Using appraisals more effectively

Understanding the importance of staff appraisals

Having a clear focus on what appraisals are and the purpose of them will help managers to manage this process effectively. Appraisals play a huge part in individuals training and development. They are often misunderstood and mismanaged. Appraisals are linked closely to staffs performance. Having a clear appraisal process that is followed will lead to individuals performing to the best of their abilities. This, in turn, will help create a stronger workforce.

For managers, it’s about understanding their role and objectives in this process. When the time comes round for appraisals careful preparation is required in order for this process to be successful. Managers need to be prepared, organised and fully understand their role, having a clear focus will make this process worthwhile for all parties.

To help managers understand the purpose of appraisals here are three pointers about the purpose of appraisals;

• The first is to measure whether the individual may be given a salary increase compared to their working peers.
• The Second is to identify any training needs. It is manager’s job to provide training and development to enable individual’s to meet their objectives set.
• Thirdly appraisals are about looking at individual’s career development possibilities and looking at what they are capable of in the future. This gives managers and employees an idea of the individual’s potential.

Preparing for an appraisal interview

The appraisal system needs to be structured, to reduce confusion between all. It needs to be a fair process and consistent across the whole organisation. If the appraisals aren’t conducted correctly employees can perceive appraisals as a threat, which leads to a negative response towards appraisals. This is the last thing a manager needs. Work out an effective time frame as to when to hand the employee the documents for them to fill out. Always ensure you communication with employees as to when the completed appraisal forms are to be handed back to the manager.

Managers should work out an effective time frame as to when to hand the employee the documents for them to fill out. Always ensure you communication with employees as to when the completed appraisals forms are to be handed back to the manager.

Appraisals shouldn’t be a one-sided affair; it should be a two-way process allowing employees to contribute. Depending on what format you use, ensure there are sections for all parties to contribute.

Many people perceive appraisals as an annual paper filling exercise and changing people’s mindset will at first be difficult.

Conducting an appraisal interview

The appraisal interview must be organised properly with a date set and a meeting place organised. All documents should be prepared and filled out prior to the appraisal.

It is best practice to have all relevant documents relating to the employee available at the appraisals, for example, the employee’s job description, the employee’s performance, training plans, observations and any other relevant documentation. Employee’s documents may be found in the employees file this may differ from setting to setting. It is also advisable to also have any notes on the employee’s general attitude, time keeping and any disciplinary issues.

During the appraisal let the employee talk and make notes, it is important to make the employee feel like they are being listened to. You may find that some appraisals are different, some employees have lots to discuss whereas others have very little to share. It is important to help employees understand that this meeting is not about criticising people it’s about looking at how to improve any areas of weakness and build on the strengths. Managers need to be firm and give employees constructive feedback.

Setting targets are useful however make sure these targets are achievable and follow the smart rule

• Specific
• Measurable
• Achievable
• Realistic
• Time

Make sure these targets are in line with observations and any performance related issues. Having a process that links from beginning to end will create a strong and effective appraisal system.

Within early year’s, it is important that appraisals are not the only form of monitoring and evaluating individual’s performance. Supervisions should be regularly carried out to highlight any issues rather than letting it wait until the annual appraisal. Supervision can be as often as they need to be.

Hopefully, after reading this article it will give you a better understanding of what appraisals are and how to use them more effectively in your setting.