Practical aspects to performance management process


By

Regu Krishnan
Deputy Manager
Ford India
 


Introduction:

The growing awareness of the PMP process among the employees, executives and labour groups is making the appraisal process more difficult and difficult.

The workplace competition for better salaries, need for recognition and growing opportunities had made the process significantly different from yesteryears.

Therefore, there is a need for Managers to understand and carryout is appraisal process more effectively and with the due spirit with which this exercise has to be carried out.

Effective Performance management:


For effective performance management, the key organs of the management such as the Top management, the immediate manager of the Manager (Review Manager), the Human resources and the employees have to co-operate. In the absence of support from any one of the quarters, the performance management process would not be effective.

Therefore, the Manager carrying out the performance management process should effectively utilize the services of both the fellow management team as well as the employees. This will smoothen the process to a very a great extent. The usage of both human and material resources is necessary to handle the growing complexity of the appraisal process.

Practical aspects:

It is the need for the day to prepare well before the appraisal process. The preparedness covers the following areas,

1) Review the goals set for the employees and their actual performance,

2) Quantifying the performance of each of the employee and taking notes,

3) Recollecting the critical incidents affected the performance of the employees,

4) Notable achievements of the individual employee and groups so that, the same can be shared with subordinates,

5) Comparative performance of the individual employee between the past period and the period under review,

6) Behavioural and other characteristic attitudes of employees with the peers, bosses and among teams.

Key factors:

The following key factors have to be followed before and after carrying out the performance review.

Advance information:

Providing advance information to employees about the date and time of the appraisal process is absolutely necessary. This will facilitate the employees to prepare themselves to face the review process.

Creating a good environment:

The Manager should create a good environment that is appropriate for sharing information and certain hard facts as well. Unless the manager is able to create such an environment, the process will be one sided and inconclusive.

Careful listening:

From the usual command and control structure, the manager should shed his managerial authority and carefully listen to employees concerns and aspirations. In the absence of listening, the employee would not part with important information that is the key for managing employee's aspirations and desires.

Share some good words:

This must be cultivated as a habit among Managers. From time to time recognition of employees and teams, the Managers should also share some good and nice information about the employees and their achievements. The process of sharing good words, will lighten the process to a very great extent.

Substantiate with critical incidents:

This process is one of the key for every manager. While doing the performance appraisal, the manager should share the critical incidents he has come across in the employee's behaviour, attitudes, team co-operation and Job delivery etc., This would facilitate conveying of the message clearly to employees and make them understand the Management perceptions.

The Path ahead:

The manager should spell out clearly, the Road ahead for employee's growth. Where the employee stand in terms of his aspirations and what he has to do additionally to achieve his desired goals are also to be clearly communicated.

This will bring-in desired results out of the process and the subordinates will repose the required confidence in the management.

Avoiding conflicts:

A manager should carefully handle the appraisal process. There are every possibilities that, the process can turn into a volatile or conflict situation. Avoiding wordly duel with the employee is necessary. Careful listening of employee's concerns would facilitate and enable an ideal ambiance for the appraisal.

Avoiding argumentative discussions and drawing conclusions based on employee's conversation and reactions would set an ideal atmosphere. Providing suitable explanations to the employee  with a firm voice would be required at times.

If there are unnecessary allegations from the employee it is better avoiding confrontational atmosphere immediately and reconvening a meeting at a later date would set the things right on most of the occasions.

The Road ahead:

As a Manager, the individual should clearly spell out the goals of individual employees and groups. The organisational objectives and how it is percolating to individual employees should be clearly explained.  The manager should also clearly explain as to how the individual employee's contributions are necessary and valued at the organisation.
 


Regu Krishnan
Deputy Manager
Ford India
 

Source: E-mail September 30, 2006

 

   

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