Performance Management System - Community Development Authority - Research Paper Example

Student’s Name Instructor’s Name Class Name Date when due Реrfоrmаnсе Маnаgеmеnt System: Community Development Authority Table of Contents 1.0. Introduction 2.0. Methodology 3.0. The Questionnaire and Interviews 4.0. The Management System For Employees 5.0. Literature Review 6.0. Factors Affecting Employees’ Performance 6.1. Technology 6.2. Positive Working Environments 6.3. Employee Experience 6.4. Work- Home Balance 6.5. Appropriate Goals and Objectives 7.0. Recommendation On How To Improve Employee(S)’ Performance Реrfоrmаnсе Маnаgеmеnt System: Community Development Authority 1.0 Introduction Human resource management in both the public and private sector has changed over the years. Management teams have demonstrated their commitment to ensure that employees are in a position to provide the best out of their knowledge and skills as well as experience. Employees are delicate while dealing with because of their human and psychological nature, which may affect their performance positively or adversely. Due to increased knowledge, mobility and demand for better goods and services; organizations have resolved to ensure that their employees are satisfied and feel valued, as well as their contributions. Performance management is one of such approaches applied by many organizations to ensure that employees give the best while working for the organization (Wood and deMenezes 1586-1610). This report offers a comprehensive study of performance management system applied by Community Development Authority. Three employees including Yousif, Amal Al Siri and Waleed Saeed, form the focus of the study. Yousif, Amal Al Siri and Waleed Saeed are IT director, E- Transformation Head, and IT Business Analyst, respectively. The three employees will be involved in providing the required information about the performance management system applied by the organization. the information will be essential in the development of strategies to improve the system not only to the organization but to any other organization with the same characteristic. 2.0. Methodology The research on performance management system of Community Development Authority will involve the following activities: 1. Survey: The questionnaire will be administered 2. Literature review 3. Online searching on necessary information on how to performance management system performs on various organization 3.0 The Questionnaire and Interviews 3.1 The Questionnaire The following questionnaire will assist in determining how effective the performance management of Community Development Authority is according to three employees including Yousif who is the IT director, Amal Al Siri who is the E- Transformation Head and Waleed Saeed who is the IT Business IT. Part a. in this part the respondent is expected to provide a yes or no answer to each question Questions Yes No 1. Are there strategies put into place to ensure that there is effective performance management in your organization? 2. Does the organization establish goals and objective in advance? 3. Does the organization/department undertake performance appraisal? 4. Is feedback after performance appraisal provided to employees on timely bases? 5. Is there the criterion for rewarding or recognizing excellent performer to the organization? 6. Are employees involved in setting the goals of the organization particularly on areas relating to their operations? Part 2: In this part the respondent is expected to respond by either starting that it is Very effectively, partly effective, poor or does not exist Questions Very effectively Partly effective Poor Does not exist 1. How is the process of setting goals and objectives according to you? 2. How are employees involved in goal setting? 3. How is the performance appraisal undertaken? 4. How Is feedback timely is feedback given to employees after performance appraisal 5. How are effective and efficient performers rewarded 6. How well are failures dealt with 7. How is the relationship between employees and management in terms of support and communication Part 3: In this part personal opinion is required on how the organization can improve its performance management What are some recommendations you would give to assist in improving performance management in your organization? 1. 2. 3. 3.2 Interviews Do you undertake human resource appraisal in you department? Yousif: Yes we do Amal Al Siri: The appraisal is done for the team as most functions in the department are done in a group. Waleed Saeed: The appraisal is always done Do you have goals set in advance and are employees involved? Yousif: Amal Al Siri: Waleed Saeed: Goals are set at the beginning of the year where heads in the department are involved How is the appraisal undertaken, annually or is it a continuous process Yousif: Amal Al Siri: Waleed Saeed: It is done annually; at the end of the year How long does it take before employees receive their feedback? Yousif: It takes three month after the end of the year Waleed Saeed: it takes three weeks Amal Al Siri: It takes a month after year end Do you have human resource development programs such as research and training in the department? Yousif: We undertake training when necessary particularly when new changes in the systems is introduced Waleed Saeed: Training takes place annually to enable employees have the required capacity Amal Al Siri: Employees are training during the induction as well as when they are working on a continuous bases due to the change nature of the IT application 4.0. Description of the performance management system The performance management system for employee is the process developed by an organization to assist in improving performance of an individual employee based on role he/she plays. From the questionnaires, it is clear that, there is the need to improve the performance management system for the organization. The employees involved including Yousif, Amal Al Siri and Waleed Saeed, provided the required information as to that effect. 4.1. Job description for the three employees Yousif: IT director 1. Provide overall leadership in IT of the organization 2. Plan and implement required changes 3. Undertake system monitoring and maintenance 4. Management the financial aspect of the IT system and development 5. Ensure that there is a reliable hardware and software relationships 6. Undertake the executive on various issues affecting the IT system Amal Al Siri: E- Transformation Head 1. Develop the e- system through which information can be received and sent 2. Monitor e- transformation system to ensure that it is secured 3. Formulate of teams when the need arise to enhance the development of an effective e-transformation system Waleed Saeed: IT Business Analyst 1. Design business information system for the organization 2. Introduce new technology application with the aim of modernizing the system 3. Analyze how the organization can incorporate new technology particularly which are computer based From the job description, the performance management system for the three employees can be summarized as below: The first step to the system starts with the effective goal setting. The management, however effective and experienced they might be, should be aware that participation of employees in setting goals affecting their performance is exceptionally required. It is clear that, the three employees’ states that, even though employees are involved in goal setting, it is poorly done. Employees make little contribution, while there is no defined approach through which they participate (Wood and deMenezes 1586-1610). The second step is the application of management by objective where the management informs the employees of the overall objective, and how they are to be achieved. In this case, the management will be actively involved in assist employees to achieve these goals in phases. The management of the organization is only concerned about the final results during the annual performance appraisal. The other aspect that must be addressed to assist in improving performance management system for the organization is timely feedback. Currently the feedback is given by the management either too late after the appraisal, or some employees do not get the feedback. This implies that, the required reinforcement or improvement is not facilitated on timely bases. Employees may continuous to make mistakes they made previously as they have not received official communication on how improve their performance. 5.0 Literature Review Every organization strives to achieve their set objectives as outlines in the mission and vision statements with the stipulated time. The complicated nature of organizational environment from both the internal and external forces sometimes reduces the opportunity of the achievement of these objectives. To overcome these challenges, an organization comes up with strategies which are, as well, complex to courter the challenges. Human resource management is a key approach applied by many organizations to build strong internal environment through effectiveness and efficiency essential in overshadowing negative external forces. Human capital is one of most dynamic and influential resources of an organization, and hence, its performance determines the level at which the objectives of an organization are realized (Visweswaran and Ones 216-26). To ensure that human resource provided the required outcome to an organization, many organizations have adapted human resources appraisal process and management system. Performance management is a recently developed strategy, which is aimed at improving organizational performance through individualized performance of employees. It is a systematic process formulated to ensure that the whole process achieved the core objective of improving employees’ performance over time. Performance management is process in which manager’s work closely with their employees to establish goals/objectives, measure actual outcome, analyze result, provide feedback and reward excellent performers (DeNisi and Pritchard, 253-77). The process is complex, but its aim is to improve performance of individuals from time to time which has a positive effect on the long run performance of the organization concerned. There are various ways through which performance management process can be improved. Training is the process in which employees who require additional knowledge and skills to undertake their duties are allowed to go through an educative process to improve their performance. This can be done at the induction and through in-service training. Training can also be done from within the organization or through external forces. Communication of objectives is the other key aspect which determines the level at which an organization achieves its objectives. In this case, every individual employee is aware of what is expected of them while undertaking their duties and responsibilities. Provision of feedback takes place after the actual measurement of performance tales place. The release of feedback paves way for the establishment of measure to improve performance of each and every employee, who has not achieved at least the minimum expectations. Many scholars have demonstrated their interest on performance management over the past few decades by coming up with numerous literature about the topic. The literature changes from time to time, depending on the changing nature of business environment. Today, there are fully functional organizations which specialize in assist collecting data, reporting and organizational performance appraisal. Performance appraisal focuses, mainly, on individual employee development, and not a control approach. Established behavioral standards and competencies are significant when it comes to performance appraisal approach. External expectations, such as corporate social responsibility and competition, influences objectives applied during the performance appraisal (DeNisi and Pritchard, 253-77). Management by objective is a modern performance management concept, adapted by various organizations. It is a continuous and holistic process, which involves the reviewing of company’s strategies and establishing tactical plans. This approach takes plan through an agreed job improvement plan for every individual employee so as to achieve the overall organizational objectives. These contributions are measurable, realistic and achievable, while the individual employee takes charge to ensure that the goals/objectives they assisted in setting are realized within the stipulated time. The management, on the other hand, plays its role by providing the necessary working condition for the achievement of expected results. Management by objective involves the systematic review of employees’ performance and discussion about the results. In this case, mistakes and under performance are indentified before it is too long and rectification applied so that the final results will meet at least the minimum requirement. Management by objective embarks on management training to assist managers to be timely in establishing that the progressive performance does not meet the required standards. The training assists managers to strengthen their ability and minimize their weaknesses. The knowledge is extended to strengthening and motivating employees to redirect their effects and capacity towards achievement of predetermined results. Managers apply their powers to ensure that they undertake effective selection of employees, and place them at their appropriate working environment. Salary and succession plan are the other key motivational aspects used in this case. It is important to note that, management by objective is a to-down approach of performance management. Extra efforts are required in this case as setting of objectives and following performance on continuous bases takes time and resources. Performance management should follow the performance cycle involving three stages. Planning performance, supporting performance and reviewing performance, are the three elements/stages in a performance cycles. Planning performance should be a participative undertaking, where employees and the management participate in planning of what is expected by the organization. Planning process starts with the selection of the most appropriate employee to work in a given work station, establishment of goals and objectives, along with strategies through which the expectations will be realized. Planning performance has the following advantages 1. It enhances the sharing of vision and purpose of the organization between employees and the management 2. It sets clearly what is expected of employees to be delivered for a specified period of time 3. It forms the bases for motivation of employees as they strive to achieve the set objective 4. Employees are in a position to monitor their own performance and improve it progressively. Supporting performance is the other element/stage in performance management. The most important aspect of the supporting performance stage is the provision of required resources and expertise to employees, under the obligation to meet the set goals and objectives. Information required for effective performance should be provided, while training and development of employees should take place at this stage (Visweswaran and Ones 216-26). It is the practical stage of performance management, and is termed as the oiling stage of organizational performance. Under staffing and supply of insufficient resources undermines performance and achievement of objectives/goals. However, it is important to ensure that resources are utilized efficiently and effectively, bearing in mind that they are scarce in nature. Reviewing performance is the last phase of performance management cycle. The planning stages sets up the objective, while the supporting stage is meant to ensure that the overall objectives are realized as much as possible. The reviewing stage is the measurement stage where actual outcomes are determined and compared with expectations. This stage of performance management cycle is also referred as performance appraisal. The difference between expectations and actual performance is investigated so as to know the real cause. Objectivity at this stage is an important ingredient which should be upheld by those undertaking the process. This is because of the actuality that, the feedback given to each employee or a group will have some effect on motivation of those concerned. Those who perform excellently should be rewarded at this stage, according to predetermined policies of the company. On the other hand, the management should work hand in hand with those who fail to ensure that in future they improve on this performance. Performance appraisal does not only focus on employees’ performance, but also on the organizational and management issues. Sometimes, the management may learn some of its mistakes, including poor supply of resources, lack of adequate training on employees, and lack of leading from the front to motivate employees (DeNisi and Pritchard 253-77). When such issues are realized, the management has the opportunity to rectify and move forward in a better position in future. It is important to note that, timely feedback and addressing of issues plays a significant role in improving the performance of employees and the organization at large. 6.0. Factors Affecting Employees’ Performance Companies depend upon the productivity of employees to achieve their objectives. The performance of employees is highly influenced by various factors, which are either internal or external in nature. These factors influence employees performance either positive or negatively. The understanding of these factors and their effects forms key bases from which performance management takes place. 6.1. Technology Currently no organization can succeed without the application of technology whatsoever. The application of technology has both the positive and destructive effects on employees’ performance and behavior. Technology assist is improving organizational processes and making work easier for employees. The key challenge to the introduction of technology is that, many employees have found it uneasy to shift from their traditional operating system to technological based. Technology makes work easier to employees, which has a positive effect on their performance (DeNisi and Pritchard 253-77). However, there is always the need for training when new technology is introduced to the organization. 6.2. Positive Working Environments Appropriate working condition should be a priority to any focused management team. Employees are highly affected by their working conditions. Both physical and emotional aspects should be put into consideration when creating the working environment for employees. The culture of the organization, including communication freedom and teamwork, as well as the management support, influences the level at which an organization achieves its objectives through human resource productivity. 6.3. Employee Experience Employee experience and proper background in a certain area influences personal performance significantly. When an employee is allocated the job in which he/she is trained and had worked in before, he/she tend to perform it excellently as long as the required working conditions. On the other hand, a mismatch of job allocated and personal qualification results into poor performance. It is, therefore, important that the management team should ensure employees are allotted to jobs which best suits them, but not randomly. This requirement goes hand in hand with the need for training and development of employees from time to time, particularly when there are some critical changes in their working environment, as well as processes. 6.4. Work- Home Balance The issue has been raised recently when it came to the realization that employees were highly affected by their personal lives while working in an organization. When an employee is facing some challenges back at home; or at the place of work, he/she appears physically while their mind and soul are all back at home. The productivity at such a situation is relatively low, despite the verity that the employee reported to work. Organizations who have realized the effect of unbalanced work-home relations has come up with various strategies to reduce the adverse effect. Some of these arrangements include time off duty, annual leave, telecommuting, flexible time in and out, as long as the time taken at work add up to the remained duration per day. In some cases, employees are allowed to attend their personal issues while they still receive the full pay as long as they are authorized by the management. 6.5. Appropriate Goals and Objectives Goals and objectives are predetermined by an organization and expected to be achieved in the future. Goals provide direction to employees on what they are expected to release as an individual or as a group. Some organizations operate without setting goals in advance, and hence, employees are not aware of what is expected of them while undertaking their duties and responsibilities. Inadequate setting of goals while are either too low or unachievable is the other issues facing many organization. In such a case, employees’ potential is undermines or their efforts nor recognized respectively. However, there are some organization that takes time to set goals and objectives, which are realistic, achievable and measurable. Employees working in such an organization are aware of what is expected of them, and put effort to achieve these goals accordingly. Eventually, their productivity remains high and improving from time to time. 7.0. Recommendations On How To Improve Employee(S)’ Performance The overall objective of human resource management is to improve performance of employees to the required standards. There are various ways through which employees’ performance can be improved. First, employees should be involved fully in goal setting. This will reduce resistance and entice them in ensuring that they remain committed while performing their duties and responsibilities. The second recommended way to improve employees’ performance is to give recognition and appreciation of those who perform as expected. This is an easy and cheap method as a word of mouth is enough. Appreciation makes employees to feel that they are doing something constructive and appropriate to the organization and hence they may double their efforts. The other and most basic strategy is far compensation of employees based on the work they perform for the organization. Poorly compensated employees may not perform accordingly as they feel to be misused and not taken care off out of the fruits of contribution (Wood and deMenezes 1586-1610). An organization should consider various factors such the ability of the organization, the market wage rate and living cost within the economy where employees subsist. The application of performance management process can assist in improving employees’ performance effectively. Performance management will assist in the realization of the following aspects: 1. Employees are given the direction and goals to achieve after a given period of time 2. Rules and regulations of the job requirements are clearly stated 3. Expectations are communicated from time to time 4. Measurement and feedback are provided which forms bases of improving performance in future Works cited DeNisi, A and Pritchard R. ‘‘Performance appraisal, performance management and improving individual performance: a motivational framework’’. Management and Organization Review, 2.2(2006): 253-77. Wood, S and deMenezes ‘High involvement management, high-performance work systems and well-being’. International Journal of Human Resource Management, 22.7(2011): 1586-1610. Visweswaran, C and Ones, D. ‘‘Perspectives on models of job performance’’. International Journal of Selection and Assessment, 8.4(2000): 216-26. Read More