Part 6- Five Essence of mature
performance management system to make it successful.
Lot of efforts
is required to implement performance management system successfully and these
efforts should be continuous. Normally it takes more than 6 months, after
starting PMS activities, to start getting expected results. Refer my previous
blog, describing benefits of having a matured performance management system
i.e. http://hrsuccesstalk.blogspot.com/2013/01/how-to-build-mature-performance.html
We should take
care of followings while implementing PMS:
HR should check each and every employee’s
performance evaluation thoroughly:
It is very
important, that HR should have a look at performance evaluation of each
employee especially in starting days of implementation of PMS, when both
manager and employee is new to this. This is a time consuming but worth
exercise. In case number of employee in organization are more, than this work
should be allocated to different HR representatives. I would suggest 100
employees should be allocated to a HR executive for validating performance
evaluation.
HR should thoroughly check followings:
· Employee KRA is defined properly and all KRA are mentioned in evaluation criteria.
· Weightage of each KRA is proper and same as what is been communicated to employee earlier.
· Evaluation criteria should not be lenient or strict.
· There are data points behind each evaluation.
· Basic calculations should be correct.
Maintaining historical data of employee’s performance:
HR should maintain month by month performance related data of each employee. Even if, employee leaves the company, separate record should be maintained. This can be done in excel or through automation. This will help both employee and manager to understand the pattern of employee performance so that action plan can be decided.
HR should maintain performance percentage and rating of each employee month by month. HR should also maintain evaluation sheet of employee on monthly basis. This evaluation sheet can be referred in future, especially at the time of taking strict action against employee or annual salary appraisal.
Share employee’s monthly rating and performance with employee:
One of the essence of matured performance management system is transparency in the system. It simply means, every employee should be aware about his monthly rating and performance percentage. To do so, HR can circulate current month and previous months rating and performance percentage with employee, once it is verified by manager and HR. This will help employee to understand expectations from him and how is monthly performance is evaluated.
Resolving employee queries and concerns:
Once HR circulate performance of employee, it is obvious to get queries or concerns from employees especially who have scored less than 3. Sometime employees scoring 3, raise concern as they believe that they have performed more than expectation. It is responsibility of both HR and manager to immediately address these concerns and discuss with employee along with data points. Resolving such queries on day one will ensure that employee has understood , what is expected from him and how employee can deliver the same?
Taking action on both non performers and performers:
Below are the actions suggested for each performance rating. Every organization needs are different hence you can decide action which you would like to take. I am giving an outline for your understanding.
Rating
|
Instance
|
Quick
Step
|
HR
Action
|
Manager
Action
|
Rating 1
|
1st Time
|
Put
Person under PIP
|
Send PIP
Mail to Employee
|
Counselling
and explaining PIP Objectives
|
2nd Time
|
Out of
System
|
HR to
communication along with Manager
|
||
Rating 2
|
1st Time
|
Counselling
|
Send
email intimation to Manager asking to fill Counselling form. Place filled Counselling
Form in Personnel File
|
Manager
to counsel Employee. Fill Counselling Form. Send to HR
|
2nd Time
|
Put
Person under PIP
|
Send PIP
Mail to Employee
|
Counselling
and explaining PIP Objectives
|
|
3rd Time
|
Ask to
Go
|
HR to
communication along with Manager
|
||
Rating 4 or Rating 5 ( Only Departments where HR is convinced about
Maturity of Incentive Declaration)
|
1st Time
|
Motivating
Employee to achieve the same going forward as well
|
Appreciation
Call from HR
|
Appreciation
From Manager
|
2nd Time
|
Reward
achievement
|
Monetary
Reward as per Incentive Policy
|
||
3rd Time
|
Career
Progression
|
Name in
Star Performer, Discussing Expectation of Team Member
|
To
suggest road map
|
|
4th Time
|
Grooming
for next level
|
Organize
Training Program and move to next level with consent of Mgmt
|
Organize
Training Program and move to next level with consent of Mgmt
|
|
Jump in rating or Difference of
2 in rating
|
Any
Month
|
Manager
to justify in case data is not matching
|
HR to
ask reason from Manager
|
Manager
to give valid reason for same
|
Previous Post (Post 5)
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