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Automating the Performance Appraisal process

It is difficult to find anyone who believes that Performance Appraisals are not a worthwhile exercise and form an integral part of monitoring staff performance and the development of a skilled workforce.

However, the process is almost universally disliked by Managers and staff alike, why is this? The problem is rooted in the out-dated processes that most organisations still follow. These processes are centred on a paper-based exercise culminating in a once-a-year interview that is uncomfortable for all concerned.

Organisations that have automated their Performance Appraisal processes by implementing a web-based solution discover that Performance Appraisals do not need to be a chore, and can in fact be at the centre of initiatives to drive the business forward. Benefits experienced from automation are likely to be extensive and quickly justify the implementation costs.

COST REDUCTION – A web-based process will dramatically reduce the amount of paper used, as each person has an online appraisal record which forms part of a database of all appraisal-related information. Any individual record is instantly available to view or update, removing the need for multiple, brief face-to-face meetings when establishing and monitoring targets. Having up to date and clear records available at any time also helps to reduce costly disputes and tribunals.

ALIGNING STAFF TO THE BUSINESS NEEDS – By establishing personal appraisal records with clear, measurable objectives that are jointly agreed this gives the opportunity to directly link objective setting to the Business Goals which are then cascaded throughout the organisation. Staff are able to track progress against their targets and add evidence of progress at any time. This increases visibility of the Business Goals and promotes shared accountability.

IMPROVING HR PROCESSES – By implementing a procedure that is backed up by automated prompts, you will be achieving best practice that will support initiatives such as Investors In People and underpin compliance requirements for your industry. The capturing of evidence of work progress throughout the year allows pro-active action to be taken to address potential problems before they occur.

IMPROVING EFFICIENCY – These automated systems allow for the continuous monitoring of performance throughout the appraisal period. This is especially useful for Managers who have staff at different geographical sites or work unusual hours. Automated E-Mail prompts of impending target dates reduce the chance of missed deadlines. Through simple, automated reports it is possible to analyse trends and progress throughout the organisation on a regular basis. Using a more defined appraisal methodology will support the introduction of change and focus staff on what is really important to the Business.

DEVELOPING STAFF – It is much easier to identify high performers and those struggling to meet targets. Tailored Personal Development Plans will ensure that every member of staff is clear about their development needs and what is required to meet these needs and by when. Through a much more regular method of giving feedback on progress, levels of communication are improved and the spectre of a one-of difficult interview at the end of the appraisal period is avoided. Feedback is based on factual information and becomes more honest and objective.

Overall, by introducing automated Performance Appraisal Systems organisations will experience clearer target setting, more regular monitoring of progress and more effective discussions on levels of personal performance. It is likely that paper-based appraisal systems are shortly to be a thing of the past.

Author: Malcolm Jones (FCIPD)
Published: 06/11/2009