Setting Standards for Performance Appraisal - Research Proposal Example

Setting Standards for Performance Appraisal Executive Summary The process of Performance Appraisal assists in assessing the overall performance of the workers in an organization. It is conducted annually. This is a process by which actual performances are measured against established standards. Any kind of deviation calls for immediate attention of the management. This is very beneficial for the company as it helps in identifying the skilled workers in an organization. But the process of appraisal has to be carried out with transparency otherwise it will not yield result. It is also subject to many subjective decisions. The HR personnel should base his evaluation on actual performance and refrain from exercising personal choices otherwise the appraisal work will be reduced to merely a customary affair. Introduction Performance Appraisal is the process of assessing an individual's performance with respect to quality, quantity, cost and time. It is a time demanding process.1 The procedure for the appraisal should be written and approved.2 . The performance appraisal can be conducted annually. The regular appraisal will make sure that the deserving candidate is rewarded in the form of salary hike, perks, promotions etc. This will motivate him to work even harder which will ultimately benefit the organization.3 Setting standards for performance appraisal The appraisal should not be an obligatory affair. The standards should be achievable. So, sufficient care should be taken while drafting the targets. Any over or underestimation may prove fatal for the organization. If the targets are underestimated it will amount to loss of valuable resources. It will also give rise to mismatch of income and expense thus affecting the bottom line of the company. But in reality such appraisals are overlooked. Even if they are made they are rushed up and as a result they fail to achieve their main purpose. 4 Criteria for performance appraisal The criteria for appraisal should be based on who is being appraised because the method of assessing the managerial level is different from that of the clerical level. Also different jobs have different requisites like any job involving customer interaction requires a lot of patience hence the rating for this kind of job should include patience as the key parameter.5 Techniques of performance appraisal The techniques of performance appraisal are Essay Appraisal Method, Graphing Rating Scales, Field Review Method, Forced choice rating method, Critical incident appraisal method, Management by objectives, Work Standard approach, Ranking method. An Essay method involves an essay type approach, Critical incident appraisal method uses important events in assessing the performance, Graphing Rating focuses on personal qualities. The workers are rated based on their personal attributes like patience, anger, tactfulness, etc. . In forced choice rating a selection is made of the best and worst statements from a group of statements. When the rating is done based on established goals it is called management by objectives. The work standard approach evaluates targets with standards that are agreed upon previously. Ranking method includes Alteration ranking Method, Paired Comparison, Man to man ranking system, Checklist method, Behaviorally Anchored rating scale, Assessment centers. In the Alteration ranking Method individuals are rated in a decreasing scale of performance. Paired Comparison involves comparison of every individual with other individuals in the group. In Man to man ranking system a performance is measured against certain pre-set standards. The Checklist approach requires a checklist of behavior. Behaviorally Anchored rating scale measures performance with the help of behavioral statements. Assessment centre involves a forecast of future performance of the workers.6 Procedure of assessment The standards for measuring performance should be set at the beginning of the evaluation process. The rating on such standards should be complete by the end of the rating period. The employees should be told about their tasks and the time – frame within which they must achieve it. Any kind of training needed for this should be imparted. Once the work is done their performance should be matched with the pre-set standards. The appraisal criteria should focus on positive as well as the negative outcome of the process. The shortcomings in performance should be identified and corrective measures should be taken. The employee should also use this opportunity for upgrading his skills.7 Importance and needs of performance appraisal Even though one does not like being evaluated one cannot do without it because of the inherent benefits. If an employee is fired without a chance to improve it is not just unjustified but might also land the company in unnecessary legal hassles. The evaluation criteria if duly complied with can act as an evidence in the court for the justification of termination being based on poor performance and not being unfair. It also helps in identifying extraordinary talent. The managers on their part should be transparent in their appraisal procedure and take an unbiased attitude. Their assessment should not be prejudiced so as to settle personal vendetta. It should entrust upon them greater responsibility. Managers should encourage employee participation by taking their views also, This will make the employees work with zeal to match the set standards.8 This also encourages all employees and stimulates them to work with just one goal in mind - the prosperity of the company. It gives them a sense of direction as to how to do, what to do etc. So they can all work in collaboration to achieve their ultimate aim. Any change in the organizational goal will also require a change in the appraisal criteria. This work should be done transparently from the company's point of view and not to take out personal grudges against anyone.9 Qualities of an appraiser A good appraiser should be a good listener too. He should have a professional attitude but at the same time should be understanding towards the employees. He should maintain his composure in every situation and not lose his cool. He should be concerned only about the work related issues and not interfere in personal matters of the employees. Instead of entering into an argument on trivial issues he should try and solve the matters without stretching it too much.10 Case study Roger took up more work than he could handle. This in turn hampered his role as an appraiser. He tried to rush up everything. He considered only two parameters of appraisal – quantity of work and co- operation. This limited his scope of evaluation thus, making it faulty. As an appraiser he should have been tolerant of the employees on the contrary he downgraded John's grading just because he questioned his decision to patch a small section of road. Being in a position of authority it was his duty to be fair and just with all the employees. But even though he knew of Malcolm's shortcomings he marked him at par with other workers thus overlooking the efforts of others who had worked hard to match with the set target. This kind of approach makes the other employees feel that they are not adequately rewarded for their work. Their motivation is lost because they might feel that when one can earn without working then there is no reason to toil unnecessarily. Just because he was overburdened with work he made the appraisal work look likes a customary job. It was just an obligatory work for him. His hasty approach was a blow to the ultimate objective of the work of appraisal. The employee’s dissatisfaction was evident from their complaints to the HR manager. This kind of situation could have been avoided had Roger adopted an empathetic approach towards his workers. He should have evaluated all the workers with the same leniency without being partial towards anyone in particular. This would have set an example for others. But Roger on the other hand tried to cover up a worker's fault just to keep him happy. He was more concerned with the completion of the work rather than individual contribution. Even rating the workers as good/ outstanding/average/ below average/ unsatisfactory had become a mammoth task to him. He even left the remarks section in the relevant forms blank, thereby creating loopholes in the assessment procedure. He forgot that he is also accountable to the HR manager for any discrepancies in the appraisal procedure. He exercised his own discretionary power for evaluation thinking that whatever he submitted will be the last word. He forgot that if the need arises his own work would be been appraised to see if he is fulfilling his duties diligently. It is important that the HR appraiser encourages employee participation. If they are made a part of the planning process they feel more involved. This raises their morale, and makes them feel responsible for their work. But Roger on the other hand downgraded John's performance. He should have rather encouraged him by appreciating his suggestion. Roger on the other hand took it personally by marking him as average. Such behavior will make the employees work as just puppets. If the workers are made a part of the planning process they feel that they are not mere executors But also formulators. This can drive them to perform better thus improving the overall quality of the work. They are also able to understand the importance of setting of targets and their matching with the outcome. They stop viewing the appraisal process as a penal measure. In fact they understand that if they are able to achieve their targets it will be not just for the organization but also for their own good. They will be able to earn higher income in the form of bonuses, pay hikes, perks. This in turn will motivate them to work with more sincerity. They will not just work hard themselves but also make their co -workers work with the same sincerity. Once they themselves start playing the supervisory role among themselves this will raise their productivity and in turn the bottom-line of the organization will go also go up. If a person is given the task of managing others work it does not mean that his own work goes for a toss. He should be honest in filling up the appraisal forms. If any kind of false reporting is detected at a later stage strict action should be taken against the HR personnel. He should avoid giving all the employees an average ranking. Also very high or low rankings should not be given. The performance should be correctly matched with the expectations. If a person is unable to perform well arrangement should be made for his training. If needed he can be kept under the guidance of a senior worker so that he can get an on the job training. Despite all this if it is found that a worker is not performing consistently he should be penalized for it. But this should be the last resort. Thus it can be seen that Roger failed to fulfill his duties as a HR personnel. He not just gave preferential treatment but also downgraded a person to settle his personal scores. He wanted to rush it up fast hence failed to achieve the ultimate purpose of his work. His attitude towards his sub -ordinates antagonized them who in turn complained to the HR manager. This could have been avoided had he tried to work in collaboration with them. Instead of wrongly rating John he should have tried to make him see reason in his decision. But he took his suggestion as a personal insult. By doing such things he came in the bad books of the HR manager which necessitated the appraisal audit. The organization spends resources on such procedures thinking that it will benefit in the long run but thanks to Roger's efforts that the precious resources were wasted . His appraisal also demotivated the employees as they found the process to be discriminating. To carry out an appraisal efficiently all the above mentioned shortcomings should be removed. A worker should not feel that he is being overworked and someone else is enjoying the fruits of his hard work. So even here it would have been commendable had Roger taken strict action against Malcolm for neglecting his duties. In the case of John, if he was correct in his suggestion it should have been followed. This encourages employees to come up with new ideas. The implementation of the good ideas will make the organization profitable. In today's world where there is intense competition any unique idea gives the organization an upper hand against its rivals. Roger failed to create a congenial environment for the workers, the price for which is going to be paid by the organization in the form of lower productivity, loss of creative ideas, dissatisfied workers. One must also ensure that the employees are measured in terms of the set standards and are not pitted against each other. 11 References Lindo, David K. 2007. The Importance of Performance Appraisals. [online]. All Business. [cited as on 7 September 2009]. Available from World Wide Web: . Lawrence, Patricia. 2004. The Importance of Having a Performance Appraisal Program, Part I. [online].The Trusted Professional. [cited as on 7 September 2009]. Available from World Wide Web: . Evaluation Criteria in Performance Appraisal . Not Dated. 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