Performance Appraisal System

1. PRESENTATION ON
PERFORMANCE APPRAISAL
BY: LOUISE AGYEMAN-BARNING

2. OUTLINE
Definition of Performance Appraisal
Why Performance Appraisal (Objectives)
Benefits
Types of Performance Appraisal
Appraisal System to be used by CFZAMBIA
Elements of an Effective Performance
Appraisal System
Appraisal Process
Conclusion

3. PERFORMANCE APPRAISAL
Definition:
Performance appraisal is a process
(often combining both written and oral
elements) where management evaluates
and provides feedback on an employee’s
job performance, including steps to
improve or redirect his/her activities
where needed

4. 4
Performance Appraisal Defined
System of review and
evaluation of job
performance
Assesses
accomplishments and
evolves plans for
development

5. OBJECTIVES
Performance Appraisal seeks to
achieve 2 broad objectives
– Developmental Purpose
– Administration Purpose

6. Developmental Purpose
Provide feedback to employees about
their performance and discuss needed
changes in; behaviour, skills, attitudes or
job knowledge.
To inform on strengths and weaknesses.
Motivate employees to improve
performance.
To enhance career development.
Determine training needs

7. Administrative Purposes
 Link reward to performance eg.
 Pay Increase
 Promotion
 Disciplinary Action (Demotion)
 Termination of Contract

8. 8
Uses of Performance Appraisal
Human resource planning
Recruitment and selection
Training and development
Career planning and
development
Compensation programs
Internal employee relations
Assessment of employee potential

9. Why Performance Appraisal
(Benefits)
Means of improving effectiveness of the
organization - employees work behavior
and results are aligned with the
organization’s goal.
Help employee improve their performance.
Good opportunity to reward/recognize
employee for a job well done.
Help assess an employee’s performance
against the goals and responsibilities of
the job.

10. Contd.
The basis for which companies can verify and
shape job responsibilities in accordance with;
– business trends,
– clear lines of management-employee
communication
– re-examination of potentially harmful/useful
business practice.

11. Who Are Performance Raters
They rate or evaluate the employee’s
job performance
Supervisors
Self
Peers (co-worker)
Subordinates
Customers (Profit Centers)

12. Methods of Performance Appraisal
The appraisal system mostly used is
the traditional system.
Eg.
–360-Degree feedback
–Behavior based
–Subjective measure
–Trait based etc.

13. Methods contd.
With the traditional reviews;
The supervisor evaluates the
employee - judgment is based on
employee’s abilities and performance
of tasks as noted in the job
description.
Reviews are not done against set
targets or objectives.
Sometimes poor performers also
benefit from reward systems.

14. Target-based Performance Appraisal;
Most recent and modern technique of
appraising performance
– Clear-cut targets are set permitting both
superior and subordinate to compare
performance against targets periodically.
– There is the desire to achieve the set targets
on the part of the employee.

15. UNDERSTANDING TARGET
A target is a goal, standard or
result to be accomplished within
a specific time frame.

16. Characteristics of a Good Target
A target should be seen as
challenging, yet not so difficult as to
seem impossible to achieve.
In order to be acceptable, a target
must meet certain standard criteria.
It should be
SMART

17. SPECIFIC: So there is clarity as to what must be
accomplished/achieved
MEASURABLE: so that every one can determine
whether it has been achieved or not.
ACHIEVABLE: must be challenging, yet attainable
REALISTIC: must be achievable in spite of resource
and other constraints.
TIME-BOUND: The completion date of the target
must be embodied in the target statement.

18. Additional Characteristics of
Targets
Compatibility
Targets should be well-matched with
organizational or departmental
targets
Action word:
A target statement should begin with
a verb

19. Elements of an Effective
Performance Appraisal
Objectives - measurable performance
standard
Provision of Feedback on performance
Objective Assessment
Face-to-Face meeting

20. 20
Performance Appraisal Process
Plan the Performance
Identify Performance Goals
Communicate Goals
Establish Performance Criteria
Determine:
Responsibility for Appraisal
Appraisal Period
Appraisal Method(s)
Examine Work Performed
Appraise the Results
Conduct Appraisal Interview
Discuss Goals for Next Period
Anticipate and Consider
Problems in PA
Effective PA Systems
Management Support
Coaching and T&D

21. Appraisal Process
.
Employees will have set goals and
objectives at the beginning of the
review process.

22. Goals/Objectives/Targets for HR Unit
Turnaround Time for Various Tasks.
E.g.
Payment Of Salaries - time bound
Processing Annual Leave - time bound
Management of Welfare Issues “
Staff Recruitment
Resolving Employee Grievances –
Management of Immigration Issues

23. Eg. of our processes
ACTIVITIES TURNAROUND TIME
Payment of Staff Salaries By 30th day of each
month
Training Program for Sales
Personnel on Customer
Relations
Completed by ( Specified
date)
Management of other
Welfare issues eg. Birth,
Death
Immediately
Completion of Resolving
Employee Grievances
Maximum time allowed?
One week?/ 2 months?

24. CONCLUSION
Performance Appraisal is one of the
most effective supervisory tools to
communicate expectations, provide
feedback, plan work, acknowledge
contribution and help employee’s gain
the skills needed to be successful in
their areas of expertise

25. THANK YOU FOR YOUR
ATTENTION