Chapter 6 Appraising and Managing...
Transcript of Chapter 6 Appraising and Managing...
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Part 4 Assessment andDevelopment of Human Resources
Chapter 6Appraising and
Managing Performance
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Chapter 6 Outline
I The appraisal processII The appraisal interviewIII The role of appraisals in managing
performanceIV. Summary
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Learning Objectives
Describe the appraisal processDevelop, evaluate, and administer at least four performance appraisal toolsList and discuss the pros and cons of six appraisal methodsExplain and illustrate the problems to avoid in appraising performanceDiscuss the pros and cons of using different raters to appraise a person’s performancePerform an effective appraisal interview
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I The appraisal processI The appraisal process
1.1 Introduction to the appraisal process1.1 Introduction to the appraisal process1.2 Appraisal methods1.2 Appraisal methods1.3 Appraising performance: problems and 1.3 Appraising performance: problems and
solutionssolutions
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1.1 Introduction to 1.1 Introduction to the appraisal processthe appraisal process
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The Appraisal Process
The evaluation of an employee’s current and past performance relative to performance standardsAn appraisal involves:
Setting work standardsAssessing actual performance vs. these standardsProviding feedback to the employee
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Why Appraise Performance?
Appraisals provide information for promotion and salary decisionsProvides opportunity to review an employee’s work related behavior with the goal of correcting deficienciesIs part of the career-planning processAppraisals help manage and improve your firm’s performance
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Performance AppraisalBenefits to Employer
Individual differences make a difference to company performance.Documentation of performance may be needed for legal defense.Appraisal provides basis for bonus or merit system.Appraisal dimensions and standards help implement strategic goals and clarify performance expectations.Appraisal criteria can include teamwork.
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Performance AppraisalBenefits to Employee
Improvement in performance requires assessment.
Differences in worker performance should have an effect on merit and work itself.
Assessment and recognition of performance levels can motivate workers to improve their performance.
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The Supervisor’s Role
Must be familiar with basic appraisal techniquesBe candid but fair when delivering bad newsHR will often outline guidelines but leave implementation to supervisors
Sample appraisal form
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Steps in Appraising Performance
Define the Job
Appraise Performance
Make sure allagree on duties
Compare performance
to the standard
ProvideFeedback
Discussprogress &make plans
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Its All About Expectations
Job descriptions are usually written for a group of jobs leaving many aspects of a job without specific goalsQuantify expectations with explicit goals for each expectationEmployee should know basis of appraisal ahead of time
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1.2 Appraisal methods1.2 Appraisal methods
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Appraisal Methods
Graphic rating scaleAlternation ranking
Alternation ranking
Paired comparison
Critical incident
Actual dutiesForced distributionCritical Incident
Paired comparison
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Graphic Rating Scale
Lists traits like quality and reliabilityVersus a range of performance values (from unsatisfactory to outstanding)
Graphic rating scale
OutstandingUnsatisfactory
Each subordinate is rated for each quality
Ratings total ranks appraisal
Actual duties form
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Forced Distribution – High Performance Insight
0
5
10
15
20
25
30
Low Low-avg
Avg High-avg
High
LowLow-avgAvgHigh-avgHigh
Merck began using this rating method for exempt employees when it found other methods resulted in 80% of employees rated a 4 or higher on a 5 point scale.
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Narrative Forms
Final appraisals are frequently in a written narrative form Supervisor rates employee’s:
Performance factor or skillGive examples & an improvement planExplains good & bad performance areas
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Behaviorally Anchored Rating Scales
BARS combine best features of narrative, critical incidents, and quantified scales in five steps
Generate critical incidentsDevelop performance dimensionsReallocate incidentsScale the incidentsDevelop a final instrument
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BARS for GroceryClerks
Researchers developed a BARS for grocery clerks by collecting critical incidents in 8 areas (rating scale given below):
•Knowledge and judgment
•Conscientiousness
•Skill in human relations
•Skill in operation of register
•Skill in bagging
•Ability of checkout work
•Skill in monetary transactions
•Observational ability
Extremely Poor Poor Average Good Extremely Good 91
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Advantages of BARS
A more accurate gauge of performanceClearer standards – critical incidents along the scale make it clearFeedback – its easier to explain ratings to appraisees
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Advantages of BARS
Independent dimensions – clustering critical incidents make dimensions more independent Consistency – different raters appraisals of same individual are similar
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Management byObjectives
MBO refers to a organizational 6 step goal setting and appraisal program
Set theorganization’s
goals
Set thedepartmental
goals
Discussdevelopmental
goals
Defineexpectedresults
Performancereviews
Providefeedback
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Computerized Performance Appraisal
Visit these web sites for online performance rating tools.
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Dealing With Rating Scale Appraisal Problems
Unclear standards – use of words like “good”or “fair” on appraisals
Halo effect – one trait affects all ratingsCentral tendency – everyone’s in the middleLeniency or strictness – no middleBias – characteristics affect rating
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Research Insight
One study showed appraisal reviewers rated the same woman differently when only difference was pregnancy
It demonstrates that outside biases can influence ratings
Men and women raters act differently; many things influence how a review is conducted
View this video to see things that influence appraisals
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1.3 Appraising performance:1.3 Appraising performance:problems and solutions problems and solutions
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How to Avoid Appraisal Problems
Learn and understand the problemsUse the right appraisal toolTrain supervisorsReduce outside factors: time constraints, union pressures & turnoverKeep a diary of critical incidents
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Defensible Appraisals
Conduct a job analysis to determine “successful performance”Use these criteria in a rating instrumentUse exact performance metricsTell employees and evaluators these metricsGraphic rating scales should be concrete
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Defensible Appraisals (Cont.)
Use subjective ratings sparinglyTrain supervisors Allow appraisers daily contact Rate on each of job’s dimensions
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Defensible Appraisals (Cont.)
Use multiple appraisersNo absolute authorityInclude employee appeal processDocument everythingProvide consistent help to poor performers
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Who Does the Appraising?
You
Subordinates
YourBoss
Peers
RatingCommittee
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Research Insight
How effective is upward feedback in improving supervisor performance?
Dramatic resultsPerformance still increased
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360o Appraisals
360o assessments evolved from upward feedback appraisals One study: 29% use it with 11% planning to add multi-source assessmentsGreat deal of paperwork
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II The appraisal interviewII The appraisal interview
2.1 Types of interviews2.1 Types of interviews
2.2 How to conduct the 2.2 How to conduct the
appraisal interview appraisal interview
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2.1 Types of interviews2.1 Types of interviews
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The Appraisal Interview
Appraisal interview - an interview in which the supervisor and subordinate review the appraisal and make plans to remedy deficiencies and reinforce strengths. Adequate preparation and effective implementation are therefore essential.
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Three Appraisal Types/Objectives
Appraisal Type The Objective
Performance is satisfactoryEmployee promotable
Make developmentPlans
SatisfactoryNot promotable
MaintainPerformance
UnsatisfactoryCorrectable
Take correctiveAction
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2.2 How to conduct the 2.2 How to conduct the appraisal interviewappraisal interview
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Keep These in Mind When Conducting the Interview
Action Plan
Be direct and specific - talk in terms of objective work dataDon’t get personal - “You’re too slow in producing those reports.”Encourage the person to talk - stop and listen to what the person is sayingDon’t tiptoe around - make sure the person leaves knowing exactly what they are doing right and wrong
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A DefensiveSubordinate
Understanding and dealing with defensiveness is an important appraisal skillDefensive behavior is normalNever attack a person’s defensesPunt - sometimes it is best to do nothing at all
Recognize your own limitations – don’t expect to be able to solve every problem that arises
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Provide examples Avoid yearly “critical broadsides” by giving frequent feedbackNo real surprises at formal appraisalCriticism should be objective
Use ConstructiveCriticism
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How to Insure Improved Performance
Set improvement goals
Establish comfort
Allow employee influences
Provide constructive information
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Most Commonly Used Appraisal Methods
32%
24%
34%
10% 0% MBOGraphic ratingEssayOtherBehavioral
Society for Human Resource Management reports about 89% of surveyed managers use performance appraisal for all their employees
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III The role of appraisals in III The role of appraisals in managing performancemanaging performance
3.1 Do appraisals really help 3.1 Do appraisals really help to improve performance?to improve performance?
3.2 The performance management 3.2 The performance management approachapproach
3.3 Performance management 3.3 Performance management abroadabroad
3.4 TQM3.4 TQM--based appraisalsbased appraisals
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3.1 Do Appraisals Really Help?
Traditional appraisals may be counterproductiveOne study showed 32% rated appraisals ineffective; 4% rated them effectivePerformance management and TQM-based appraisals may offer better results
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3.2 PerformanceManagement Approach
Performance management -managing all elements of the organizational process that affect how well employees perform
Encompasses goal setting, worker selection & placement, appraisals, compensation, training, & career management
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What causes problems at work?Poor coordination of work activities Inadequate information or instructions Low-quality materialsLack of necessary resourcesPoor supervisionPoor interpersonal communication Inadequate trainingInsufficient time to produce Poor work environment (cold, noisy)
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Identify and CorrectAbility Problems
Has the worker ever been able to perform adequately?
Can others perform the job adequately, but not this worker?
Train TransferRedesign job Terminate
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Identify and CorrectEffort Problems
Is the worker’s performance level declining?
Is performance lower on all tasks?
•Clarify linkage between performance and rewards
•Recognize and reward good performance
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Identify and CorrectSituational Problems
Do performance problems exist in all workers, even those with proper supplies / equipment?
•Streamline work process
•Clarify needs to suppliers
•Change suppliers
•Eliminate conflicting signals or demands
•Provide adequate tools
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3.3 Performance 3.3 Performance management abroadmanagement abroad
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Qualcomm Uses PerformanceManagement
They have 400 employees overseasOverall goals communicated abroadAnnual reviewLocal managers ensure activities tie to corporate goals
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3.4 TQM3.4 TQM--based appraisalsbased appraisals
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TQM-BasedAppraisals
Total Quality Management is an organization-wide program that integrates all functions and processes of the business so that design, planning, production, distribution, and field service are focused on maximizing customer satisfaction through continuous improvement
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Characteristics of TQM Oriented Appraisals
Appraisal scale with few performance level categories - avoids forced distributionObjectively measures results - avoids subjective criteria like teamwork and integrityIs deficiency a result of motivation, training, or supervision
Performance contract & Internal feedback forms
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Characteristics of TQM Oriented
Appraisals
Provides 360o feedbackProvides samples of work behaviorAtmosphere of partnership, constructive adviceBased on key external and internal customers’ needs and expectations
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IV. SummaryIV. Summary
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Summary of Chapter 6
People want & need feedback – an appraisal gives them that feedbackClarify the performance you expect in advanceWe’ve seen tools like:
Graphic rating scale, alternation ranking method, forced distribution method, BARS, MBO, critical incident method, & computer/web-based methods
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Summary of Chapter 6
Be aware of:Unclear standards, halo effect, central tendency, leniency or strictness problems, & bias in appraisals
Critical incidents give specific examples of why appraisal was high or lowEvaluate performance frequently:
Be familiar with their performance; make sure there is agreement concerning job duties; and finally, solicit person’s help
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Summary of Chapter 6
We discussed three types of appraisal interviewsTo cause constructive change in subordinate’s behavior, get person to talk Appraisals help in managing performance by providing concrete and non-threatening basis for analysis of employee’s work-related performance
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End of Chapter Question 1
What would you consider the strategy of our university (e.g., research, undergraduate teaching, graduate teaching, combination)? How might the performance-management system for faculty members fulfill its strategic purpose of eliciting the types of behaviors and results required by this strategy?
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End of Chapter Question 2
Superficially, it seems preferable to use objective performance data (such as productivity figures), when available, rather than subjective supervisory ratings to assess employees. Why might objective data be less effective performance measures than subjective ratings?