Welcome to myPROSOFT!

eNewsletter First Edition 2008

In this issue, we would like to share with you on the topic of appraisals, something that is very close to most HR practitioners at the start or end of the year.

What are appraisals?

Appraisals regularly record an assessment of an employee's performance, potential and development needs. The appraisal is an opportunity to take an overall view of work content, loads and volume, to look back on what has been achieved during the reporting period and agree objectives for the next.

1. General Principles
The main objectives of an appraisal system are usually to review employees' performance and potential. There may also be a link with a reward review. 

Appraisals can benefit both employers and employees by improving job performance, by making it easier to identify strengths and weaknesses and by determining suitability for development. In designing a scheme it is necessary to decide who should be appraised; who does the appraising; how often appraisals take place and whether employees should see their appraisal reports.

Employers are not required by law to introduce appraisal schemes. There are however some aspects of employment legislation that affect employee appraisal.

2. Making a success of appraisals
For appraisal schemes to work effectively it is necessary to:
    a. Make sure that senior managers are fully committed to
        the idea of appraisals
    b. Consult with managers, employees and trade union
        representatives about the design and implementation of
        appraisals before they are introduced
    c. Monitor schemes regularly
    d. Give appraisers adequate training to enable them to make
        fair and objective assessments and to carry out effective
        appraisal interviews
    e. Keep the scheme as simple and straightforward as
        possible 

3. Designing the appraisal system
    a. It is essential to have written records of the appraisal to
        provide a feedback to employees and to allow more senior
        managers to monitor the effectiveness of appraisals.
    b. The job description helps to focus attention on the
        employee's performance at work and to avoid assessing
        character
    Some appraisal techniques:
    * Rating - A number of employee characteristics are rated on
       a scale which may range from 'outstanding' to
       'unacceptable'
    * Comparison with objectives - Employees and their
       managers agree objectives. The appraisal is based on how
       far these objectives have been met
    * Critical incidents - The appraiser records incidents of
       employees' positive and negative behavior during a given
       period 
    * Narrative report - The appraiser describes the individual's
       work performance in his or her own words
    * Behaviorally Anchored Rating Scales - A group of rating
       scales is developed which is custom made for each job.
    * It is important to set up a procedure for employees to
       appeal against their assessment

4. Overcoming problems with performance appraisal.
    a. Some of the inconsistencies associated with
        performance appraisal can be overcome if senior managers
        have an opportunity to comment upon and sign the
        appraisal
    b. A manager should be nominated to monitor and
        co-ordinate the appraisal system
    c. Managers should keep running records on the
        performance of their staff throughout the reporting
        period
    d. Suitable training will help to achieve consistency in
        reporting standards 

5. Assessing potential
Appraisal of employees' potential can be based on:
    a. Past performance and observations from senior managers
        or from several sources
    b. Employees' assessment of their own potential and
        performance
    c. Reports from assessment centers

6. The appraisal interview
    a. Employees should be given adequate notice of the
        appraisal interview. Self assessment forms can help them
        prepare 
    b. At least one hour should be set aside for the interview  
    c. Seating arrangements should be comfortable and the
        interview free from interruptions 
    d. The appraiser should suggest ways in which the
        employee's good work can be continued and how he or
        she can achieve further improvement
    e. Both parties should discuss how far agreed objectives
        have been met and agree on future objectives

7. Reward Reviews
    a. Reward reviews provide for salary increments, bonuses
        and similar incentives to be warded on the basis of an
        employee's performance 
    b. There is usually a link with the appraisal system but the
        reward review should take place at a different time from
        the appraisal interview
    c. Employers should carefully examine their existing pay,
        benefits and appraisal systems before they decide to
        introduce reward reviews 
    d. Consultation should take place with managers, employees
        and trade unions, and agreement reached before such
        schemes are introduced

Now that we know the "Standards" of appraisals, it would be useful if you have some form of electronic means to facilitate the whole appraisal process.

PROSOFT Appraisal Systems
A comprehensive web based Performance Management solution that facilitates the management of employee performance in an efficient and cost-effective manner.

Benefits to Employees:-
    * An opportunity to get formal feedback from immediate
       supervisor on how their performance is viewed - so that
       they can learn what they do well and what needs to
       improve
    * Ensures clarity regarding work expectations and standards,
       reducing anxiety/stress and conflict with immediate
       supervisor
    * An opportunity to discuss their job competencies (or lack
       thereof) - leading to targeted training and development -
       helping them to realize their full potential
    * Provides a forum to share new ideas and to air views

** Reference website: www.acas.org.uk

Image below shows a hardcopy sample appraisal form.

Image below shows a converted electronic appraisal form. If you wish to find out how your existing appraisal forms and process can be made online, please feel free to contact us at 6333 6133 or email to sales@prosoft.com.sg.

Some features of PROSOFT eAppraisal system: