14. How can performance management systems be improved?

14.   How can performance management systems be improved?

To continue to add value and be relevant, a Performance Management System need to be systematically reviewed and adjusted in terms of design, implementation and functioning so as to fit organisation needs and ensure that there is alignment between organisational objectives and employees performance.   

As such to ensure that the PMS effectively achieves its aim, an evaluation must be done periodically and appropriate improvement be implemented. 

The evaluation can be done through a survey/an audit to assess the following points:

·        Opinions of employees and supervisors as regards to the PMS process.

·        The procedure and practice v/s best practice

·        The accuracy and up-to-datedness of individual job descriptions.

·        The accuracy and relevance of information and data collected for appraisal.

·        Reactions of employees and supervisors on appraisal systems

·        The timeliness and content of appraisal reviews

·        Effectiveness of feedback: How feedback is given – if it is done in a timely manner

·        If the individual job objectives – KRA’s and KPI’s are clear, well written, SMART and in line with organisational and departmental goals.

·        If automation of system is appropriate and what kind of IT support is needed to reduce administrative implications of paper-based system.

·        Identification of an organisational training needs.

Depending on the survey outcomes, improvements will be done to the actual PMS.   

Some possible improvements may be related to

·        The assessment of behaviours to render it less subjective.   For each competence and value, HR together with concerned parties, will define attitudes and behaviours that are considered as up to standard by the organisation.

·        The way the procedures are being followed and implemented by managers and supervisors.

·        The carrying out of the appraisal meetings and delivery of feedback.

·        The fairness and consistency of ratings done – how it is perceived?

It is greatly recommended that a PMS is continually improved and updated to stay focus on the organisation’s goals and vision and adjust to it’s needs and requirements.

Otherwise it is not useful having a PMS.  This would only mean giving additional administrative work to managers and appraisers and fooling employees in believing that their level of performance is of utmost importance.