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7 May, 2019 00:00 00 AM

Performance appraisal management

Employee PA management may be even more exciting and valuable with an adequate solution through the right method
Taslim Ahammad
Performance appraisal management

Conducting PA enables business organisations to achieve the best results through managing employee performance. Every corporate sector should use PA as a tool for knowing about the employee and take decisions about particular issue/employee. PA is the systematic evaluation of the individual with respect to persons’ performance on the job and staffs’ potential for development. It is the process of evaluating the performance and qualifications of the employees in terms of the requirements of the job that the person is employed, for the purposes including placement, selection for promotions, providing financial rewards and other actions which require different usage among the members of a group as distinguished from actions handling all members equally.

PA advantages –(i) Promotion: PA helps the supervisors to mark out the promotion programmes for efficient employees. (ii) Compensation: PA helps in marking out compensation packages for employees. Merit rating is possible through performance appraisal. PA tries to give worth to a performance. Compensation packages which include bonus, high salary rates, extra benefits, allowances and pre-requisites are dependent on performance appraisal. The criteria should be merit rather than seniority. (iii) Employees development: The systematic procedure of PA helps the authority to frame training policies and programmes. It helps to analyse strengths and weaknesses of employees so that new jobs can be designed for efficient employees. It also helps in framing future development programmes. (iv) Selection validation: PA helps the authority to understand the validity and importance of the selection procedure. The authority comes to know the validity and thereby the strengths and weaknesses of selection procedure. Future changes in selection methods can be made in this regard. (v) Communication: Through PA, the employers can understand and accept skills of subordinates.The subordinates can also understand and create a trust and confidence in superiors. It also helps in maintaining cordial and congenial labour management relationship. It develops the spirit of work and boosts the morale of employees. (vi) Motivation: Through evaluating performance of employees, a person’s efficiency can be determined if the targets are achieved. This very well motivates a person for better job and helps to improve performance in the future.

PA standards and determine measurements - Establishing PA standards and communicating these standards to employees may prevent any misunderstanding. The standards should be in writing, clearly defined to the employee and consistently applied across the company.

It is important that measurements must be objective based on data rather than interpretations or perceptions. For example, if measuring safety, the number of accidents would be a valid measurement. If measuring absenteeism, the number of days absent is objective as numbers are considered valid measures.

PA methods - (1) Define goals clearly (2) Provide real-time feedback (3) Enhance employee performance (4) Spot training and development needs (5) Offer insights on counter-productive tasks (6) Improve employee engagement and retention (7) Align individual performance with business goals (8) Transform the workforce into a strategic advantage

Guidelines to conduct PA -  Design a legally valid PA process: Performance planning and Appraisal, states that the law requires that PA be: job-related and valid; based on a thorough analysis of the job; standardized for all employees; not biased against any race, colour, sex, religion, or nationality; and performed by people who have adequate knowledge of the person or job. Be sure to build in the process, a route for recourse if an employee feels unfairly in a PA process, e.g., that the employee can go to the supervisor's boss. The process should be clearly described in a personnel policy. Design a standard form for PA: Include the name of the employee, date the performance form was completed, dates specifying the time interval over which the employee is being evaluated, performance dimensions. Include responsibilities from the job description, any assigned goals from the strategic plan, along with needed skills, such as communications, administration, and so on, a rating system, e.g., poor, average, good, excellent, space for commentary for each dimension. A final section for action plans to address improvements, and lines for signatures of the supervisor and employee. Signatures may either specify that the employee accepts the appraisal or has seen it, depending on wording on the form.

360 degree feedback –This feedback in the PA process refers to feedback on an employee's performance being provided by the manager, different people or departments an employee interacts with peer evaluation, external customers, and the employee themself. This type of feedback includes employee-generated feedback on management performance, also known as upward appraisals.

Small business owners or managers can either include the feedback in the performance review or choose to provide it informally for development purposes.

PA documentation - Review the company policy and prepare the PA documentation accordingly, write short, however, to the point. Information and have it reviewed by someone in human resources department that handles employee and business for legal purposes. Be certain that the language is written in an easy-to-understand manner and that the information pertains to performance and behaviours rather than an attack on character. Beware of using such terminology as "wicked attitude" or "doing stupid." These terms are hard to define and could result in an angry response.

Given that the results of a PA are often used to support a promotion, termination, salary increase, or job change, they are looked at very closely in employee discrimination suits.

Employee PA management may be even more exciting and valuable with an adequate solution through the right PA method. In my view, PA adds value to the performance of an organisation; it also contributes to employee satisfaction because they are at least reviewed as opposed to no appraisal at all.

The writer is Assistant Professor Bangabandhu Sheikh Mujibur Rahman Science and Technology University, Gopalganj, Bangladesh


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Editor : M. Shamsur Rahman
Published by the Editor on behalf of Independent Publications Limited at Media Printers, 446/H, Tejgaon I/A, Dhaka-1215.
Editorial, News & Commercial Offices : Beximco Media Complex, 149-150 Tejgaon I/A, Dhaka-1208, Bangladesh. GPO Box No. 934, Dhaka-1000.

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