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Staff appraisals are carried out by organisations in many different ways and to meet different objectives. Some appraisals are rather informal and sporadic. Others, are more formal and carried out on the basis of a pre-determined schedule, quarterly, bi-annually or annually, whatever the arrangements may be. Staff appraisals are an integral part of any effective performance management and HR management system in an organisation. It is vital for employers and employees to understand the objectives, roles and the purpose of staff appraisals systems and processes that are introduced and maintained in an organisation. It is on the basis of this understanding that one can plan the format, context frequency and process of the staff appraisals to fit the particular needs of the organisation.  

Appraisal systems are put in place to improve the efficiency and effectiveness of the organisation. They are useful tools to allow employers to acknowledge the contribution of employees and providing valuable feedback to employees for continued development. An effective staff appraisal system allows for the collection of direct work-related information from the employees and allows of a matching of the employees’ deliverables to the employers’ expectations. This matching exercise serves as a basis to develop the potential of employees within the organisation. It provides useful feedback to assist employees to  perform their tasks to the best of their ability and get recognition for their efforts. This process is ongoing and reflects the changing requirements of the organisation. It is this dynamic which leads to the continued improvement of the overall organisational performance.

Within this context, the staff appraisal should assist the employee to:-  

  1. understand better the employers’ expectations  
  2. inform the employer of any additional training and development required to better fulfil the role assigned; 
  3. discuss any outstanding issues or concerns related to the employee’s role within the organisation.  

On the other hand the staff appraisal should assist the employer to:- 

  1. get confirmation of what tasks and activities are completed by individual members of staff and the manner in which these are being carried out; 
  2. plan for continued training and development of an employee;
  3. use the feedback as a basis for any remuneration reviews, be these ad hoc bonuses or salary reviews.   

The staff appraisal module within our business management platform, eB-ISP, provides full flexibility in the design and development of the staff appraisal process. It caters for the traditional top-down approach to staff evaluation, where the evaluator reviews a subordinate. It also allows for the 360 Appraisals where evaluations can be carried out by supervisors on subordinates, by subordinates on supervisors, and employees at the same level in the organisational hierarchy. The system enables management to notify employees of the online availability of designated appraisal forms to be completed. Management can issue notifications for different appraisal forms with differing sets of questions to cater to the needs of various departments of business units. A convenient template function allows for use and re-use of particular appraisal formats as a template for continued use. The saving of templates and completed forms is particularly useful for comparisons of results over time, or across evaluators. 

The formatting of the questions in the appraisal questionnaire can be varied to match the level of complexity required to deal with appraisals a different levels within an organisation. Management can choose to use a set of pre-defined questions or create their own.  

Once management notifies staff of the relevant appraisal form through the system, employees assigned to particular appraisal forms can access them and complete them by filling in the required data and giving their own scores on different criteria set out by management in the form. Employees are encouraged to include comments for each criteria which will serve as a basis for further discussion during a subsequent appraisal interview. Once completed, the appraisal form is submitted and management receives notification of submission. Management can then evaluate the employee using the same form. This will allow for a comparison of management and employee scores. This matching of the scores should be the focus of the appraisal process to ensure that both parties understand what is expected and what is being delivered by each. The discrepancies will form the basis of continued discussions during the appraisal interview as the variations need to be understood and discussed. 

Contact eBusiness Systems now for an in-depth view of our business management platform, eB-ISP, with 17 different web-based modules for support in the effective management and streamlining of organisational processes.