Performance appraisal is an important component of performance management in an organization. Appraisal is the process of constantly assessing the means and ends of an individual’s work in a specific period of time. It measures the performance of the individual while achieving certain predetermined goals. It also identifies the reasons for success and failures so as to address the gaps and set future plans based on the current performance levels. It sets the tone for the employees as well as the organization to achieve meaningful progress in the long term.
Employee Evaluation form – the key tool for appraisal
The key tool for evaluating an employee’s performance is the employee evaluation form. We have earlier explored in detail the Employee Performance Review process and the importance of templates. In this article, in addition to broadly customizing a performance review template for review, it is also important to have an in-depth understanding of the employee appraisal form, which is the questionnaire that the employees get to fill.
The employee appraisal form is carefully designed in line with the objectives and expected outcomes of the review, in order to get the most accurate reflection of the employees’ performance in the review period. To get the right outcomes, you need to ask the right questions to the employee. This article explores the vital components of an effective appraisal form and gives insights on how to fill it.
An effective performance appraisal form is based on following essential parameters of a review. Download a sample Employee appraisal form.
1. Goals and Objectives achieved, missed and newly set
The nature of goals and objectives of an employee varies according to the job description. The employee appraisal form needs to have the objective of the review, job description and goals set for the particular position mentioned clearly.
In a self-appraisal, this section needs to bring out details such as the status of the goals that were set for the review period, the key skill or strength of the employee that helped the employee achieve each of the goals and the challenges he/she faced in achieving them. For goals management, OKR is the golden standard and a comprehensive view of ‘what OKRs are’ is available here.
Achievement of goals is not the only indicator of an employee’s performance. There are several competencies that define the employee’s performance. These competencies are indispensable for the employee to contribute to the organization and his/her team in an effective manner. These performance parameters can be measured quantitatively, and hence the rating scale should be clearly mentioned. Following are some of the competencies that can be assessed in a performance appraisal.
- Customer focus
- Problem solving skills
- Communication skills
- Quality of output
- Job knowledge
3. Feedback with open ended questions
The employee should be given space in a performance appraisal form to reflect on vital details like the achievements during the review period, career aspirations, what he/she expects from the team/organization, things he/she wants to change in the organization, etc. it promotes dialogue with the employee instead of keeping it as one way communication and improves employee engagement.
4. Salary, incentives and recognition
The employee review template can have questions on compensation, incentives, rewards, etc. It helps the organization to know if the employees feel they receive the monetary benefits they deserve for the effort they put into the job. Rewards and recognition drive motivation and productivity, and hence, it is crucial for the organization to know if they are rewarding the employees adequately.
5. Skill Development and performance improvement
The employee can state what all skills and competencies he/she needs to develop in order to do the job better. The organization needs to provide the employees with the skills and tools required to perform at optimal levels. Staying updated is key to maintaining the competitive edge of the organization.
How to fill up a performance appraisal form
An employee performance review can make or break the career of an employee, depending on how he/she has performed. So, if you are writing a review for someone who interacts with you everyday, then take your time to write the review and keep your assessment honest and objective. If you are doing a self appraisal, you can follow the below-mentioned guidelines to fill the employee appraisal form for an effective review.
Prepare for Self Evaluation
If you are doing a self assessment, prepare well by:
- Recollecting all your achievements
- Revisiting your previous review to verify the goals, and the plans you had proposed to achieve them
- Referring to your old documents, emails, minutes of team meetings, etc to avoid missing anything
- Noting down all the vital points before writing the review
When you fill the form:
- Be honest and critical
Analyze your failures and mention the reasons for it. State a plan to address those shortcomings.
- Keep the words minimal
Write short and precise appraisals with minimal word count.
- Identify weaknesses
Identify your weaknesses and mention the training and support you need from the organization to address them.
- Mention your achievements
Mention your achievements and share how you approached the tasks. Substantiate them with numerical data wherever possible.
- Link achievements to the job description and the organization’s goals
Share how you fulfilled the responsibilities of your position with your achievements, and how relevant those achievements are to the organization’s goals.
- Set the goals for the next review period
Aim higher and set the goals for the next review period. Provide a clear timeline and plan of action to achieve the goals.
- Resolve conflicts and grievances
Write about the conflicts in your team and the things you want to change in the team/organization in a professional manner.