Best Practices in Performance Appraisal in Government Organizations - Research Paper Example

Best Practices in Performance Appraisal in Government Organizations Introduction Performance appraisal in the Human Resource Management (HRM) is a review of employee’s performance, depending on the assigned duties as well as responsibilities. Performance appraisal is evaluated by measuring the skills and accomplishment achieved by employees. Performance appraisal follows a benchmarking technique for appraising employees’ performances. Performance appraisal helps management to give a critical feedback of employee’s performances based on their job responsibilities. This analysis helps employees to assess their performances and develop themselves accordingly (Grote, 2000; Ali, n.d.). Performance appraisal has been viewed as a crucial tool in the HRM and it helps in appraising the employee’s performances irrespective of the organizations they are working in. Government organizations have been pioneering in the field of performance appraisal of their employees. Since, government organizations have been serving the common people performance appraisal of these civil servants becomes mandatory. However, the requirement to mandate performance appraisal in the federal organization in order to measure performances is quiet evident. The civil servants of the system have faced certain backlogs in maintaining this standard of appraisal. The government of United States has been placing greater emphasis on the performance of their civil servants, for meeting up the expectations of their stakeholders and customers. However, one of the major problems faced by the government is regarding validating the standards of performance appraisal for maintaining transparency in the appraisal techniques (Maher, 2011). Moreover, it has also been observed that the current government workforce planning are lacking behind the set standards. This fragmented practice of the government, hinders their ability towards achieving their perceived targets. The unplanned structure of the government for the workforce management makes them deviate from their operations and results in lack of confidence within the people along with shattered market conditions (IBM, 2002). Government organization practices have largely been observed, to be the weakest while considering the performance appraisal approach. It has also been observed that many organizations, operating under the federal government, lacks proper tools for evaluating the performance appraisal of their employees (Rubin, 2011). The commercial institutions are more efficient in managing the employee performances and achieve their strategic goals. Moreover, the major backlog of government organization is that majority of their policies are framed either by congress or by external policy makers. However, in order to meet the evolving needs of the 21st century, i.e., to increase the employee performances, government organizations have been implementing various tools for measuring appraisal. The US government has been successfully implementing performance appraisal tools to manage their workforce strategically. Moreover, to decrease the reluctance among labor forces to join government organizations have been a major concern for agencies of the federal government operating in US (Grossi, 2012; Whittaker, 2003). With this regard, the essay focuses on elaborating the best practices of human resource policies in government organizations. Critically, evaluating performance appraisal practiced in government organizations for measuring employee performances. Performance appraisal helps the organization to get a detailed review of the employee performances and ensure their commitment towards the goal of the organization. Summary The federal agencies are undergoing huge structural reforming in order to face challenges of the environmental changes. The increasing demand for HRM has become a business vision achievement tool. In the present era, to develop an effective corporate culture, organization needs to set up a standard approach for performance appraisal. These set norms help organizations to continuously monitor their employees and enhance their performances as well as increase goal orientation. Moreover, to enhance the performance appraisal techniques or tools, the entire system must include individual interviews with potential employees to enhance the performance appraisal practices. The process involves training, counseling, coaching and orientation towards the job. The emergence of regular monitoring and evaluating has been identified, to suffice the need of organizational development. Hence, there is a greater requirement for executing half yearly or quarterly workplace conversation rather than involving in an annual performance appraisal event. However, performance appraisal also acts as an important tool, to increase transparency between management and employees, to enhance the performance of organizations through regular reporting of positive and negative feedbacks from the employees (Bruce, 2012). In order to implement performance appraisal as an ongoing process, efficient training is required for managers as well as employees to increase the flow of the positive and negative feedback on a regular basis. Increasing the accountability, among the managers to conduct conversations towards developing the performance appraisal technique is also important. Performance appraisal has been identified as a tool that helps in aligning individual goals of employees with organizational goals. The management should be taking active participation in encouraging employees to be an effective part of performance appraisal. By implementing effective tools of performance appraisal organization will be able to manage individual performances. Moreover, continuous monitoring of performances will assist managers to identify the pitfalls easily and rectify the same to enhance the performance of employees (Bruce, 2012). Some of the best practices of performance appraisal are elaborated below. Performance Management as an Entire System Performance appraisal interviews always have a positive impact on the development of individual performances. Moreover, this acts as an added advantage for senior management to identify the reasons for job dissatisfaction if any among the employees. Performance management through interview has also been a positive approach for the organization, to increase the participation of subordinates in the decision making process of the organization. This one to one interview technique enhances subordinates performance and helps in measuring their progress (Pulakos et al., 2012). Coaching and training serves as a positive approach towards performance appraisal. It has always been observed that by yelling and screaming on employees, senior managers creates a negative impact on the employees and decreases the performing ability of subordinates. Moreover, employees may not be well acquainted with their job operations hence, training, counseling and coaching will help the employees to develop their individual level of efficiency and ability to perform better. By coaching and training employees, managers even ensures that the goals of the association are met accordingly. This helps in aligning individual goals along with organizational goals, which in turn is beneficial for enhancing the organizational performance (MinDef, 2012). Performance appraisal helps in recognizing the peak performances of employees and helps in recognizing the strength and weaknesses of employees. This helps senior management to identify the major areas of development that could be implemented, in order to develop the organizational performances. Practice of performance appraisal through employee interviews helps to increase the involvement of employees in developing an integrated management process of organization. Moreover, government organization needs to implement counseling and training programs in order to increase their efficiency at the organizational level as well as develop a competitive advantage in the global era. Additionally, proper training of employees will increase their efficiency to perform and also help government organizations to meet their need of development. This would also increase the accountability of subordinates and increase their orientation towards the set goals of the organization (MinDef, 2012). Performance Appraisal as an Ongoing Workplace Conversation Initially, performance appraisal programs were conducted on an annual basis. With the initiation of globalization of business, regular monitoring has become an emerging need in the present day context. The organizations mostly review the performances of employees after a stipulated time period. However, an informal performance appraisal can always be practiced on a regular basis to enhance the performances of employees. Subsequently, feedback of employees if monitored at a regular basis will help the senior managers to identify the major issues of organizations and mitigate them. Regular monitoring of feedback could also act as an advantage for the senior managers and help them to manage interdepartmental conflicts (Government of South Australia, n.d.). In government organizations, performance assessment helps the company to meet the organizational and individual needs. Additionally, evaluation of performances helps organizations to make systematic judgment to support promotion, development and transfer. It has been observed that the performance appraisals should be carried out on time to prevent attrition of the organization’s credibility in the eye of the employees in the long run. Correspondingly, if individual performances are monitored regularly, it would help employees to review their abilities and develop themselves at the individual level on a continuous basis. Moreover, this would also help employees to identify their shortcomings and develop themselves so that they become capable enough to carry out organizational goals efficiently and meet the competitive environment. For government organizations, regular monitoring of performance appraisal will help in building a positive image among the public. Through better management of employees of government organizations, they would be able to perform their public duties and administer their policies efficiently (Blackman et al., n.d.). Train Managers and Employees on Giving and Receiving Positive and Negative Feedback To increase efficiency of organization, communication has been identified to be one of the best tools to increase transparency as well as individual development. The strategic decision making as well as organizational goals need to be clearly defined for greater effectiveness. These clarifications of vision, mission and goals of an organization should be done at the individual level of employees so that the employees gets a clear picture about their job roles. This would increase the involvement of employees in organizational decision making process and organization in turn will be able to identify the negatives and positives of the policies through the feedback gathered from employees. By implementing proper training, managers would enhance the organizational efficiency through their skills and ability. Moreover, managers would be efficient enough to clearly define the job roles to their subordinates (U.S. Government, 2011). The survival of an organization largely depends upon the effective relationship among individuals and groups. Additionally, efficient internal communication system provides important information to employees about their job roles and organization’s environment. Moreover, through continuous monitoring and addressing feedbacks will reduce the rate of absenteeism and lack of commitment towards work and enhance the performance of every individual. Through effective communication government organization will be able to increase their productiveness. This would help in developing a good employee base and enhance loyalty of employees towards the company assuring a long term association (Moyer, 2011). Holding Managers Accountable In order to increase the efficiency of performance appraisal, mangers should ensure that the appraisals or awards are based on the performance of employees. Moreover, to increase the productivity managers should be held responsible for managing performances of their subordinates and increase their level of commitment for the success of an organization. The foresightedness of managers over performance appraisal program enhances efficiency of the program. This helps the managers to plan performance appraisal program efficiently and also helps them to enhance employee performances through proper evaluation of their work. By increasing the accountability of the managers, the organizations will be able to develop and evaluate new techniques and procedures for employee performance appraisal. The accountability of managers also helps in increasing the effectiveness of management by maintaining the quality of program. This in turn helps to identify to benchmark performances of employees for continuous improvement throughout the career. Correspondingly, by increasing the accountability of managers, the corrective actions for individual development of employees could be undertaken at the initial phase. Moreover, with the increased accountability of employees, organization should be able to identify weaknesses and strengths of employees, to evaluate the cause and then recommend corrective actions (NC Department of Public Safety, 2014; U.S. Office of Personnel Management, 2014; U.S. Department of Health And Human Services, 2010). Through effective participation of managers, in the review of performance appraisal of employees, government organization will be able to increase their competitive advantage in the long run. With the participative planning sessions with managers, government organization will be able to enhance their departmental operations and program goals. Due to the increase in the accountability of managers, organizations might face a reinforcement of positive performance, which results in increasing the productivity of work units. Thus, government organizations in order to increase their productivity should be increasing the accountability of managers. This would enable them, to continuously monitor employees and take corrective measures of performance appraisal so that performance of the government organizations can be increased (NC Department of Public Safety, 2014; U.S. Office of Personnel Management, 2014; U.S. Department of Health And Human Services, 2010). Actively Seek To Align Individual Goals with Organizational Goals The basic requirement of an organization is to align the individual goals with organizational goals. This would ensure continual development of individuals and act as a catalyst to develop and enhance the processing of the organization at large. Organization should be clear about their overall goal regarding their improvement programs to gain a competitive environment and effectiveness in dealing with the talent of the employee’s. The clarity of programs would enhance the employee turnover rate and help in enhancing the goals of the organization (IAEA, 2006). In order to meet, the result oriented performance appraisal programs organization has to align their goals with individual goals of employees to motivate and enhance the performance. The employees must be made acquainted with their individual job roles to deliver better performance. By detailing out the job roles of individual employees organization would increase the competitive advantage and innovative abilities of staff through internally motivated managerial practices (Audi, 2014). Performance appraisal programs include assessing how employees are performing their job roles. Aligning organizational goals with individual goals would increase employee satisfaction and help to increase the retention rate for longer periods. Without the strategic management of HRM employee retention becomes a massive challenge for organization. With the increase in the retention rate, the organization will be able to reduce their employee turnover cost increasing the profitability of the institute. Moreover, with larger employee base government organizations will be able to gain their competitive advantage as well as increase their rate of turnover (Taleo Business Edition, 2011). Encourage Employee Participation and Ownership in the Performance Appraisal Process In order to develop competitive advantage, the main motive of the organization must be to improve their employee base. Motivating and encouraging employees to participate in the managerial decision making process, will increase their involvement towards organization and will help to retain employees. Moreover, motivation has been identified as an effective tool to implement positive effects of performance appraisal. The fairness of performance appraisal process can also be acting as a positive motivation for employees to perform better. Integrated performance appraisal process by taking feedback from employees acts as a positive motivational factor for employees and helps in increasing the involvement of employees towards the organization (Selvarajan & Cloninger, 2011). Encouraging employees to perform better also increases organizations productivity at large in the long run. It has been observed that if employees are encouraged to participate in various operations of the business they become more integrated and committed towards the organization. Working with the employees, to develop their career plans as well as organizational plan, will help them identify their contribution towards the improvement along with development of the organization. Additionally, providing recognition to employees is an effective tool for enhancing their performance as recognition in the company makes them feel motivated and help them in performing better. However, this increases the company’s performance and also their productivity in the long run. For government organization decision making lies in the hands of the federal policy makers and the employees only have to follow the specified guidelines as stated. Hence, employees operating in government organizations fail to identify themselves as a part of the organization. By encouraging participation of employees, government organizations will be able to develop a feeling of ownership among the employees and increase their performance. Armstrong’s Organizational Values in Performance Appraisal The overall purpose of HRM is to guarantee that organization is able to achieve success, by nurturing resources of its employees. HRM policies help to identify competitive advantage of organization, by aligning HRM policies and corporate strategy. It has also been observed that employee performances vary among organizations depending upon employee skills and organizational abilities. However, HRM practices have played an efficient role in developing employee’s performance and increased their productivity. Moreover, an organization that has a strong base of human resource has been observed to be increasing their productivity as well as improving economic advantage of organizations. Correspondingly, employees are the only living resources of every organization, which facilitates the operations of all other non-living resources. By nurturing these resources, organizations ensure their development and efficiency of their productivity (Armstrong, 2010). For government organizations it becomes mandatory to ensure multiethnic governance environment and to ensure delivery of quality services to the people. Managing diversification by government organization has always been an issue which needs to be mitigated in order to increase the effectiveness of performances by the employees. Hence, it becomes mandatory for the government organizations to ensure well-developed human resource base so as to enhance productivity of government organization. Thus, the prime requirement of government organization is to include corporate values in performance appraisal program so that the employees could easily be assessed without being bias or influenced due to external sources. This will ensure that the human resource base is developing as well as organizational values are also being maintained effectively. Additionally, if the employees are trained to perform according to the organizational values, it would enhance the corporate identity of the organization in public (Lin & Lee, 2011). Performance Management System as a Tool of Retention, Development and Succession Planning Initiatives It has been observed that the government organization has been failing to set up a formal process to identify, assess and retain potential candidates. In order to maintain sustainable development the government organizations needs to perform a succession planning. Moreover, to conduct such planning an organization requires huge commitment from each and every employee. The government organizations can implement tools like the talent management in order to set their succession planning efficiently. Through proper succession planning government organization would be able to retain potential candidates to ensure the organizational growth in the long run. As the government organizations have to depend on external policy makers to take any action within the establishment performance appraisal becomes a prolonged process. Additionally, the authority to decide hierarchy mostly rests with the external federal policy makers restricting flexibility of planning within the organization. However, in order to increase their productivity and reluctance of employee turnover HRM should be planning to retain their potential employees by motivating and increasing their level of commitment (Insala, 2014). Through maintaining an integrated as well as a proper performance management government organizations will be able to select the right person to do the right job. Additionally, it could also be observed that at various instances people holding key positions are incapable of carrying out their commitments or lack the leadership abilities, which are required for long term sustainability. Additionally, lack of accountability of managers also leads to the failure of productivity of organizations as a whole. Moreover, through proper appraisal of employees followed by retention, development and succession would infuse positive impact on employees. By rewarding the potential candidates company will be able to motivate their employees to perform better with more confidence. Additionally, with the decrease in the number of employees leaving the government organization can increase their growth and sustainability in the long run (Insala, 2006; U.S. Office of Personnel Management, 2005). Performance Appraisal and Senior Management Government organization follows top-down bureaucratic system headed by the top level managers of the HR department, which affects the performance appraisal of the employees. Many HRM theorists observed the practice of performance appraisal to be a sole mean of exercising management control. In several government organizations it has been observed that there is no link in the line of business with the performance appraisal practices that may lead to organizational development. Moreover, many theorists define performance appraisal to be a very negative approach for the development of the organization due to the biased nature of the senior management. It has also been observed that due the involvement of senior members in performance appraisal program there are huge chances for the appraisal program to be biases. Correspondingly, in a government organization employees are asked to report their reasons for the unsatisfactory performances. It has been cited that this reports mostly have lot of discrepancies depending on the attribution biases. The tendency that exists within the employees has been observed to be of blaming the external factors and usually avoid the internal factors as a reason of their failure. This bias nature of employees often blocks the success that could be achieved by implementing performance appraisal program (Khaola, n.d.). Subsequently, in a government organization involvement of various federal policy makers and different unions prevents the organization from making a clear plan of performance appraisal. Moreover, policies like appraisal on basis of seniority that is usually predominant in the public sectors blocks proper talent management in this sector and limits the peripheral of performance appraisal. Correspondingly, this limitation of performance of HR departments in the public sectors increases the reluctance among employees to perform. This further makes organization falter to maintain their expected level of productivity at the global domain and sustain effectively (Petra University, 2009; Khaola, n.d.). Compensation as a Tool of Motivation Compensations for employee have always been a source of positive motivation. Lack of satisfaction of workers can always have a passive aggressive behavior, which can be harmful for the company. The senior managers in an organization need to understand the reasons that are actually leading to unhappiness and lack of satisfaction of employees of their organization. In order to avoid dissatisfaction among employees the senior management must be able to address the concerns of the employees efficiently. As stated above, compensation plays a very major role in determining the level of satisfaction of an employee. Underreport and over-report of compensation within an organization can have a decrementing effect on the image of an organization. Hence, it is the duty of the top management of an organization to clearly define how the compensation system operates in an organization (Katcher, 2006). At the backdrop of a government organization compensation programs or policies are usually done by the federal policy makers. Hence, employees working in such organizations fail to identify their rewards for better performances. Moreover, in the government organization employees get very less scope to identify themselves with the organizational compensation norms. Federal policy makers having authority to frame compensation policies hardly disclose the facts and pattern in which employees will be compensated depending on their efficiency level. This lack of identification among employees acts as a source of dissatisfaction among them. The motivation that employees would have drawn if they had a clear idea about the rewarding gets dampened by the less disclosure of the event. This again blocks the path of performance appraisal within a government organization (Rynes et al., 2004). Second Level Review The second level review for performance appraisal is very important so as to assess the transparency of performance appraisal program. Moreover, by performing a second level review at mostly all the levels of performance appraisal program would mitigate the chances of biasness. Through the second level review the actual performance on the job could be measured. Chances of involving personal behavioral traits of employees into the process of performance management also get minimized through a second level review. To ensure consistency a second level review proves to be beneficial for the organization. By pointing out the gap of the present performance appraisal program the review authority will successfully be enhancing performance management practiced by the organization (Landy, 2005). Government organization should be performing a second level review of their performance appraisal program so that they mitigate the chances of biases. Moreover, chances of eliminating biases that arise due to the influences are high. Moreover, by implementing a second level review government organizations will be able to ensure that the reviews are in line with the organizational goals. This method of appraisal would also ensure that core competencies of organization are met. The review helps to identify the loopholes in the appraisal system and also helps the organization to align organizational goals and values with that of individual goals. Elimination of biases like glass ceiling and glass walls leads to the lower quality of work as well as a negative organizational culture, which can only be eradicated through the second level review (Landy, 2005). Eliminating Pitfalls of the Performance Management To increase employee’s performances in an organization, organization must be focused on jettisoning the legal pitfalls. Consequences like chastising employees for taking legally-protected leaves is bound to cause dissatisfaction among employees. The demonization caused due to such practice of the organization leads to behavioral changes in the employees and hampers the performances of organization at large. Correspondingly, this creates a lack of identification within organization and leads to stagnation of performance. Moreover, the unlawful practices of organization can also lead to lack of productivity and also cause the organization to fail to reach its set targets. Unlawful practices can also be an outcome of the biases, which the senior manager has for certain employees that leads to reluctance among employees to perform (Hall, 2009). Government organizations in order to increase their organizational performance and corporate excellence must be eliminating these pitfalls that still exist in the organization. This pitfall majorly restricts proper implementation of performance appraisal programs. Additionally, negative motivation among the employees also leads to a further deterioration of performances. Subsequently, the organizational practices to increase employee performances are directly proportional to the policies of the organization. The clarity and precision of the legal policies help both organization and employees to identify them and work accordingly by preventing discrepancies in the performance appraisal program. To increase employee’s performances as well as productivity, organization should be aligned with their legal policies. Equality before the law should be practiced within every organization, irrespective of the post held by employees to decrease biases and enhance performance appraisal program. This will increase the level of motivation, confidence and change the attitude of employees towards their job roles and organization as a whole (Hall, 2009). Recommendation Government organizations in US are practicing performance appraisal programs but still lack huge level of precision as well as clarification of program among their employees. It has also been observed that organizations have a lot of legal obligations and majority of the decision is taken by the federal policy makers. Correspondingly, number of other organization that participates actively in the execution of decision creates a limitation for organizations to manage its employee performances. Moreover, effective influences of the senior management and a bureaucratic management system have been largely observed that restricts the peripheral of performance management. The prolonged process of decision making and lack of an ongoing process of performance appraisal also create a disadvantage for the organizations to increase its level of efficiency among the employees. Subsequently, it has also been cited that existence of biasness also envisages the actual work of performance appraisal. Due to the lack of proper implication of plans and policies in the government organization employees fails to perform. This failure of employees to perform as per the standard norms leads to the overall organizations failure in achieving the goals. This again leads to organizational failure to identify opportunities that would facilitate organizational development. Again, lack of feedback assessment of employees as a part of performance appraisal schedule leads to the failure of the organization to assess potential candidates and retain them. Additionally, this leads to lack of communication at various level of organization, leading to the failure of the organization to meet its goals. The employees being the heart and soul of the organization, failure of proper cultivation of such effective resources causes the organizational productivity to fall. Employees of an organization help to sustain its quality of services. Moreover, potential employees need to be explored and expanded to increase the competitive advantage of organization. Government organization must be more conscious about achieving their mission and vision and keep individual goals aligned with that of organizational goals. By ensuring this the government organization will successfully develop their organization through effective individual development. In regards to the above, it can be said that employees are the most valuable assets of an organization and prerequisite factors to make the association operate successfully. In order to make the organization perform well government organizations should be focused on developing their performance appraisal programs. Moreover, government organizations should also improve their employee involvement in the managerial decision making. By using rewarding techniques as a performance appraisal tool to encourage employees to perform better will enhance organizational performance at the global domain. Thus, it can be recommended that by implementing the best practices of performance appraisal and rectifying the pitfalls, government organizations will be able to perform better. To ensure a sustainable growth and productivity organizations must make performance appraisal as an ongoing process of HRM. Conclusion In regards to the above discussion it can be concluded that the best practices of performance appraisal helps in resolving the HRM challenges in the government organizations. The major problems could be identified as the lack of involvement of employees with the organization. The biasness of the senior management in the process of performance appraisal program creates a severe problem for organization to appraise the performances of the potent employees. Moreover, severe involvement of third parties likes the labor union in the decision making process also blocks the efficiency of organization to make positive decision. The lack of clarification in the policies and plans of the organization within employees further block the efficiency of managerial decision making process. Performance appraisal can be viewed as a positive motivational factor but the process of the program needs to be reviewed to increase efficiency as well as meet the new challenges and ideas. However, it can be noted that by maintaining the best practices of performance appraisal program government organization will be able to develop their performances as well as productivity. Additionally, the issues like biasness, pitfalls and unreliability should be mitigated to increase the efficiency of employee appraisal programs. Bias practices in government organization leads to negative motivation of employees and also leads to dissatisfaction among the employees. Again to increase the employee performances, self-esteem as well as loyalty towards government organization, must take into consideration the best practices of performance appraisal elaborated above. To increase creativity, innovation and engagement of employees, organization should be practicing positive motivation to develop their employee base. Moreover, to develop productivity of company employee performances should be monitored in an ongoing process. Regular development and monitoring would enhance employee performance as well as develop the organizational performance. Effective planning of performance appraisal would help the organization to align individual goals with that of the organizational goals. This would help the organization to keep individual performances in line with the corporate goals in order to increase the productivity. References Ali, M., Suliman, M., Mahmood, T., Gulab, N. & Shagufta, G. N. (n.d.). Performance appraisal. Khyber Medical University, 1-29. 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