The Tribune

MANY leaders and managers agree that the most effective way to increase productivity and efficiency is to ensure performance management instruments are being used effectively in their companies. At its most basic, performance management is an ongoing process of communication between a supervisor and an employee that occurs throughout the year in an effort to support the company's strategic objectives. It involves the supervision and oversight of employees, departments and organisations with the objective of seeing that targets are reached in an efficient and effective manner.

Performance management involves much more than just assigning ratings, and giving 'one to five' scores for specific behaviours and actions. Rather, it is a continuous cycle that involves: * Planning work in advance so that expectations and goals can be set.

* Monitoring progress and performance continually.

* Developing the employee's ability to perform through training and work assignments.

* Rating periodically to summarise performance.

* And rewarding good performance.

Performance management is a shared understanding about how individuals contribute to your company's goals. An effective performance management and appraisals system focuses on aligning your workforce, building competencies, improving staff performance and development, and driving better business results.

A strong commitment to leveraging performance management in the workplace requires leaders to have and develop great communication skills, plus a strong sense of integrity and fairness in sharing with employees. Employee appraisals, personal or individual development plans, reward and recognition programmes, coaching and other initiatives should keep worker development intact.

• Here is a checklist to gauge whether or not your company has a good handle on performance management:

* Each position has an updated job description that is aligned with your company's current strategy

* Each job description clearly indicates its specific functions

* You make sure there is a match between your workers' skills (both hard skills and soft skills) and the functions of their corresponding job descriptions.

* You are able to tell if your employee cannot do his job, or if your employee does not want to do it (when his performance is unsatisfactory).

* You know what to do when your employee cannot do her job.

* You always set effective SMART goals.

* You use documented feedback.

* You know how to improved desired behaviour using positive feedback, and you are a rich source of this feedback.

* You keep your emotions out of the way when you provide feedback.

* You know how to create the conditions that motivate each one of your direct employees, and know what to do to retain talent.

* You always keep an eye open for opportunities to delegate and, when you find one, you have the ability to delegate well.

* You have created such a culture of candor within the team that you lead (your direct staff and you), and people speak frankly regardless of whether the rest of the team agrees or not. You an open environment.

* You have taught your team to use conflict as a creative force and not a divisive one.

* You have the necessary skills to evaluate the performance of your direct employees on an ongoing basis, and are always objective.

* You have the ability to conduct effective performance review discussions in order to align staff behaviours and results with your company's strategy. And all your performance management activities are 100 per cent aligned with your company's mission, values and strategy.

* When necessary, you know exactly what to do to discipline your employees.

* Above all, you do performance management to grow your team. • NB: Ian R. Ferguson is a talent management and organisational development consultant, having completed graduate studies with regional and international universities. He has served organsations, both locally and globally, providing relevant solutions to their business growth and development issues. He may be contacted at tcconsultants@coralwave.com