Ranjana Dureja LJMBA Performance Management and Appraisal Ranjana

Ranjana Dureja LJMBA

Performance Management and Appraisal Ranjana Dureja LJMBA

Comparing Performance Appraisal and Performance Management Performance appraisal l Evaluating an employee’s current and/or past performance relative to his or her performance standards. l. It is the process of Assessing and evaluating the performance and progress of the employees on the given job and the potential of the future job. l In Summing up It is the systematic, Periodic and impartial rating of the employees excellence in matter pertaining to its present job and its potential for future job. l Ranjana Dureja LJMBA

Performance management l The process employers use to make sure employees are working toward organizational goals Ranjana Dureja LJMBA

Why Performance Management l Increasing use by employers of performance management reflects: l The popularity of the total quality management (TQM) concepts. l The belief that traditional performance appraisals are often not just useless but counterproductive. l The necessity in today’s globally competitive industrial environment for every employee’s efforts to focus on helping the company to achieve its strategic goals. Ranjana Dureja LJMBA

Appraising Performance l Appraisals play an integral role in the employer’s performance management process. l Appraisals help in planning for correcting deficiencies and reinforce things done correctly. l Appraisals, in identifying employee strengths and weaknesses, are useful for career planning l Appraisals affect the employer’s salary raise decisions. Ranjana Dureja LJMBA

The Components of an Effective Performance Management Process l l l l l Direction sharing Role clarification Goal alignment Developmental goal setting Ongoing performance monitoring Ongoing feedback Coaching and support Performance assessment (appraisal) Rewards, recognition, and compensation Workflow and process control and return Ranjana Dureja LJMBA

Defining Goals and Work Efforts Guidelines for effective goals l Assign specific goals l Assign measurable goals l Assign challenging but doable goals l Encourage participation l SMART goals are: l Specific, and clearly state the desired results. l Measurable in answering “how much. ” l Attainable, and not too tough or too easy. l Relevant to what’s to be achieved. l Timely in reflecting deadlines and milestones. l Ranjana Dureja LJMBA

Performance Appraisal Roles l Supervisors l Usually do the actual appraising. l Must be familiar with basic appraisal techniques. l Must understand avoid problems that can cripple appraisals. l Must know how to conduct appraisals fairly. Ranjana Dureja LJMBA

l HR department l Serves a policy-making and advisory role. l Provides advice and assistance regarding the appraisal tool to use. l Prepares forms and procedures and insists that all departments use them. l Responsible for training supervisors to improve their appraisal skills. l Responsible for monitoring the system to ensure that appraisal formats and criteria comply with EEO laws and are up to date. Ranjana Dureja LJMBA

Ranjana Dureja LJMBA

Steps in Appraising Performance l Defining the job l Making sure that you and your subordinate agree on his or her duties and job standards. l Appraising performance l Comparing your subordinate’s actual performance to the standards that have been set; this usually involves some type of rating form. l Providing feedback l Discussing the subordinate’s performance and progress, and making plans for any development required. Ranjana Dureja LJMBA

Designing the Appraisal Tool l What to measure? l Work output (quality and quantity) l Personal l Goal l How competencies (objective) achievement to measure? l Graphic rating scales l Alternation ranking method l MBO Ranjana Dureja LJMBA

Methods l l l Graphic rating scale Alternation ranking method Paired comparison method Forced distribution method Behaviorally anchored rating scale (BARS) Management by Objectives (MBO) l Computerized and Web-Based Performance Appraisal l Ranjana Dureja LJMBA

Performance Appraisal Methods l Graphic rating scale l A scale that lists a number of traits and a range of performance for each that is used to identify the score that best describes an employee’s level of performance for each trait. Ranjana Dureja LJMBA

Ranjana Dureja LJMBA

Portion of an Administrative Secretary’s Sample Performance Appraisal Form Ranjana Dureja LJMBA

Performance Management Outline Ranjana Dureja LJMBA

Performance Management Outline Ranjana Dureja LJMBA

Performance Management Outline Ranjana Dureja LJMBA

Performance Appraisal Methods l Alternation ranking method l Ranking employees from best to worst on a particular trait, choosing highest, then lowest, until all are ranked. l Paired comparison method l Ranking employees by making a chart of all possible pairs of the employees for each trait and indicating which is the better employee of the pair. Ranjana Dureja LJMBA

Alternation Ranking Scale Ranjana Dureja LJMBA

Ranking Employees by the Paired Comparison Method Ranjana Dureja LJMBA

l Forced distribution method l Similar to grading on a curve; predetermined percentages of ratees are placed in various performance categories. l Example: l 15% high performers l 20% high-average performers l 30% average performers l 20% low-average performers l 15% low performers l Narrative Forms Ranjana Dureja LJMBA

l Behaviorally anchored rating scale (BARS) l An appraisal method that uses quantified scale with specific narrative examples of good and poor performance. l Developing a BARS: l Generate critical incidents l Develop performance dimensions l Reallocate incidents l Scale the incidents l Develop a final instrument Ranjana Dureja LJMBA

l Advantages of using a BARS l. A more accurate gauge l Clearer standards l Feedback l Independent dimensions l Consistency Ranjana Dureja LJMBA

Appraisal. Coaching Worksheet Ranjana Dureja LJMBA

Examples of Critical Incidents for an Assistant Plant Manager Ranjana Dureja LJMBA

Example of a Behaviorally Anchored Rating Scale for the Dimension Salesmanship Skill Ranjana Dureja LJMBA

Management by Objectives (MBO) l Involves setting specific measurable goals with each employee and then periodically reviewing the progress made. 1. 2. 3. 4. 5. 6. Set the organization’s goals. Set departmental goals. Discuss departmental goals. Define expected results (set individual goals). Performance reviews. Provide feedback. Ranjana Dureja LJMBA

Computerized and Web-Based Performance Appraisal l Performance appraisal software programs l Keep notes on subordinates during the year. l Electronically rate employees on a series of performance traits. l Generate written text to support each part of the appraisal. l Electronic performance monitoring (EPM) l Having supervisors electronically monitor the amount of computerized data an employee is processing per day, and thereby his or her performance. Ranjana Dureja LJMBA

Potential Rating Scale Appraisal Problems l Unclear standards l An l Halo appraisal that is too open to interpretation. effect l Occurs when a supervisor’s rating of a subordinate on one trait biases the rating of that person on other traits. l Central tendency l. A tendency to rate all employees the same way, such as rating them all average. Ranjana Dureja LJMBA

A Graphic Rating Scale with Unclear Standards Note: For example, what exactly is meant by “good, ” “quantity of work, ” and so forth? Ranjana Dureja LJMBA

Potential Rating Scale Appraisal Problems l Strictness/leniency l The problem that occurs when a supervisor has a tendency to rate all subordinates either high or low. l Bias l The tendency to allow individual differences such as age, race, and sex to affect the appraisal ratings employees receive. Ranjana Dureja LJMBA

How to Avoid Appraisal Problems l Learn and understand the potential problems, and the solutions for each. l Use the right appraisal tool. Each tool has its own pros and cons. l Train supervisors to reduce rating errors such as halo, leniency, and central tendency. l Have raters compile positive and negative critical incidents as they occur. Ranjana Dureja LJMBA

Who Should Do the Appraising l The immediate supervisor l Peers l Rating committees l Self-ratings l Subordinates l 360 -Degree feedback Ranjana Dureja LJMBA

Advantages and Disadvantages of Appraisal Tools Ranjana Dureja LJMBA Table 9– 3

The Appraisal Interview l Types of appraisal interviews l Satisfactory—Promotable l Satisfactory—Not promotable l Unsatisfactory—Correctable l Unsatisfactory—Uncorrectable l How to conduct the appraisal interview l Talk in terms of objective work data. l Don’t get personal. l Encourage l Don’t the person to talk. tiptoe around. Ranjana Dureja LJMBA

Performance Contract Ranjana Dureja LJMBA

Checklist During the Appraisal Interview Ranjana Dureja LJMBA

The Appraisal Interview l How to handle a defensive subordinate l Recognize that defensive behavior is normal. l Never attack a person’s defenses. l Postpone action. l Recognize your own limitations. Ranjana Dureja LJMBA

l How The Appraisal Interview to criticize a subordinate l Do it in a manner that lets the person maintain his or her dignity and sense of worth. l Criticize in private, and do it constructively. l Avoid once-a-year “critical broadsides” by giving feedback on a daily basis, so that the formal review contains no surprises. l Never say the person is “always” wrong l Criticism should be objective and free of any personal biases on your part. Ranjana Dureja LJMBA

The Appraisal Interview l How to ensure the interview leads to improved performance l Don’t make the subordinate feel threatened during the interview. l Give the subordinate the opportunity to present his or her ideas and feelings and to influence the course of the interview. l Have a helpful and constructive supervisor conduct the interview. l Offer the subordinate the necessary support for development and change. Ranjana Dureja LJMBA

l How to handle a formal written warning l Purposes l To of the written warning shake your employee out of bad habits. l Help you defend your rating, both to your own boss and (if needed) to the courts. l Written warnings should: l Identify l Make standards by which employee is judged. clear that employee was aware of the standard. l Specify deficiencies relative to the standard. l Indicates employee’s prior opportunity for correction. Ranjana Dureja LJMBA

Total Performance Management Process l “What is our strategy and what are our goals? ” l “What does this mean for the goals we set for our employees, and for how we train, appraise, promote, and reward them? ” l What will be the technological support requirements? Ranjana Dureja LJMBA

Information Required for TRW’s Web. Based Performance Management System Ranjana Dureja LJMBA