pms management

Copyright © 2011 Dorling Kindersley (India) Pvt. LtdAuthorized adaptation from the United States edition of Human Resource Management, 12/e

9–1

After studying this session, you should be able to:

1.1. Evaluate and improve the appraisal form.Evaluate and improve the appraisal form.

2.2. Describe the appraisal process.Describe the appraisal process.

3.3. Develop, evaluate, and administer at least four Develop, evaluate, and administer at least four performance appraisal tools.performance appraisal tools.

4.4. Explain and illustrate the problems to avoid in Explain and illustrate the problems to avoid in appraising performance.appraising performance.

5.5. List and discuss the pros and cons of six appraisal List and discuss the pros and cons of six appraisal methods.methods.

6.6. Perform an effective appraisal interview.Perform an effective appraisal interview.

7.7. Discuss the pros and cons of using different raters to Discuss the pros and cons of using different raters to appraise a person’s performance.appraise a person’s performance.


9–2

Basic Concepts in PerformanceBasic Concepts in PerformanceManagement and AppraisalManagement and Appraisal

Performance Appraisal:Setting work standards, assessing

performance, and providing feedback to employees to motivate,

correct, and continue their performance.

Performance Management:An integrated approach to

ensuring that an employee’s performance supports and

contributes to the organization’s strategic aims.

ComparingPerformance Appraisal

and Performance Management


Definition of PMDefinition of PM

1.1. Continuous Process ofContinuous Process of IdentifyingIdentifying MeasuringMeasuring DevelopingDeveloping

The performance of individuals and The performance of individuals and teamsteams


Definition of PM (continued)Definition of PM (continued)

andand

2.2. AligningAligning performance performance

with with

Strategic Goals of the Strategic Goals of the organizationorganization


Performance Management Performance Management is NOT is NOT performance performance appraisalappraisal


PM is NOT performance PM is NOT performance appraisalappraisal

• Performance ManagementPerformance ManagementStrategic business considerationsStrategic business considerationsDriven by line managerDriven by line managerOngoingOngoing feedback feedback

So employee can improve performanceSo employee can improve performance


PM is NOT performance PM is NOT performance appraisalappraisal

• Performance AppraisalPerformance Appraisal

Driven by HRDriven by HR Assesses employeeAssesses employee

Strengths & Strengths & WeaknessesWeaknesses

Once a yearOnce a year Lacks ongoing feedbackLacks ongoing feedback


Disadvantages/Dangers of Disadvantages/Dangers of Poorly-implemented Poorly-implemented PM Systems PM Systems


Disadvantages/Dangers of Poorly-implemented Disadvantages/Dangers of Poorly-implemented PM SystemsPM Systems

For EmployeesFor Employees

• Lowered self-esteemLowered self-esteem• Employee burnout and job dissatisfactionEmployee burnout and job dissatisfaction• Damaged relationshipsDamaged relationships• Use of false or misleading informationUse of false or misleading information



For ManagersFor Managers

• Increased turnoverIncreased turnover• Decreased motivation to performDecreased motivation to perform• Unjustified demands on managers’ resourcesUnjustified demands on managers’ resources• Varying and unfair standards and ratingsVarying and unfair standards and ratings



For OrganizationFor Organization

• Wasted time and moneyWasted time and money• Unclear ratings systemUnclear ratings system• Emerging biasesEmerging biases• Increased risk of litigationIncreased risk of litigation


9–12

Classroom TeachingAppraisal byStudents


Defining Performance Defining Performance

Performance is:Performance is:• BehaviorBehavior• What employees doWhat employees do


Defining PerformanceDefining Performance

Performance is NOT:Performance is NOT:• Results or OutcomesResults or Outcomes• What employees produceWhat employees produce


Determinants of PerformanceDeterminants of Performance

Performance =

Declarative Knowledge X

Procedural Knowledge X

Motivation


Differences Between Differences Between Task and Contextual PerformanceTask and Contextual Performance

• Task PerformanceTask Performance Varies across jobsVaries across jobs

Likely to be role Likely to be role prescribedprescribed

Influenced byInfluenced byAbilitiesAbilitiesSkillsSkills

• Contextual PerformanceContextual Performance Fairly similar across jobsFairly similar across jobs

Not likely to be role Not likely to be role prescribedprescribed

Influenced byInfluenced byPersonalityPersonality


Job Performance in ContextJob Performance in Context

A performer(individual or

team)

In a given situation

Engages in certain

behaviors

That produce various results

TRAIT BEHAVIOR RESULTS


Approaches to Measuring PerformanceApproaches to Measuring Performance

• Trait ApproachTrait Approach Emphasizes individual traits of employeesEmphasizes individual traits of employees

• Behavior ApproachBehavior Approach Emphasizes how employees do the jobEmphasizes how employees do the job

• Results ApproachResults Approach Emphasizes what employees produceEmphasizes what employees produce


9–19

(Continued)


9–20

Why Performance Management?Why Performance Management?

Total Quality

Appraisal Issues

Strategic Focus

The Performance Management

Approach


9–21

The Building Blocks of an Effective Performance Management Process

Direction sharing Role clarification Goal setting and planning

Goal alignment Developmental goal setting

Ongoing performance monitoring

Ongoing feedback Coaching and support

Performance assessment (appraisal)

Rewards, recognition, and compensation

Workflow, process control, and return on investment management


9–22

Defining the Employee’s Goals Defining the Employee’s Goals and Work Standardsand Work Standards

Assign Specific Goals

Encourage Participation

Assign Measurable

Goals

Assign Challenging but Doable

Goals

Guidelines for Effective Goal Setting


9–23

Setting GoalsSetting Goals• SMART Goals:SMART Goals:

SSpecific, and clearly state the desired results.pecific, and clearly state the desired results.

MMeasurable in answering “how much.”easurable in answering “how much.”

AAttainable, and not too tough or too easy.ttainable, and not too tough or too easy.

RRelevant to what’s to be achieved.elevant to what’s to be achieved.

TTimely in reflecting deadlines and milestones.imely in reflecting deadlines and milestones.


9–24

Performance Appraisal RolesPerformance Appraisal Roles• SupervisorsSupervisors

Usually do the actual Usually do the actual appraising.appraising.

Must be familiar with Must be familiar with basic appraisal basic appraisal techniques.techniques.

Must understand and Must understand and avoid problems that can avoid problems that can cripple appraisals.cripple appraisals.

Must know how to Must know how to conduct appraisals fairly.conduct appraisals fairly.


9–25

Performance Appraisal Roles (continued)Performance Appraisal Roles (continued)• The HR DepartmentThe HR Department

Serves a policy-making and advisory role.Serves a policy-making and advisory role.

Provides advice and assistance regarding the Provides advice and assistance regarding the appraisal tool to use.appraisal tool to use.

Trains supervisors to improve their appraisal skills.Trains supervisors to improve their appraisal skills.

Monitors the appraisal system effectiveness and Monitors the appraisal system effectiveness and compliance with relevant laws and guidelines. compliance with relevant laws and guidelines.


9–26

An Introduction to Appraising PerformanceAn Introduction to Appraising Performance

1

Is useful in career planning.

Plays an integral role in performance management.

Why Appraise Performance?

Is basis for pay and promotion decisions.

Helps in correcting deficiencies and reinforcing good performance.

2

3

4


9–27

(Un)Realistic Appraisals(Un)Realistic Appraisals• Motivations for Soft AppraisalsMotivations for Soft Appraisals

The fear of having to hire and train someone new.The fear of having to hire and train someone new. The unpleasant reaction of the appraisee.The unpleasant reaction of the appraisee. An appraisal process that’s not conducive to candor.An appraisal process that’s not conducive to candor.

• Hazards of Soft AppraisalsHazards of Soft Appraisals Employee loses the chance to improve before being Employee loses the chance to improve before being

forced to change jobs.forced to change jobs. Lawsuits arising from actions involving inaccurate Lawsuits arising from actions involving inaccurate

performance appraisals.performance appraisals.


9–28

An Introduction to Appraising PerformanceAn Introduction to Appraising Performance

1

Appraising performance

Steps in Appraising Performance

Defining the job

Providing feedback

2

3


9–29

Designing the Appraisal ToolDesigning the Appraisal Tool• What to Measure?What to Measure?

Work output (quality and quantity)Work output (quality and quantity) Personal competenciesPersonal competencies Goal (objective) achievementGoal (objective) achievement

• How to Measure?How to Measure? Generic dimensionsGeneric dimensions Actual job dutiesActual job duties Behavioral competenciesBehavioral competencies


9–30

Sample Performance Rating Form

Source: Elaine Pulakos, Performance Management (SHRM Foundation, 2004) p. 16–17.

Reprinted by permission of Society for Human ResourceManagement via Copyright Clearance Center.


9–31

Sample Performance Rating Form (continued)

Source: Elaine Pulakos, Performance Management (SHRM Foundation, 2004) p. 16–17.


9–32

One Item from an Appraisal Form Assessing Employee Performance on Specific Job-Related Duties


9–33

Performance Appraisal MethodsPerformance Appraisal Methods

1

2

3

4

5

Alternation Ranking Method

Graphic Rating Scale Method

Paired Comparison Method

Forced Distribution Method

Critical Incident Method

6

7

8

9

10

Behaviorally Anchored Rating Scales (BARS)

Narrative Forms

Management by Objectives (MBO)

Computerized and Web-Based Performance Appraisal

Merged Methods

Appraisal Methodologies

11 Annual Confidential Report (ACR)


9–34

Ranking Employees by the Paired Comparison Method

Note: + means “better than.” – means “worse than.” For each chart, add up the number of +’s in each column to get the highest-ranked employee.


9–35

Examples of Critical Incidents for Assistant Plant Manager

Continuing Duties Targets Critical Incidents

Schedule production for plant

90% utilization of personnel and machinery in plant; orders delivered on time

Instituted new production scheduling system; decreased late orders by 10% last month; increased machine utilization in plant by 20% last month

Supervise procurement of raw materials and inventory control

Minimize inventory costs while keeping adequate supplies on hand

Let inventory storage costs rise 15% last month; overordered parts “A” and “B” by 20%; underordered part “C” by 30%

Supervise machinery maintenance

No shutdowns due to faulty machinery

Instituted new preventative maintenance system for plant; prevented a machine breakdown by discovering faulty part


9–36

Appraisal-CoachingWorksheet

Source: Reprinted from www.HR.BLR.com with permission of the publisher Business and Legal Reports, Inc. 141 Mill Rock Road East, Old Saybrook, CT © 2004.


9–37

Behaviorally Anchored Rating Scale (BARS)Behaviorally Anchored Rating Scale (BARS)

Developing a BARSDeveloping a BARS1.1. Generate critical Generate critical

incidentsincidents

2.2. Develop performance Develop performance dimensionsdimensions

3.3. Reallocate incidentsReallocate incidents

4.4. Scale the incidentsScale the incidents

5.5. Develop a final Develop a final instrumentinstrument

Advantages of BARSAdvantages of BARS A more accurate A more accurate

gaugegauge Clearer standardsClearer standards FeedbackFeedback Independent Independent

dimensionsdimensions ConsistencyConsistency


9–38

Example of aBehaviorallyAnchored RatingScale for theDimensionSalesmanship Skills


9–39

Management by Objectives (MBO)Management by Objectives (MBO)• A comprehensive and formal organizationwide A comprehensive and formal organizationwide

goal-setting and appraisal program requiring:goal-setting and appraisal program requiring:

1.1. Setting of organization’s goals.Setting of organization’s goals.

2.2. Setting of departmental goals.Setting of departmental goals.

3.3. Discussion of departmental goals.Discussion of departmental goals.

4.4. Defining expected results (setting individual Defining expected results (setting individual goals).goals).

5.5. Conducting periodic performance reviews.Conducting periodic performance reviews.

6.6. Providing performance feedback.Providing performance feedback.


9–40

Using MBOUsing MBO

Problems with MBO

Setting unclear objectives

Conflict with subordinates over

objectives

Time-consuming appraisal process


9–41

Appraising Performance: Appraising Performance: Problems and SolutionsProblems and Solutions

Unclear Standards

Leniency or Strictness

Halo Effect

Potential Rating Scale Appraisal

Problems

Central Tendency Bias


9–42

A Graphic Rating Scale with Unclear Standards

Note: For example, what exactly is meant by “good,” “quantity of work,” and so forth?

Excellent Good Fair Poor Quality of work Quantity of work Creativity Integrity


9–43

Appraising Performance: Appraising Performance: Problems and Solutions (continued)Problems and Solutions (continued)

Know Problems

Control Outside

Influences

Use the Right Tool

How to Avoid Appraisal Problems

Train Supervisors

Keep a Diary


9–44

Important Advantages and Disadvantages of Appraisal Tools

Tool Advantages Disadvantages

Graphic rating scale

Simple to use; provides a quantitative rating for each employee.

Standards may be unclear; halo effect, central tendency, leniency, bias can also be problems.

BARS Provides behavioral “anchors.”BARS is very accurate.

Difficult to develop.

Alternation ranking Simple to use (but not as simple as graphic rating scales). Avoids central tendency and other problems of rating scales.

Can cause disagreements among employees and may be unfair if all employees are, in fact, excellent.

Forced distribution method

End up with a predetermined number or % of people in each group.

Employees’ appraisal results depend on your choice of cutoff points.

Critical incident method

Helps specify what is “right” and “wrong” about the employee’s performance; forces supervisor to evaluate subordinates on an ongoing basis.

Difficult to rate or rank employees relative to one another.

MBO Tied to jointly agreed-upon performance objectives.

Time-consuming.


9–45

Who Should Do the Appraising?Who Should Do the Appraising?

Self-Rating

Subordinates

360-Degree Feedback

Potential Appraisers

Immediate Supervisor

Peers

Rating Committee


9–46

The Appraisal InterviewThe Appraisal Interview

Satisfactory—Promotable

Satisfactory—Not Promotable

Unsatisfactory—Correctable

Unsatisfactory—Uncorrectable

Types of Appraisal Interviews


9–47

The Appraisal Interview (continued)The Appraisal Interview (continued)

Talk in terms of objective work data.

Don’t tiptoe around.

Don’t get personal.

Encourage the person to

talk.

Guidelines for Conducting an Interview


9–48


1

Recognize your own limitations.

Never attack a person’s defenses.

How to Handle a Defensive Subordinate

Recognize that defensive behavior is normal.

Postpone action.

2

3

4


9–49


1

2

3

4

5

How to Criticize a Subordinate

Criticize in private, and do it constructively.

Do it in a manner that lets the person maintain his or her dignity and sense of worth.

Give daily feedback so that the review has no surprises.

Never say the person is “always” wrong.

Criticism should be objective and free of biases.


9–50

Checklist During theAppraisal Interview


9–51

Formal Written WarningsFormal Written Warnings• Purposes of a Written WarningPurposes of a Written Warning

To shake your employee out of bad habits.To shake your employee out of bad habits. To help you defend your rating, both to your own To help you defend your rating, both to your own

boss and (if needed) to the courts.boss and (if needed) to the courts.

• A Written Warning Should:A Written Warning Should: Identify standards by which employee is judged.Identify standards by which employee is judged. Make clear that employee was aware of the Make clear that employee was aware of the

standard.standard. Specify deficiencies relative to the standard.Specify deficiencies relative to the standard. Indicate employee’s prior opportunity for correction.Indicate employee’s prior opportunity for correction.


9–52

Creating the Total PerformanceCreating the Total PerformanceManagement ProcessManagement Process

• ““What is our strategy and what are our goals?”What is our strategy and what are our goals?”

• ““What does this mean for the goals we set for What does this mean for the goals we set for our employees, and for how we train, appraise, our employees, and for how we train, appraise, promote, and reward them?”promote, and reward them?”


9–53

PMS in India

Performance evaluation has reached high maturity levels in Indian Performance evaluation has reached high maturity levels in Indian organizations.organizations.

Successful practices like goal setting, balanced scorecard, Successful practices like goal setting, balanced scorecard, development orientation etc., are being introduced and it mostly development orientation etc., are being introduced and it mostly covers managerial employees and employees who are not part of covers managerial employees and employees who are not part of any union.any union.

ACR system of government is being changed to PMS.ACR system of government is being changed to PMS.Online appraisal systems are also used.Online appraisal systems are also used.

Initiatives like training, appraisals, multiple levels appraisers, Initiatives like training, appraisals, multiple levels appraisers, reviews, etc. are undertaken to improve the quality of PMS.reviews, etc. are undertaken to improve the quality of PMS.


9–54

K E Y T E R M S

performance appraisalperformance appraisalperformance managementperformance managementgraphic rating scalegraphic rating scalealternation ranking methodalternation ranking methodpaired comparison methodpaired comparison methodforced distribution methodforced distribution methodcritical incident methodcritical incident methodbehaviorally anchored rating behaviorally anchored rating

scale (BARS)scale (BARS)

management by objectives (MBO)management by objectives (MBO)electronic performance monitoring electronic performance monitoring

(EPM)(EPM)unclear standardsunclear standardshalo effecthalo effectcentral tendencycentral tendencystrictness/leniencystrictness/leniencybiasbiasappraisal interviewappraisal interview

pms management

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