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Performance management system for

  1. 1. Performance management system forIntroductionThere were two incidents, which inspired me to write this write-up, "When Expectationsare not clear". Sometime back, I had this interaction with a CEO of one of the mostfamous company in Bangalore, in his words, "it is impossible to give clear-cut jobresponsibilities and job specifications to an employee". Second incident was an e-mailfrom one of my friend from Noida, stating, "Sanjeev, I expected a lot from you but youfailed". Well, having expectations are important and equally important is to communicateit properly.Why Expectations?Before I start expecting anything from others, I must be clear as what I am expectingfrom myself. Those, who have no expectations from themselves, have no right to expectanything from others. So, just ask your self:- What are your expectations from yourself?- Where do you see yourself in next 5-7 yrs?- How you wish to be remembered by your family members, your friends, your sub-ordinates and your colleagues?Expectations in RelationsImagine, if you dont know, what are the expectations of:- Your parents- Your Children- Your gurus/teachers/faculties- Your Students- Your SpouseYour Friends, family members and people around you Dont presume things? Dont thinkthat everybody knows everything? If there are no expectations, there will be nochallenge, no passion, no motivation, nothing. That is where, I mentioned, that "Silence isa crime"
  2. 2. Expectations in Profession/work-place- How often do you appraise your employees/team-members?- What are your expectations from your employees/team-members?- What are the parameters to measure their performance?- Have you communicated to them?- What will be the consequences, if they fail?- What will be the rewards, if they exceed the expected level?If you are not having any expectations, how you are going to appraise, your employees?Yes, you are going to be biased, because you dont have set standards. The role of a CEO,HR Manager is like a director of a movie; choreographer of a stage show, where there is adefined role for each character, each participant.Setting expectations initiates the process. Managers need to sit down with each employeeand clearly define whats expected of them. Management consultant, Kenneth Philips,states that when expectations are not clear, employees may not be in sync with their jobscurrent demands and priorities. Setting expectations is not a once and done activity. Jobschange.Priorities change. Resources change. Managers need to revise and set new expectationsthroughout the year. Setting expectations revolves around the following three areas:1. Key job responsibilities2. Performance factors and standards3. GoalsWhy is a setting expectation important? Quite simply, this process can be the cornerstoneof improving the motivational climate within your sphere of responsibility. If youremployees know what is expected of them, it allows them to focus on results and tomonitor themselves against the set standards. Environments in which expectations are notclear, or change from week to week, seldom create high-performing work groups.Three Principles that Drive ExpectationsThe three principles that should drive expectations are clarity, relevance, and simplicity.1. Clarity
  3. 3. Expectations should focus on outcomes, not activities. In other words, you achieve claritywhen you identify the expected results rather than the method for achieving them.Managers often make the mistake of attempting to direct the process that an employeewill use rather than being clear about results. The advantage of identifying the outcome isthat you, the manager, focus only on the goal; after all, the employee will develop themethod for achieving the desired results.Defining the objective often requires some thought on the part of the manager because itis easy to fall into the "activities trap." While developing a strategic plan for a departmentor division is a worthy activity, it does not represent an outcome. In the activities trap,developing a plan is the goal, rather than increasing your market share.2. RelevanceThe principle of relevance helps define the "why" of the assignment. If your employeeshave a full understanding of the projects importance, they can make adjustments asunanticipated factors crop up within the process. They probably also will be morecommitted to the result because they can see more easily how it fits into the big pictureand how their efforts impact the company.This understanding typically is accomplished through dialogue between the manager andsubordinate, which allows for a more thorough review of the situation and for feedbackand discussion. This process builds good will with the employee and sets the stage foradditional responsibilities.3. Simplicity.Simplicity creates a sense of grounding for employees as they endeavor to carry outassignments. If managers identify the work in simple, straightforward terms, employeeswill find it much easier to follow through on managers wishes. To accomplish this, amanager must identify the key message in a fashion that the employee can embrace.Now What?After setting expectations, the manager should maintain a level of discipline andconsistency that can be applied in all situations. The next steps involve monitoring,providing feedback, and, finally, either rewards or consequences depending on the levelof achievement. This four-step model can be applied in most managerial situations thatinvolve goal achievement.1. MonitoringMonitoring is the follow-up that the manager provides after expectations have been set. Itcan take many forms, from a formal status-review meeting to a casual conversation in thehallway.
  4. 4. Regardless of the form, monitoring is the component that indicates that the project orassignment is important to you as a manager and that you are keenly interested in itsoutcome. It enables you to assess the progress and assist if unexpected roadblocksemerge.2. FeedbackFeedback is the process of coaching subordinates as they complete their goals.During this time it is important to focus on progress, any additional resources that may berequired to meet the timeline, and the subordinates view of the project. It is key to allowemployees to debrief their experience during this phase. As the manager, you will be in abetter position to evaluate not only their progress on this project, but also what futureassignments they may be able to undertake.3. Rewards and ConsequencesThe reward or consequences phase involves either positive or negative reinforcement,depending on the outcome and the process.Certainly, you want to reward a positive outcome. Rewards can take a number of forms,but regardless of the type, they should be timely, specific, and relevant to the employee.Consequences also should be timely and specific while focusing on how the employeecan improve performance. While giving negative feedback often is uncomfortable formany managers, on-the-job behavior is shaped by both circumstances and consequences.If there is no downside to poor performance, it is difficult for managers to raise theperformance bar for any of their subordinates.This approach has the advantage of simplicity and--if consistently followed--will yieldresults for managers as they try to do more with less. While it may appear time-consuming at first glance, the alternatives create more rework and missed deadlines andoften are far more expensive in time and resources.ConclusionHaving expectations, Setting expectations is important and equally important is tocommunicate them. If you are having expectations, you are having parameters to measurethose expectations, you are the judge, you appraised the person, but you failed tocommunicate to that person, what is the use of such expectations?Have expectations from your self. Have Expectations from people around you. In case ofself-expectations, write it properly, and in case of having expectations from others,communicate it properly. Just because, we are not having clear-cut expectations, we arehaving high-attrition rate at corporate level and broken families at personal level. True, Imay fail. I may not be able to live up-to the level of your expectations but then I willknow the margin of failure.
  5. 5. Looking forward to your comments and feedback Have a great time and yes, pleaseeepleaseee do take care of your good self.Regards, : Over 200 ebooks, templates, forms forperformance appraisal.