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A General Explanation of Performance Appraisal Form

What is clear is that certain information is prohibited by legislation in many countries. This covers every type of performance appraisal forms.

Sample Performance Appraisal Form Shows that Context Counts
Organizations usually choose a particular type of appraisal form based on their policies and priorities.

It can happen, though, that organizations may just drift along not really knowing which format is the most suitable in their situation.

Excessive experimentation may prove expensive and disastrous.

Types of Appraisal Methods
The types of performance appraisal form available either on-line or off-line show what informationis required.

Appraisal methods include:

• Forced Choice
  
• Management By Objectives
  
• Rating Method
  
• Factors Comparison
  
• Behaviourally Anchored Rating System
  
• Essays / Descriptive Narratives
  
• Critical Incidents
  
• Team Assessment
  
• 360 Degree Appraisal
  

Purposes of Appraisal
These include:

• to assess annual performance;
  
• to evaluate a probationer's performance to determine whether he or she is fit for continued employment;
  
• for counseling purpose;
  
• to determine skill and / or knowledge level for training and development purposes;
  
• to assist in decision regarding task assignment, secondment or deployment;
  
• as a form of opinion survey.
  

Performance Appraisal Must Comply With Employment Laws
Forms must not ask for information on date of birth and age in compliance with anti-discrimination legislation.

Employment laws such as those in the United States and European Union member-countries provide legislation on age discrimination.

For example, it is not advisable to include date of birth and age under the UK Employment Equality (Age) Regulations 2006.

Notes in Performance Appraisal Forms
The "Notes", indicate the purpose of the appraisal and remind appraisers and appraisees on various important matters related to the appraisal.

Instruction for Performance Appraisers
Every appraiser needs guidance on the process of performance evaluation such as when and how to conduct discussions, and how to prepare annual targets.

Rating Scales
The rating scales stated in Performance Appraisal Form help supervisors how to evaluate the performance of their subordinates.

Examples of rating scales are as stated below.

1. 5: Outstanding performance:
2. 4: Exceeds expectation:
3. 3: Meets expectation:
4. 2: Improvement needed:
5. 1: Unsatisfactory / unacceptable performance:

or

1. 5: More than exceed targets:
2. 4: Exceeds all targets:
3. 3: Meets most targets:
4. 2: Meets some targets:
5. 1: Meets very few targets:

You may find that some of the words used in the rating scales are not easy to understand or apply. Most often you find that you need explanation to have some understanding of the level of performance required for each rating scale. They are not easily actionable.

Performance Factors
Appraisal must address corporate responsibility such as corporate social responsibility, integrity and ethics.

The development of the whole person (that is, a holistic development method) determines the way the appraisal is designed and conducted.

The form usually asks for performance factors such as:

• job knowledge
  
• problem solving
  
• dependability
  
• teamwork
  
• work quality
  
• communication
  
• performance summary
  

Some organizations divide the form into:

PART A:

1. Section 1: Required administrative steps before interview
   
2. Section 2: Instructions to appraiser including the requirement to give appraisee a copy of the form.
3. Section 3: Rating Standards and Measures
   
4. Section 4: Rating Performance Scales:
   
   • not satisfactory
     
   • marginal achievement
     
   • achieved to expectation
     
   • achieved more than expected
     
   • achieved much more than expected
     
   • achieved excellence / exceptional achievement
     
   These are subjective and do not mean much to an untrained assessor. (Also note the rating scales stated above)
   

   PART B:

5. Section 5: for Appraisee (employee or assessee) to complete
   
6. Section 6: General behavior description by the appraiser and / or
   a list of factors that the appraiser needs to evaluate
   

The front page usually asks for the appraisee's and appraiser's names and signature. Assessee's signature does not signify agreement to the evaluation made. The dates the appraissee and appraiser have made entries are respectively entered.

Under Section 5, the appraisee states understanding of duties and responsibilities, objectives for the past 12 months, points for discussion, score of capability and knowledge and performance.

Under Section 6, the appraiser states the purpose of appraisee's job, review discussion points, lists objectives of appraisal and compare with that of the appraisee, scores appraisee's capability and knowledge and compare.

The appraiser then discusses points of interests especially training and development needs, agrees on appraisee's career direction, discusses and agrees on skills and capabilityrequirement and objectives to help appraisee attain the required personal training subject to budget.

Other Aspects of Performance Appraisal Form
Some appraisal forms require the assessor to specify the factors upon which the assessee is evaluated.

There are appraisal forms that contain only a few factors for evaluation. Some organizations do this. They can focus on a few very important factors. It is easy to understand and implement.

A well-designed performance appraisal form can help facilitate a more effective employee performance management that achieves defined targets.

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