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There are many kinds and varieties of performance appraisal system and yet all systems should have a number of common components if they are to be considered as quality systems.
One quality requirement is that there should be careful planning and preparation for any appraisal interview that is held. This should happen for both the first line manager and the employee. Many organizations assist employees to prepare for the interview by providing them with a pre-appraisal form to complete. This gives them time to think through the past year and to plan what they would like to discuss. It also ensures that they are not āput on the spotā when asked searching questions by their first line manager.
Performance appraisal systems should also ensure that the appraiser collects and considers information and data that has been collected over a period of time, i.e. since the last appraisal was carried out. Although most appraisals culminate in an interview it is the information that has been gathered over time that is discussed and forms the core of the process.
It is also essential that the results of performance appraisal be recorded. A variety of systems could be used, but they should all ensure that employees have a plan for the future that they are committed to and are motivated by.
ā¢ 2 Planning and preparation
Before any type of interview takes place, whether the purpose be selection, appraisal or discipline, the person conducting the interview must ensure that he or she plans and prepares thoroughly.
Activity 14
Imagine you are about to conduct a performance appraisal interview. What things will you need to plan and prepare for? Write your thoughts down in the space provided below.
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The first thing you will need to be clear about is what is to be achieved in the interview. To help decide on this you may need to start by looking at what was said at the last appraisal, and perhaps complete some draft comments on an appraisal form for this year. Of course, to decide what to say on this occasion, you will need to collect evidence of present performance, and perhaps talk to other people who will have a valid view on the employeeās performance. In addition to this you will need to carry out some simple tasks such as:
ā agreeing a date and time for the interview with the employee;
ā briefing the employee;
ā booking a room for the interview;
ā ensuring that there will be no interruptions.
In addition to making sure that you plan and prepare thoroughly, it is important to allow time and the facilities for the employee to go through the same process. There are two main ways in which you can ensure that this happens. This is through:
ā briefing prior to the appraisal;
ā encouraging the employee to complete a pre-appraisal form (see 2.2 Preappraisal forms below).
2.1. Appraisal briefings
An appraisal briefing is a meeting between you and the person who is to be appraised. It should take place about one to two weeks before the actual appraisal interview. It should be an informal and fairly short meeting.
Activity 15
In your opinion what should be achieved in an appraisal briefing?
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A performance appraisal briefing should:
ā agree the date and time for the actual appraisal interview;
ā inform the employee of approximately how long the interview will last;
ā explain the purpose of the interview;
ā introduce the general topic areas that will be discussed;
ā invite the employee to add items to the agenda for discussion;
ā set his or her mind at rest;
ā allow him or her to ask any questions;
ā issue and explain the purpose of a pre-appraisal form.
2.2. Pre-appraisal forms
These forms are usually identical or very similar to the form that you will complete during the actual interview. They show the employee the questions that will be asked and the topics that will be covered.
A pre-appraisal form allows employees to plan answers to questions before the actual interview. For example, they can think about what their strengths and weaknesses are, and record examples on the form.
Allowing employees to prepare for an appraisal interview enables them to contribute well during discussions and ensures that the process is a pleasant one for them and not an ordeal.
ā¢ 3 Assessing performance
There are two stages to the process of assessing performance:
ā stage 1: gathering information about the appraisee
ā stage 2: the appraisal interview.
3.1. Gathering information
Before you can hold the appraisal interview, you need to find out all you can about the employee in the work context.
Activity 16
Suggest two types of information that will be useful to you when you carry out the appraisal interview.
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Your suggestions might have included finding out about the employeeās personal qualities and attitude to work, and his or her skill in carrying out specific tasks.
3.2. Assessing personal qualities
Early appraisal systems often concentrated totally on the attributes of the person. First line managers were required to comment on employeesā personal charac...
