Performance Appraisal

PERFORMANCE APPRAISAL
Learning Objectives
After you have read this chapter, you should be able to:
Identify the components of performance management systems. Distinguish between performance management and performance appraisal, and between job criteria and performance standards. Explain the administrative and developmental uses of performance appraisal. Describe the advantages and disadvantages of multisource (360) appraisals. Discuss the importance of training managers and employees about performance appraisal, and give examples of several rater errors. Identify several concerns about appraisal feedback and ways to make it more effective.
Nature of Performance Management

Performance Management
Processes used to identify, encourage, measure, evaluate, improve, and reward employee performance

Provide information to employees about their performance. Clarify organizational performance expectations. Identify the development steps that are needed to enhance employee performance. Document performance for personnel actions.
Provide rewards for achieving performance objectives.
Performance Management Linkage
Difference Between Performance Management and Performance Appraisals

Performance Management
Processes used to identify, encourage, measure, evaluate, improve, and reward employee performance.
Performance Appraisal
The process of evaluating how well employees perform their jobs and then communicating that information to the employees.
Components of Effective Performance Management
Identifying and Measuring Employee Performance

Performance
What an employee does and does not do.
Quantity of output Quality of output Timeliness of output Presence at work Cooperativeness
Job Criteria
Important elements in a given job
Types of Performance Information
Relevance of Performance Criteria
Deficiency
Contamination
Performance Criteria
Overemphasis
Performance Standards
Performance Standards
Expected levels of performance
Benchmarks, goals, and targets
Characteristics of well-defined standards

Realistic Measurable Clearly understood
Performance Appraisals and the Law

Legally Defensible PA System:
Appraisal criteria based on job analysis
Absence of disparate impact and evidence of validity

Formal evaluation criterion that limit managerial discretion
Formal rating instrument linked to job duties and responsibilities

Personal knowledge of and contact with ratee Training of supervisors in conducting appraisals Review process to prevent undue control of careers Counseling to help poor performers improve
Uses of Performance Appraisal

Performance Appraisal (PA)
The process of evaluating how well employees perform their jobs when compared to a set of standards, and then communicating the information to employees. Informal Appraisal
Day-to-day contacts, largely undocumented
Systematic Appraisal
Formal contact at regular time intervals, usually documented
Conflicting Uses for Performance Appraisal
Developmental Uses of Performance Appraisal

Performance Appraisal
Administering Wages and Salaries
Giving Performance Feedback
Identifying Strengths and Weaknesses
Uses of Performance Appraisal (contd)

Criticisms of Performance Appraisal
Focus is too much on the individual and does little to develop employees. Employees and supervisors believe the appraisal process is seriously flawed. Appraisals are inconsistent, short-term oriented, subjective, and useful only at the extremes of performance.
Typical Division of HR Responsibilities: Performance Appraisal
Who Conducts Appraisals

Supervisors who rate their subordinates Employees who rate their supervisors Team members who rate each other Employees self-appraisal Outside sources rating employees Multisource (360 feedback) appraisal
Traditional Performance Appraisal Process
Employee Rating of Managers

Advantages
Helps in identifying competent managers Serves to make managers more responsive to employees Can contribute to the career development of managers
Disadvantages
Negative reactions by managers to employee ratings Subordinates fear of reprisals may inhibit them from giving realistic (negative) ratings Ratings are useful only for self-improvement purposes
Team/Peer Rating
Advantages
Helps improve the performance of lower-rated individuals Peers have opportunity to observe other peers. Peer appraisals focus on individual contributions to teamwork and team performance.
Disadvantages
Can negatively affect working relationships. Can create difficulties for managers in determining individual performance. Organizational use of individual performance appraisals can hinder the development of teamwork
Multisource Appraisal
Category Scaling Methods

Graphic Rating Scale
A scale that allows the rater to indicate an employees performance on a continuum of job behaviors. Aspects of performance measured:
Descriptive categories, job duties, and behavioral dimensions Behavioral rating scales (e.g., BARS)
Drawbacks
Restrictions on the range of possible rater responses Differences in the interpretations of the meanings of scale items and scale ranges by raters Poorly designed scales that encourage rater errors Rating form deficiencies limit effectiveness of the appraisal
Sample Performance Appraisal Form
Terms Defining Standards at One Company
Behavioral/Objective Methods
Behavioral Rating Approach
Assesses employees behaviors instead of other characteristics Consists of a series of scales created by:
Identifying important job dimensions Creating statements describing a range of desired and undesirable behaviors (anchors)
Types of behavioral scales

Behaviorally anchored rating scales (BARS) Behavioral observation scales (BOS) Behavioral expectation scales (BES)
Behaviorally-Anchored Rating Scale for Customer Service Skills
Category Rating Methods (contd)

Checklists
A performance appraisal tool that uses a list of statements or work behaviors that are checked by raters.
Can be quantified by applying weights to individual checklist items.
Drawbacks
Interpretation of item meanings by raters Weighting creates problems in appraisal interpretation Assignment of weights to items by persons other than the raters
Comparative Methods
Ranking
A listing of all employees from highest to lowest in performance. Drawbacks
Does not show size of differences in performance between employees Implies that lowest-ranked employees are unsatisfactory performers. Becomes an unwieldy process if the group to be ranked is large.
Comparative Methods (contd)

Forced Distribution
Performance appraisal method in which ratings of employees are distributed along a bell-shaped curve. Drawbacks

Assumes a normal distribution of performance. Resistance by managers to placing individuals in the lowest or highest groups. Providing explanation for placement in a higher or lower grouping can be difficult. Is not readily applicable to small groups of employees.
Forced Distribution on a Bell-Shaped Curve
Narrative Methods
Critical Incident
Manager keeps a written record of highly favorable and unfavorable employee actions. Drawbacks
Variations in how managers define a critical incident Time involved in documenting employee actions Most employee actions are not observed and may become different if observed Employee concerns about managers black books
Narrative Methods (contd)

Essay
Manager writes a short essay describing an employees performance. Drawback
Depends on the managers writing skills and their ability to express themselves.
Management by Objectives (MBO)

Management by Objectives
Specifying the performance goals that an individual and his or her manager agree the employee will to try to attain within an appropriate length of time.
Key MBO Ideas

Employee involvement creates higher levels of commitment and performance. Encourages employees to work effectively toward achieving desired results. Performance measures should be measurable and should define results.
The MBO Process
Job Review and Agreement
Development of Performance Standards
Objective Setting
Continuing Performance Discussions
Training of Managers and Employees

Appraisal Training Topics:
Appraisal process and timing Performance criteria and job standards that should be considered How to communicate positive and negative feedback When and how to discuss training and development goals Conducting and discussing the compensation review How to avoid common rating errors
Common Rater Errors
Appraisal Interview Hints
Feedback as a System
Evaluation of Data
Data
Feedback System
Action Based on Evaluation
Training of Managers and Employees (contd)

Effective Performance Management Systems (PMS) are:
Consistent with the strategic mission of the organization Beneficial as development tool Useful as an administrative tool Legal and job-related Viewed as generally fair by employees Effective in documenting employee performance

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PERFORMANCE APPRAISAL

Nature of Performance Management

Provide rewards for achieving performance objectives.

Performance Management Linkage

Difference Between Performance Management and Performance Appraisals

Components of Effective Performance Management

Identifying and Measuring Employee Performance

Types of Performance Information

Relevance of Performance Criteria

Benchmarks, goals, and targets

Characteristics of well-defined standards

Performance Appraisals and the Law

Absence of disparate impact and evidence of validity

Formal rating instrument linked to job duties and responsibilities

Uses of Performance Appraisal

Day-to-day contacts, largely undocumented

Formal contact at regular time intervals, usually documented

Conflicting Uses for Performance Appraisal

Developmental Uses of Performance Appraisal

Administering Wages and Salaries

Giving Performance Feedback

Identifying Strengths and Weaknesses

Uses of Performance Appraisal (contd)

Typical Division of HR Responsibilities: Performance Appraisal

Who Conducts Appraisals

Traditional Performance Appraisal Process

Employee Rating of Managers

Category Scaling Methods

Sample Performance Appraisal Form

Terms Defining Standards at One Company

Types of behavioral scales

Behaviorally-Anchored Rating Scale for Customer Service Skills

Category Rating Methods (contd)

Can be quantified by applying weights to individual checklist items.

Comparative Methods (contd)

Forced Distribution on a Bell-Shaped Curve

Narrative Methods (contd)

Management by Objectives (MBO)

Key MBO Ideas

The MBO Process

Job Review and Agreement

Development of Performance Standards

Continuing Performance Discussions

Training of Managers and Employees

Common Rater Errors

Appraisal Interview Hints

Action Based on Evaluation

Training of Managers and Employees (contd)

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