Employees can benefit from constructive criticism throughout their employment, not just during the job search process. Performance appraisals are an ideal way for a manager to offer guidance as to where their employees could improve upon current performance, but the potential for this type of situation to be conducted incorrectly means that careful planning is of great importance.
The purpose of any performance appraisal programme is employee development: improving the future performance of an individual to meet the aims and needs of the company going forward. The key with conducting performance appraisals is to identify factors that might have previously prevented better performance and define appropriate ways in which they can be overcome in the future.
Appraisals do not have to be especially time-consuming, but it is important that they allow managers to provide employees with open and honest feedback and consider the progress, skills development, personal development and areas for improvement for the individual concerned.
Benefits of appraisals
Managers and employees can benefit from performance appraisals, providing that guidelines are followed. Employees will be clear of work priorities and will know how well they are progressing.
Communication between employee and manager may be improved and employees will have the opportunity to raise any difficulties they have encountered. Understanding the contribution that they make to the success of the organisation and identifying future training needs are additional benefits for the employee.
Planning
Managers should never underestimate the importance of allowing time to prepare well for performance appraisals. Plan to conduct the appraisal in a room where you will encounter few disruptions and ensure you allow enough time. Seek to create a relaxed atmosphere and let the employee know ahead of time, when the formal appraisal will take place and what will be addressed. Consider the employee’s present performance level: what they do well and what their weaknesses appear to be.
Appraisal structures
The structure of a performance appraisal should be notably more formal than other progress reviews and the content should have more of a process focus than a task focus. The appraiser should review and give feedback on the employee’s performance to date and discuss how well initial expectations have been met, identify the employee’s strengths and weaknesses, evaluate the effectiveness of any training that has taken place and identify future training needs, and look at career development and the long-term expectations of the role.
Setting objectives
When setting objectives during performance appraisals, refer to specific pieces of work or aspects of behaviour performance and ensure that there are measures for assessing progress and achievement that are agreed and understood. Objectives should require employees to push themselves further, but not be so demanding that achieving them is unrealistic.
Appraisals should always be well documented and signed by both the manager and the employee. Records do not need to be particularly long, but they do need to include a summary of the performance review, including evidence of what has been achieved and identification of areas that need to be improved.
It is important to make sure the employee is aware that performance improvement is the primary purpose of the appraisal and that you are keen to make it a positive experience. Be willing to admit when you have made mistakes and recognise the employee’s successes. Be honest when you discuss negative aspects of employee’s behaviour and direct criticism at the work as opposed to personality.
