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PERFORMANCE APPRISALS & ITS PURPOSE

Performance Appraisals & Its Purpose

Performance appraisal is a formal management system that provides for the evaluation of the quality of an individual’s performance in an organization. Performance appraisals are a way to give feedback to staff regarding their performance. In organizations, performance appraisals are used to set measurable targets and objectives to continually spur performance improvement. The appraisal can also be used to encourage good work as well as point out opportunities for improvement.

Performance appraisal is a tool for communicating the skills, knowledge and attitudes required for the different job roles. In these organizations, performance appraisal follows a four-phase model:-

Phase 1: Performance planning

Performance planning is the first but most important phase of performance appraisals because at this time, the manager and his subordinate get together for the performance-planning meeting. They set the target, objectives and performance standards that the person will do in his the job. They typically also discuss the individual’s development plans

Phase 2: Performance Execution

Over the course of the year the employee works to achieve the goals, objectives, and key responsibilitiesof the job. The manager provides coaching and feedback to the individual to increase the probability of success. He creates the conditions that motivate and resolves any performance problems that arise

Phase 3: Performance Assessment

During performance assessment, the manager/ reporting manager reflects on how well the subordinate/ team member had performed during the appraisal cycle/ period and assembles various forms / data to make the performance evaluation. The manager may also recommend career growth of his subordinate in the way of promotion, transfer, new role and compensation (at times), based on the quality performance delivery the completed assessment form is usually reviewed and approved by the appraiser’s boss.

Phase 4:Performance Review

This is the last but important phase of performance appraisal. In this phase, the manager/ reporting manager and the subordinate / reportee review the appraisal form that The manager has written and talk about how well the person performed during the appraisal period (the period cycle be half yearly or annual).They also initiate the discussion for next appraisal cycle performance-planning and setting up the targets.

Purpose of Performance Appraisal

Performance appraisal serves over a dozen different organizational purposes:

• • Providing feedback to employees about their performance
• • Setting and measuring goals
• • Counselling poor performers
• • Determining who gets promoted
• • Encouraging performance improvement
• • Encouraging coaching and mentoring
• • Facilitating layoff or downsizing decisions
• • Motivating superior performance
• • Determining compensation changes
• • Determining individual training and development needs
• • Determining organizational training and development needs
• • Supporting manpower planning or succession planning
• • Providing legal defensibility for personnel decisions
• • Confirming that good hiring decisions are being made
• • Improving overall organizational performance

SAMPLE FROM :

PERFORMANCE MANAGEMENT SYSTEM

Name of the Appraisee:	Last Qualification (Year):	Date Assigned to:
Employee Id:	Total Work Experience:	Period of Appraisal:
Designation:	Company:	Name of the Appraiser:
Department:	Location:	Name of the Reviewer::
Date of Joining:	Date of Last Promotion:	Comments / Rating:

S. No.	To be filled by Appraisee / Employee	Comments by Appraiser
1	List your responsibilities / tasks in order of priority.
2	Describe your achievements: a. Professional Upgradation b. Technical achievements/ improvements c. Others (if any)
3	What elements of your job do you find most difficult?
4	What elements of your job interest you the most, and least?
5	What kind of work or job would you like to be doing in one/two/five years time?

ASSESSMENT

This section is to be jointly done by appraise / employee and appraiser. Appraiser is to fill in the column marked for appraiser review after discussing with the appraisee/employee.

S. No.	ATTRIBUTE	SELF APPRAISAL (By Appraisee / Employee)	APPRAISER REVIEW (Appraiser to select 1 of 3 statements)
1.	Functional Skills (Technical Knowledge / Skills) 1) Possesses sound technical / functional knowledge pertaining to the specific area of work and expertise in the fundamentals of that function. 2) Applies knowledge on the job without errors and knows whom to approach for guidance. 3) Documents and Transfers Knowledge & Skills.
2.	Learning Orientation 1) Passive in learning new ideas. 2) Understands job requirements and expectations. Performs to meet defined objectives and expectations. 3) Willing to take up challenges and possesses ability to deliver.
3.	Initiative 1) Exhibits low energy to learn and contribute 2) Exhibits readiness to act on opportunities for learning and achieving goals. Willingness and enthusiasm to voluntarily take on and be part of activities and assignments. 3) Possesses inner drive to take on higher responsibilities and to achieve.
4.	Team Work 1) Stays away from the team and is a loner. 2) Exhibits ability to contribute ideas, display commitment to team goals. 3) Takes ownership and responsibility for own role and performs all assigned work. Speaks constructively of the team to others.
5.	Planning & Organising 1) Unable to schedule time and activities in accordance with work requirements. 2) Plans methodically to meet objectives through an efficient utilisation of time and resources. Identifies specific action steps to get the work done. 3) Meets deadlines, is on time, and utilises time fully to achieve desired results. Organises work and notifies the Management if there any changes.
6.	Communication 1) Unable to interpret instructions and articulate thoughts/ ideas. Listens passively 2) Listens actively (asks questions, clarifies meaning, paraphrases, probes etc.) and shares needed information in a timely manner. 3) Expresses ideas clearly in one-on-one situations and in small groups. Expresses ideas clearly in written communication
7.	Compliance 1) Lacking in knowledge on basic guidelines and standard operating procedures. 2) Adheres to the norms as laid down by the organization with respect to statutory compliances or standard operating procedures e.g. attendance, safety, quality etc. 3) Strives to maintain and improve standards of the compliances norms.

Overall Rating

Rating Definitions	Rating
Performance Redefines Organization Standards Redefines his/her role. Performance is unprecedented / rarely observed and sets a new standard or benchmark for the organization.	5
Performance significantly exceeds expectations Is able to significantly exceed the target / goal set at the time of the Goal Setting exercise. This too should be discussed at the time of the Goal Setting exercise. This too should be discussed at the time of the Goal Setting exercise as a stretch goal.	4
Performance meets expectations Is able to meet the target / goal set at the time of the Goal Setting exercise.	3
Performance needs improvement Is unable to fully meet the target / goal which was set at the time of the Goal Setting exercise.	2
Performance far below expectations Is unable to meet the target / goal which was set at the time of the Goal Setting exercise.	1

Overall Performance assessment of himself/herself by the Appraisee on a scale of 1 to 5
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Overall Performance assessment by the Appraiser on a scale of 1 to 5
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Overall Performance assessment by the Reviewer on a scale of 1 to 5
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Appraiser’s Comments

Performance Rating : ________

Name :Signature:

Designation :Date :

Review Manager’s Comments

Performance Rating : ________

Name :Signature:

Designation :Date :

Posted in: HR PROFFESIONAL