AMERICAN MANAGEMENT ASSOCIATION (A.M.A.) SESSION

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP85B01152R001201450026-9
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 6
• Document Creation Date: December 21, 2016
• Document Release Date: March 5, 2008
• Sequence Number: 26
• Publication Date: August 12, 1983
• Content Type: MEMO

Approved For Release 2008/03/05 :CIA-RDP85B01152R001201450026-9
STAT
STAT
ROUTING AND RECORD SHEET
SUBJECT: (Optional-
A.M.A. Session
FROM:
Offi
i
DDA Pl
EXTENSION
NO.
cer
ann
ng
7D18 HQ
DATE 12 August 1983
TO: (Officer designation, room number, and
building)
DATE
OFFICER'S
COMMENTS (Number each comrtient to show from whom
RECEIVED
FORWARDED
INITIALS
to whom. Draw a line across column after each comment.)
1.
(.,C~ DDA
12 a9e3
r~ a~8
_
v ~j ~ ~ /
~
d
v~
lJ ~
/
4.
~ ~
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
i o?-ao
FORM 61 O USE PREVIOUS
I-79 EDITIONS
Approved For Release 2008/03/05 :CIA-RDP85B01152R001201450026-9
 STAT
Approved For Release 2008/03/05: CIA-RDP85B01152R001201450026-9
12 August 1983
MEMORANDUA'I FOR: Deputy Director for Administration
DDA Planning Officer
SUBJF7CT: American Management Associations (A.M.A.) Session
1. On 28 July 1983, I attended a session on standards of
performance and performance appraisal at the American Management
Associations (A.M.A.). The speaker, James L. Hayes, is chairman of
the A.M.A. He has taught management courses for 42 years and has been
concerned with performance appraisal since 1952. Mr. Hayes is writing
a book on standards of performance. The A.M.A. staff describes him as
"to standards of performance what Peter Drucker is to managementt." He
is a friendly, engaging lecturer who easily held the attention of the
audience of about 50 people.
2. Mr. Hayes began with a few maxims:
o standards of performance exist in the context
of total management
o any job that is defined precisely is in its
death throes
o job descriptions for dynamic situations
demand "plus whatever else is necessary"
o the appraisal system should not have sur-
prises
3. He discussed what standards of performance do:
o define what is expected
o help distribute the work equitably
o assign ratings properly
o spotlight outstanding work
o show improvement that is necessary
o justify personnel actions
Approved For Release 2008/03/05: CIA-RDP85B01152R001201450026-9
 Approved For Release 2008/03/05: CIA-RDP85B01152R001201450026-9
4. Mr. Hayes gave a description of three types of objective
standards and three ways of expressing standards:
o three basic types:
engineered - what has to be done
historical - what's been done before
comparative - what others are doing
o three ways they're expressed:
positive - when you know what you want
negative - don't know what you want; know
what you don't want
zero - don't want something to happen at all
5. Mr. Hayes continued with a discussion of specifications for
performance standards. Standards should be:
o measurable
o devoid of vague, ambiguous language
o attainable
o communicating
o acceptable
6. He said government often hires to job titles and very broad
descriptions and must be sure that employees know what is expected.
He mentioned the damaging effect that time-in-grade requirements can
have on motivation. He said that if an employee is doing the work of
the grade, then the employee should get the grade.
7. Mr. Hayes said that he is often asked about good managers in
government and in private industry. He said he finds no difference in
the proportion of good and poor managers in the public and private
sectors.
8. Based on discussion in the room and the way Mr. Hayes relayed
sample appraisals he received from other government departments., this
Agency is in a class ahead of the others. If we have problems in
Approved For Release 2008/03/05: CIA-RDP85B01152R001201450026-9
 Approved For Release 2008/03/05: CIA-RDP85B01152R001201450026-9
these areas, they are not apparent from Mr. Hayes' description of the
performance appraisal activity. He suggested that many organizations
have no rigorous method for performance appraisal.
9. The A.M.A. is an expensive, high-quality training organization
with a good reputation for management courses. They frequently work
with organizations to design special courses. The training facility,
located near the Capitol, is new, modern, and convenient. A.M.A.. has
been used frequently by other parts of the Agency (DDO) and for
several courses by this Directorate. We should continue our
association with A.M.A., and we certainly should attend lectures such
as Mr. Hayes' presentation. We should encourage the Office of
Personnel to attend A.M.A. presentations.
STAT
Approved For Release 2008/03/05: CIA-RDP85B01152R001201450026-9
 Approved For Release 2008/03/05 :CIA-RDP85B01152R001201450026-9
A SPECIAL INVITATION
You are cordially invited to join a select group of government managers
for a meeting with James L. Hayes, Chairman of the American Management
Associations on Thursday, July 28th, froi7 1:30 p.m. - 4:00 i).m. The
meeting will be held at the AMA Washington Management :enter, 440 First
Street N.W. We hope you will accept this invitation to be a member of
tine group.
Stimulated by the increasing pressures on the government manager, decreasing
budgets and demands for greater productivity in public service, s}andards
of performance and performance appraisal are more important tbari ever.
T4!i.~: meetiY~g affe-"S the c)p p0r tii i i~i ty tG hear whai aim ria,y F~s FraS learner!
from managers, offering practical insights into the diffic:u'-t, but rlot
impossible job of setting standards of performance and perfarrrance
appraisal i r! the government. In the pri vate sector; ti;e ~~ai n abj ect.i vQ
of prafit is easier to measure than the sometimes hare.-to-define objectives
in coverni3ren?. It is a more challenging job to set standa)"cs of r~brf`crr..-
ance wrien programs and projects relate to our broad nu;:l is ser~,'ice
objer:t-i ves. E:u*. i t car, be done wel l r
(~?'. f~ca~+'uS h~f b'1tlr~ed !Kith *t)C)USat1dS Or organi~'_cltiGr'i`i .ri ~`C"C? a:!')!? _r_.t~~~_i,c~--, _--
~jrlr pr2'ia'~:' ._..+v,r:: ie~ ,~~c, ,.J X"1!?r' f~ i --.-I .. ,, _'~- _ - T
..?~/?~n ~l~ i ;~. C~ yr'~~ CC?a. ,.+~.:~~ia t~~~11J ~G~- rr~_r., 1'~. if G~?r.`. ? I; f,~`. i+1a `~Ji~. .~Yf LF~1 "~~t
7".l ~~~"c~~~'':~~ Cif' pot"fUr(nanCi' i:. r^~,1.1eCisf'Q 'it h'S ^~3_?,t f;il;'rer`,~i: i')r+~~C?``is:..
E+e Z:i ~ f1G} ::~~eaker "i n the AI.1A "Prograrft ':`Or' Performar,c~s .~~7C~rd i S3 ~'' miil ti -
media program for govei^rimont mar;age:"s. Ne sFeak~ t,~s: mana;err,er.t ski';s
and Stanu~zs"ds of p~ror~r:ance iii the AMA programs "4~.5ent'ials o'` M~~r;arem~nt"
and "Supervisory Management Course", Nrhich have tr?aine~' raver a miiliori
people around the world. F;e is currently writing a bor,b: tin standard:: c)-F
perfl~rmar)~e.
Jim's openin presentation will be followed by a question-and-a,-rswer
pzriod and a general dis,:_ussorr which will enable you to foc~.~s rrs problems
o` particular interest to your organization. in ma~;irrg th~~ prese~~ta%if)r!A
{"'~r? I'la;r"r" i^t~7~11d like t0 refer to ye~ir actual standards ~~rJ'3tf'dOl~i: iiic'nt',-
fyi ng ;, ;.y organization) i n the course of his tal is anri address s~~e:,ific
:'rxairples. Please include one or more sample pages iistir,g stadar.~~s of
perr"or?mance that. are currently used in your orga;~?izati,,n, "whiting-out"
an~A reference to the name of the organization or namL of a program cr
pro j ec ~ .
Please let us know whether you can attend by returning the enclosed rei:ly
form. I?s ycu have any questions, please call me at X03/768-55?7. 6'de
look forward to your joining us for ,a meeting that a.e believe ~,~-ill be
highly rewarding. Of course, there is no charge for the meeting.
Sincerely,
Mary rr?an Cf)fifey
Regional Rypresentative
American Management Associations ? 440 First Street, N.W. ? Washington, D.C. 20001 ? [phone] ? [phone]
Approved For Release 2008/03/05 :CIA-RDP85B01152R001201450026-9
 Approved For Release 2008/03/05: CIA-RDP85B01152R001201450026-9
~~
To ensure your reservation, please send this form by Wednesday,
July 20th. '
T0: Ms. Mary Fran Coffey
Regional Representative
American Management Associations
P.O. Box 7169
Al exa ndria, VA 22307
Telephone: [phone];1
I will attend the meeting with Jim Hayes on July 28th
1:30pm - 4:OOpm.
I do not plan to attend
NAME:
TITLE:
ORGANIZATION:
ADDRESS:
CITY/STATE:
TELEPHONE:
ri~~sT~:
(Name & Title)
Approved For Release 2008/03/05: CIA-RDP85B01152R001201450026-9