinforcing the Navy's expectations; providing observations about how the conduct of the member matches the standards measured against; and motivating the member toward high standards of professionalism. The session is not a substitute for official disciplinary counseling related to significant misconduct, but is an excellent opportunity to share impressions and reinforce expectations.

(11) Know when to terminate the counseling session. Conclude the session on a positive note, ensuring the member leaves the session in a positive frame of mind.

Follow-up/Monitoring of the Member's Performance 

a. Evaluate the counseling session. Review and summarize key issues discussed during the session and review the goals with the member for the next appraisal period. A method for summarizing is to ask the member for comments on the discussion to make sure he/she understands the results of the session.

b. If specific follow-up actions were discussed, then the supervisor should make sure they occur.

c. Conduct informal counseling sessions on a regular basis to help keep the member on track in the areas of job performance and career development. Never hesitate to give or accept feedback.

Article Ref:
Navfit98 Help