Performance evaluation is an essential component of any ideal organization. It helps in identifying, fixing and improving different areas that eventually enable organizations to achieve goals and objectives from a human resource perspective. An employee performance appraisal or review should be written confirmation based upon job expectations and key areas of contribution, previously discussed goals and the evaluation methods. This is the stage that calls for a careful choice of the ideal methods that are used in measuring performance so that the manager makes a sound measurement of findings, facts, and objectivity. The essence of this is that what is measured supersedes the manner in which it is measured hence the need for ensuring that objectivity is adhered to.
HR plays an important role in getting the whole process organized. HR and the manager should work together keeping in mind that measuring employees’ actual performance needs to be a continuous activity that should be carried out throughout the year hence to identify all the parameters effectively.
The form should include key job responsibilities, current project work, relevant competencies, goals and achievements. Previously completed performance appraisals can be used as reference documents. It should also contain an area to allow employees to record their comments and inputs. All comments included on the appraisal form need to be job-related and based upon observable behaviors.
It is vital for the employee to prepare ahead of time for the appraisal meeting with his immediate senior for which an appropriate place and time with no interruptions in scheduled for mutual understanding. Ensure the employee has the information necessary to allow them to prepare adequately. This first step is basically about setting the specific criteria that will assist a manager to determine whether or not the performance of the employees is satisfactory as well as the levels of contribution towards the goals and objectives of the organization. The manager must be prepared in regard to what he/she wants to discuss an equally important is that he/she must be prepared to listen.
Begin the discussion with job requirements and strengths/ accomplishments. A factual discussion with a focus on job-related behaviors will keep the discussion objective. The focus should be on establishing effective communication between the manager and the employee in regards to standards and expectations. It is an important aspect because it helps in ensuring that employees perform their roles by the goals and objectives of the organization. This stage incorporates measuring of employees’ actual performance based on information obtained from different reports such as written, oral and statistical as well as through personal observation.
The next thing to do is comparing the actual performance with the anticipated or standard performance. This comparison is essential to identify the deviations of employees from the established standards. Comparing actual performance with desired standards also enables the manager to set in motion appropriate measures that would help in enhancing performance that needs to be met and at the same time working on areas that should be improved to attain organizational objectives and goals ultimately.
At the end of the meeting, key points should be summarized. The manager should communicate the feedback of appraisal to your employees on a one-on-one basis. It is also advisable to prepare employees psychologically before presenting appraisal results and results are communicated with lots of positivity. The aim here is to motivate the employees and not necessarily to evoke emotions.
In the final stage in appraisal processes, effective corrective measures should be executed according to the results of the appraisal. Carefully examine the results and identify areas that require improvement and then come up with corrective action that will make it possible for employees to improve performance in the coming years. It is important to note that the employee will be asked to sign the appraisal, whether or not there is agreement.
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