The document outlines the 9 steps of the performance appraisal process: 1) establishing performance standards, 2) communicating standards, 3) measuring actual performance, 4) comparing actual and desired performance, 5) establishing an employee file, 6) providing regular feedback, 7) addressing disciplinary issues, 8) conducting an appraisal meeting, and 9) following up after the meeting. It provides brief descriptions of each step and emphasizes the importance of setting clear standards, ongoing feedback, documentation, and goal setting.
1. 9 Steps of the Performance Appraisal Process
Useful materials: • performanceappraisal360.com/free-128-performance-appraisal-forms
• performanceappraisal360.com/free-ebook-2456-phrases-for-performance-appraisals
5. 1. Establishing Performance Standards
In this we use as the base to compare the
actual performance of the employees. In
this step it requires to set the criteria to
judge the performance of the employees as
successful or unsuccessful and the degrees
of their contribution to the organizational
goals and objectives. The standards set
should be clear, easily understandable and
in measurable terms. If employee doesn't
come up to expectance, then it should be
taken extra care for it.
6. 2. Communicating the standards
It is the responsibility of the
management to communicate the
standards to all the employees of the
organization. The employees should
be informed and the standards
should be clearly explained. This
will help them to understand their
roles and to know what exactly is
expected from them.
7. 3. Measuring the actual Performance
The most difficult part of the performance
appraisal process is measuring the actual
performance of the employees that is the
work done by the employees during the
specified period of time. It is a nonstop
process which involves monitors the
performance all over the year. This stage
requires the watchful selection of the
suitable techniques of measurement,
taking care that individual bias does not
affect the outcome of the process and
providing assistance rather than
interfering in an employees work.
8. 4. Comparing the Actual with the Desired Performance
In this the actual performance is
compared with the desired or the standard
performance. The comparison tells the
deviations in the performance of the
employees from the standards set. The
result can show the actual performance
being more than the desired performance
or, the actual performance being less than
the desired performance depicting a
negative deviation in the organizational
performance. It includes recalling,
evaluating and analysis of data related to
the employees' performance.
9. 5.Establish a File
For managers to be effective and help
employees develop skills and capabilities,
it’s essential to begin the
performance management process on the
employee's first day. Create a file
for each employee and record the
accomplishments, areas for improvement
and regular feedback throughout the year.
10. 6.Provide Regular Feedback
Regular feedback should occur at least once each
quarter and more frequently if an employee needs
encouragement or motivation. According to the
American Society for Clinical Laboratory
Science, “The performance management
process starts with employee planning and ends
with an evaluation of employee progress.
Managers and employees should meet to discuss
planning and goals throughout the year. If
possible, formally sitting down with your
supervisor or manager on a quarterly basis is
optimal. The process, at its best, is a collaborative
one which should add value for both the employee
and the employer.”
Employees thrive on feedback because it ensures
they are performing job duties and responsibilities
according to the company’s expectations.
The feedback can be given in a casual manner,
provided the topic of the feedback is suitable for a
casual meeting. Always document any feedback
you provide to employees
11. 7.Discipline Issues
Throughout the year, an employee may
engage in behavior that warrants
disciplinary action. Your
company’s procedure for
addressing discipline should include a
requirement to document every
disciplinary action taken. All disciplinary
issues and improvements are taken into
account during the annual performance
appraisal meeting.
12. 8.Conduct the Appraisal Meeting
As the time nears for scheduling the appraisal
meeting, begin preparing the performance
appraisal document. Many companies have
lengthy forms that require managers to record
relatively detailed information about the
employee’s performance in all areas
of the job. Performance is rated in areas such
as job proficiency, interpersonal relationships,
communication skills and aptitude.
Some employers consider employee self-
evaluations. In these cases, the employee
should prepare her comments about her
performance during the past year. Both the
manager and the employee should feel
comfortable during the appraisal meeting.
Tension will just make the meeting agenda
much more difficult and uncomfortable than
it needs to be.
13. 9.Follow Up Action
After the performance appraisal meeting,
there will likely be follow up matters such as
discussing areas for improvement,
establishing goals for the next year and
confirming the employee's salary or
wage increase. In addition, the manager and
employee may schedule another time to
discuss unresolvable issues that arise during
the performance appraisal meeting.
