Performance appraisals, performance reviews, appraisal forms, whatever you want to call them, let’s call them gone. As a stand-alone, annual assault, a performance appraisal is universally disliked and avoided. After all, how many people in your organization want to hear that they were less than perfect last year? How many managers want to face the arguments and diminished morale that can result from the performance appraisal process? How many supervisors feel their time is well-spent professionally to document and provide proof to support their feedback – all year long?
Plus, the most important outputs for the performance appraisal, from each person’s job, may not be defined or measurable in your current work system. Make the appraisal system one step harder to manage and tie the employee’s salary increase to their numeric rating. If the true goal of the performance appraisal is employee development and organizational improvement, consider moving to a performance management system. Place the focus on what you really want to create in your organization – performance management and development.
As part of that system, you will want to use this checklist to guide your participation in the Performance Management and Development Process. You can also use this checklist to help you in a more traditional performance appraisal process. In a recent Human Resources Forum poll, 16 percent of the people responding have no performance appraisal system at all. Supervisory opinions, provided once a year, are the only appraisal process for 56 percent of respondents. Another 16 percent described their appraisals as based solely on supervisor opinions, but administered more than once a year.
If you follow this checklist, I am convinced you will offer a performance management and development system that will significantly improve the appraisal process you currently manage. Staff will feel better about participating and the performance management system may even positively affect – performance. Preparation and Planning for Performance Management Much work is invested, on the front end, to improve a traditional employee appraisal process. In fact, managers can feel as if the new process is too time consuming.
Once the foundation of developmental goals is in place, however, time to administer the system decreases. Each of these steps is taken with the participation and cooperation of the employee, for best results. Performance Management and Development in the General Work System Define the purpose of the job, job duties, and responsibilities. Define performance goals with measurable outcomes. Define the priority of each job responsibility and goal. Define performance standards for key components of the job.
Hold interim discussions and provide feedback about employee performance, preferably daily, summarized and discussed, at least, quarterly. (Provide positive and constructive feedback. ) Maintain a record of performance through critical incident reports. (Jot notes about contributions or problems throughout the quarter, in an employee file. ) Provide the opportunity for broader feedback. Use a 360 degree performance feedback system that incorporates feedback from the employee’s peers, customers, and people who may report to him.
Develop and administer a coaching and improvement plan if the employee is not meeting expectations. Immediate Preparation for the Performance Development Meeting Schedule the Performance Development Planning (PDP) meeting and define pre-work with the staff member to develop the performance development plan (PDP). The staff member reviews personal performance, documents “self-assessment” comments and gathers needed documentation, including 360 degree feedback results, when available.
The supervisor prepares for the PDP meeting by collecting data including work records, reports, and input from others familiar with the staff person’s work. Both examine how the employee is performing against all criteria, and think about areas for potential development. Develop a plan for the PDP meeting which includes answers to all questions on the performance development tool with examples, documentation and so on. The PDP Checklist continues on the next page.