Professional Documents
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Successful Performance Priinciples
Successful Performance Priinciples
Successful Performance Priinciples
LITERATURE REVIEW
Successful Performance
Management Principles
October 1998
This project was researched and written to fulfill the specific research request of a single member of the Corporate Leadership
Council and as a result may not satisfy the information needs of other members. In its short answer research, the Corporate
Leadership Council refrains from endorsing or recommending a particular product, service or program in any respect. Sources
are contacted at random within the parameters set by the requesting member, and the resulting sample is rarely of statistically
significant size. That said, it is the goal of the Corporate Leadership Council to provide a balanced review of the study topic
within the parameters of this project. The Corporate Leadership Council encourages members who have additional questions
about this topic to assign custom research projects of their own design.
Table of Contents
EXECUTIVE SUMMARY 1
The failure of traditional performance management systems, characterized by retrospective,
single-source appraisals, is forcing companies to eliminate their processes or revamp these
traditional systems with new performance management principles. Organizations should focus their
greatest efforts on aligning systems with business strategy, attaining senior management support
and training evaluators in feedback and coaching to create a dynamic and valuable performance
management function.
600 New Hampshire Avenue, N.W. Washington, DC 20037 Telephone: 202-672-5600 FAX: 202-672-5700
EXECUTIVE SUMMARY
In many organizations traditional performance management has fallen into disrepair. Designed as a tool
for development, motivation and recognition of achievement, the system has, in some companies,
unfortunately evolved into more of an annual routine than a process bearing significant impact. In such
situations, performance management processes are not only dreaded by managers and subordinates alike,
but constitute a significant expense for companies. The first section of this report focuses on the
characteristics common to ineffective performance management programs; these pitfalls are briefly
summarized below.
In the face of this difficult situation, many organizations have entertained the idea of eliminating
performance management altogether. However, literature suggests that addressing the problems of
traditional programs and implementing new principles can reshape performance management from its
ineffective condition into a truly valuable function. The second section of this report addresses these
solutions in depth; a summary of these new performance management principles is presented below.
Align with overall business strategy—Organizations should establish goals and identify
key behaviors and skills for performance management that support the strategic goals of
business units and whole corporations; additionally, performance management systems
should align with the goals of all other systems within organizations.
Ensure effective feedback and coaching—Emphasize coaching as the driving force
behind effective performance management systems and support that sentiment through
evaluator training and communication of program value.
Provide company-wide training—The most important initiative related to effective
performance management is the provision of training for all system participants; such
efforts communicate the importance of programs to workforces, enable managers to
properly deliver feedback and encourage ongoing communication between managers and
subordinates.
Strive for flexible consistency—Companies should strive to maintain consistent
performance management principles across the organization while allowing business units
enough flexibility to utilize systems most appropriate for differing workforces. This can be
accomplished by providing business units a “toolbox” of available performance
management options from which they can build appropriate systems.
Formulate an effective evaluation form—Ineffective evaluation forms undermine the value of
feedback in well-designed performance management systems. Additionally, organizations must
maintain objectivity when formulating this document to avoid legal complications.
Utilize multi-rater feedback— As increasingly interdependent workplaces have
rendered traditional manager-subordinate reviews ineffective, corporations should include
feedback from all parties related to individual employees. However, organizations should
be aware of two complicating factors related to multi-rater feedback:
Ø Can create an abundance of information
Ø Can be difficult to utilize data for compensation decisions
due to the possibility of rater bias
SUCCESSFUL PERFORMANCE MANAGEMENT PRINCIPLES PAGE 3
OCTOBER 1998
While all of the principles presented on the previous page are important for successful performance
management design and implementation, three issues are essential for organizations to achieve
significant performance improvement in a modern business environment. The final section of this report
discusses in detail the concepts presented below.
Topic Summary
By emphasizing end results in the performance management process and ignoring the means to
those results, companies can ultimately reward employees who display behavior inconsistent
with corporate culture and ethics. Companies should strive to link compensation and
promotion decisions to employees’ production and their underlying behaviors and actions.
“Respondents generally saw While organizations may believe that their performance management programs
a strong link between pay
review both behaviors and results, employees often feel that systems focus solely
and the objectives they
achieve, but…only a weak
on the latter measure; such practices promote an “ends justify the means”
link between pay and their mentality that can lead to unethical behavior for the purpose of improving
behavior.” individual performance assessments. Additionally, companies reinforce this
SHRM/DDI Study, mentality by linking performance management results with compensation and
“Performance Management” promotion decisions.
Companies can attempt to alleviate this problem through the following efforts:
Topic Summary
Companies should focus on specific job competencies that contribute to the accomplishment of
strategic business goals when designing performance evaluation criteria. Such a practice
prevents an accumulation of insignificant data and creates a stronger link between individual
employees and overall company success.
Many performance management processes review all aspects of employee performance, whether
strategically valuable or merely operational. By including measurements of daily activities and other
minutia, companies overload the performance management system, causing the detrimental effects
presented below.
Ø Essential job functions receive consideration incongruous with their actual importance to
organizational performance
Ø Complex information hinders communication between supervisor and subordinate—
Managers and direct reports process information from different perspectives and enter that
information into their personal models of thinking. The use of complex information greatly
increases the opportunities for miscommunication and disagreement among participants in
the performance management process.
When developing performance review criteria, companies should identify essential job priorities and
success factors that support those priorities. Subsequently, evaluators and employees can create
development plans that encourage strategic competencies and behaviors. By focusing on a small number
of key strategic objectives that contribute to the overall goals of the business unit and corporation,
organizations can maintain performance management systems with the following characteristics:
Topic Summary
Companies can maintain effective performance management systems with or without a formal
link to compensation and promotion decisions. However, regardless of their relation to
compensation, the systems must emphasize development in order to remain dynamic and
forward-looking.
Significant debate exists concerning whether organizations should link compensation to performance
improvement initiatives. While compensation can provide necessary motivation to employees to take
performance management systems seriously, it can also overshadow and ultimately hinder developmental
efforts by focusing an inordinate amount of attention upon appraisal processes.
A performance management system can serve both development and compensation goals effectively, but
each function requires separate emphasis and communication in order to develop, motivate and reward
employees properly. To ensure effective results companies should follow the guidelines presented below
when creating performance management systems.
v Communicate that the prospective and ongoing nature of development provides more
strategic value than does appraisal
v Deliver messages concerning appraisal continuously throughout year, thereby
allowing employees to internalize those messages and create a platform for next
steps in improvement
v Provide frameworks, processes, skills and rewards necessary for managers to
develop subordinates
v Make performance management a collaborative effort that encourages development
tied to strategic goals
1
Gerard Egan, “A Clear Path to Peak Performance,” People Management (18 May 1995): page unknown.
SUCCESSFUL PERFORMANCE MANAGEMENT PRINCIPLES PAGE 8
OCTOBER 1998
Topic Summary
Ownership of the performance management system by Human Resources conveys to the
workforce that the process is a “necessary evil.” By shifting ownership to senior and line
management, organizations can effectively communicate the importance of the process and
allow employees at all levels to identify with the system.
Performance management processes are subject to potential failure at both the senior and line
management levels. Both portions of the workforce must accept accountability for the program and
assume specific roles within the system, such as communicators and trainers, to ensure success;
appropriate roles and actions are presented below.
Topic Summary
Organizations need to ensure that the goals of the performance management system and the
developmental goals of participating employees align with both the overall business strategy
and the goals of separate business units. Such tactics increase efficiency and allow employees
to observe how their actions contribute to business success.
Organizations must realize that performance management systems do not exist in a vacuum; rather, the
processes coexist with other functions and concepts within the company, making alignment with the
goals of these functions necessary for organizational success (these relationships are illustrated in the
graphic below). Put simply, companies must ensure that all processes work toward the same strategic
goals and provide mutual support to avoid inefficiencies and/or negative effects on the bottom line.
Concepts Functions
§ Corporate culture § Selection
§ Corporate values § Training and development
§ Standards of conduct § Business planning
X Promotes and maintains a dynamic and progressive direction for the performance
management system
X Ultimately links vision of each employee’s development to organizational vision
SUCCESSFUL PERFORMANCE MANAGEMENT PRINCIPLES PAGE 12
OCTOBER 1998
The process presented below outlines how companies can ensure that their performance management
system will not contradict corporate culture or any core competencies of the organization.
Match employee objectives to business strategy objectives using top-down process—Ensure that
Step 3 development goals for all employees align with strategic business objectives as performance
reviews move downward through employee levels
Align objectives horizontally—Work across the company to integrate the objectives of departments
Step 4 that interface and interact to achieve common goals
Set and review performance objectives—Utilize multi-rater reviews and schedule ongoing
Step 6 individual meetings with supervisors to define and redefine attributes necessary to achieve
objectives
2
Karen Mailliard, “Linking Performance to the Bottom Line,” HRFocus (June 1997): page unknown.
SUCCESSFUL PERFORMANCE MANAGEMENT PRINCIPLES PAGE 13
OCTOBER 1998
Topic Summary
An absence of effective feedback and coaching allows performance management to devolve
into mere performance appraisal, by itself a retrospective process. Companies should
recognize feedback and coaching as the driving force behind employee development, and
implement training and communication efforts to ensure effective practices.
As expressed in preceding pages, providing effective feedback during the review process and establishing
ongoing coaching for development are perhaps the most integral aspects of successful performance
management programs. However, in reality these are areas of glaring failure for most performance
management systems. Respondents from the SHRM/DDI study provide the following criticisms of
coaching and feedback:3
Feedback and coaching should be the driving forces behind a dynamic performance management system.
Significant efforts in this area convey a forward-looking, progressive attitude in relation to the process,
rather than the stagnant and retrospective atmosphere associated with appraisal. Organizations should
consider the following suggestions and considerations when attempting to improve these functions:
ü Utilize the most effective coaching sources—Employee coaches do not necessarily have to be
managers; team leaders, designated counselors, mentors and unit coordinators are just a few
examples of other parties that can assume the performance improvement role. Companies
should provide effective training regarding feedback and coaching to whomever accepts this
responsibility.
3
Author Unknown, “Performance Management,” Compensation and Benefits Review (May/June 1994): page unknown.
SUCCESSFUL PERFORMANCE MANAGEMENT PRINCIPLES PAGE 15
OCTOBER 1998
ü Reduce length of review periods—Shorter review periods provide a number of benefits to the
performance management system, including the following:
· Ensure more consistent and frequent feedback
· Provide feedback more relevant to recent performance
· Result in more realistic and attainable goals
Source: Peter Allan, “Designing and Implementing an Effective Performance Appraisal System,” Review of Business
(Winter 1994): page 7.
SUCCESSFUL PERFORMANCE MANAGEMENT PRINCIPLES PAGE 16
OCTOBER 1998
Topic Summary
The skills necessary for effective participation in performance management systems, such as
feedback processes for managers, are often not inherent to individual positions. Companies
should provide training in performance management administration to all levels of employees
to ensure that all participants understand their roles within the system.
Actual performance development depends heavily upon the ability of supervisors to counsel
subordinates. However, the skills required for effective coaching and feedback are often not what
companies consider “traditional management” skills; therefore, managers are often underdeveloped in
these areas. Training for appraisers should address the communication and process skills needed for the
following functions:4
Training in similar areas for subordinate employees is also essential, as well as education concerning
effective methods for receiving constructive criticism, providing upward feedback and setting appropriate
developmental goals. Providing training for all employees offers the following benefits:
v Increases sense of ownership regarding performance management among the workforce and
allows supervisors and subordinates to work from shared learning experiences
v Increases mutual trust and respect between supervisors and subordinates, opening
communication and improving performance management
4
William S. Hubbartt, “Bringing Performance Appraisal Training to Life,” HRMagazine (May 1995): page unknown.
SUCCESSFUL PERFORMANCE MANAGEMENT PRINCIPLES PAGE 17
OCTOBER 1998
Literature recommends utilizing the training tactics presented below in order to impart necessary
performance management skills to supervisors.5
Ø Use actual work issues and problems—Helps make performance management relevant to
trainees and can serve to stimulate solutions for problems participants will actually face
Ø Teach in phases—Involve the following performance management steps:
§ Job definition
§ Goal setting
§ Performance measurement
§ Appraisal discussions
§ Compensation correlation (if applicable)
Ø Use case studies for discussion—Prompting participants to discuss actual work issues and
situations in small group case studies allows them to apply company policies and newly
learned performance management techniques to real-life situations
Ø Use role response and role-plays—These practices acclimate employees to the dynamic
interpersonal exchange characteristic of effective performance management systems;
additionally, management can receive first-hand experience concerning difficult
conversational situations.
Ø Cover “what ifs”—Address all questions that commonly arise during performance
management reviews and discussions
Ø Explain legal issues—Ensure that all employees have a basic understanding of equal
employment opportunity and other labor laws that affect employment decisions; trainers
should communicate the real potential for legal recourse concerning appraisal decisions
without entering highly technical legal issues.
5
Hubbartt, page unknown.
SUCCESSFUL PERFORMANCE MANAGEMENT PRINCIPLES PAGE 18
OCTOBER 1998
Topic Summary
When designing performance management systems, organizations must balance the need for
consistency with the varying requirements of differentiated business units. Companies can
achieve this balance by establishing centralized guidelines for performance processes while
allowing business units the freedom to design a customized program within those boundaries.
Organizations maintaining differentiated business units often encounter difficulty when attempting to
align performance management with business strategy. While the concept of a single, consistent process
is attractive, a “one size fits all” approach can lead to a performance management system devoid of
meaning and impact.
Corporations need to balance local and corporate performance management needs; to do so, companies
can set general guidelines while allowing individual units freedom to construct their own performance
management system within these standards. Centralized guidelines can address general performance
management considerations such as the following:
By providing options in performance management components that serve corporate goals, individual
business units have more flexibility to construct customized systems that satisfy local needs. Instituting
the “hybrid” system described above yields two additional advantages:
Topic Summary
A well-designed performance management system will still fail to provide informative feedback
without an effective evaluation tool, often a form with which to convey written feedback.
Additionally, evaluation documents carry legal implications, especially when performance
management is linked to compensation; therefore, organizations should strive to maintain
objective ratings throughout the evaluation form.
In addition to addressing the larger design and implementation issues surrounding performance
management, organizations should address the design of the evaluation form itself. Ineffective review
documents can limit the amount and value of feedback employees receive through the performance
management system. Additionally, these forms can pose significant legal implications for companies,
especially when linked with compensation and promotion decisions. Literature advises employers to
consider the following concepts when formulating performance management and appraisal documents:
6
Peggy Anderson and Marcia Pulich, “Making Performance Appraisals Work More Effectively,” Health Care Supervisor
(June 1998): page unknown.
7
Thomas C. Timmreck, “Developing Successful Performance Appraisals through Choosing Appropriate Words to Effectively
Describe Work,” Health Care Management Review (22 June 1998): page unknown.
8
ibid, page unknown.
SUCCESSFUL PERFORMANCE MANAGEMENT PRINCIPLES PAGE 20
OCTOBER 1998
Topic Summary
Obtaining feedback from multiple sources provides organizations numerous advantages, such
as a more balanced view of employee performance, dispersed sources of employee motivation
and an informative process for assessing team performance. However, companies must choose
the number and type of raters carefully to avoid an overabundance of information.
The use of multi-rater reviews, such as 360-degree evaluations, is becoming increasingly prevalent and
necessary within effective performance management systems. Important aspects of the multi-rater
concept will be discussed later,* however, it is important to note that these types of reviews provide the
following benefits:9
When utilizing multi-rater reviews, companies should obtain feedback only from key stakeholders in that
employee’s performance, such as supervisors, direct reports and internal and external customers; this
practice helps to avoid an inundation of information into the performance management process.
* Pages 27 to 32.
9
Richard Lepsinger and Anntoinette D. Lucia, “360-Degree Feedback and Performance Appraisal,” Training (September 1997):
page unknown.
SUCCESSFUL PERFORMANCE MANAGEMENT PRINCIPLES PAGE 21
OCTOBER 1998
Topic Summary
As mentioned previously, training for all employees ranks as an essential component of successful
performance management systems. Well-designed and comprehensive training programs promote the
credibility of performance management within the company and encourage ongoing feedback and
coaching efforts, which in turn aid the long-term health of the process. Additional benefits of
performance management training are presented below.10
10
Corporate Leadership Council, Training Leaders in Performance Management Processes, Washington:
The Advisory Board Company, November 1997: page 4.
SUCCESSFUL PERFORMANCE MANAGEMENT PRINCIPLES PAGE 23
OCTOBER 1998
Companies profiled in past Corporate Leadership Council research indicate that adhering to the
following four steps will facilitate the design and implementation of effective performance training: 11
1) Secure buy-in from all employee levels—Achieve support regarding the importance of
performance management to motivate all employees to pursue training opportunities with
enthusiasm.
11
ibid, pages 5-18.
SUCCESSFUL PERFORMANCE MANAGEMENT PRINCIPLES PAGE 24
OCTOBER 1998
Topic Summary
Global administration of performance management revolves around the balance between
corporate consistency and business unit flexibility. By centralizing performance management
principles while allowing customization within those guidelines, corporations can satisfy both
corporate and business unit needs and maximize performance.
While it is important to maintain consistency across individual business units concerning performance
management processes, the need to implement appropriate systems within each unit weighs heavily as
well. Corporate culture and overall business strategy are two characteristics that can vary widely among
operating units, especially in global organizations. As these considerations also contribute greatly to
effective performance management programs, companies should provide some flexibility within the
organization to formulate customized performance management programs.
Information from secondary literature suggests that global organizations follow the steps presented below
and on the following page to maximize performance management effectiveness across global business
units.12
12
Corporate Leadership Council, Global Performance Management, Washington: The Advisory Board Company,
December 1997: pages 5-6.
SUCCESSFUL PERFORMANCE MANAGEMENT PRINCIPLES PAGE 26
OCTOBER 1998
13
Global Performance Management, page 5.
SUCCESSFUL PERFORMANCE MANAGEMENT PRINCIPLES PAGE 27
OCTOBER 1998
Topic Summary
While 360-degree reviews offer organizations numerous advantages over traditional
supervisor-subordinate appraisal processes, linking such feedback to compensation and
promotion decisions creates difficulties due to rater bias. Companies attempting to utilize
multi-rater reviews for personnel/promotion decisions should first implement the system for
developmental purposes. As the workforce grows increasingly comfortable and trusting of the
process, organizations can begin a slow transition to 360-degree appraisal.
Utilization of 360-degree feedback is increasing within performance management systems due to the
numerous advantages it provides to organizations. However, such systems are not without drawbacks,
and become complicated when companies attempt to link multi-rater information to compensation.
Presented below are details concerning 360-degree feedback that corporations should consider prior to
implementing such a system.
14
Lepsinger, page unknown.
SUCCESSFUL PERFORMANCE MANAGEMENT PRINCIPLES PAGE 28
OCTOBER 1998
Despite these obstacles, considerable debate exists concerning the appropriate application of
360-degree reviews. During the course of research, three major approaches emerged
regarding the link between multi-rater evaluation and compensation; these approaches are
presented graphically below and are described on the following pages.
15
Lepsinger, page unknown.
SUCCESSFUL PERFORMANCE MANAGEMENT PRINCIPLES PAGE 29
OCTOBER 1998
“I will do everything I can to make sure that 360-degree reviews are never used as part of our
appraisal system, performance evaluations, hiring or promotional criterion.”
Companies embracing this approach strongly believe that the only purpose for 360-degree reviews is for
the identification of developmental needs. In fact, one of the earliest champions of 360-degree feedback,
Greensboro, North Carolina-based Center for Creative Leadership, requires that its clients sign a
statement stipulating that the feedback will not be used to determine pay, promotion or termination.16
Five companies contacted in the past Corporate Leadership Council brief entitled 360-Degree Reviews:
Implementation (January 1998) utilize 360-degree reviews for development purposes only; the most
salient reasons proposed by interviewed individuals for restricting their use are listed below.
Ø Use for personnel decisions may decrease validity of rater response—If raters know that
their feedback will be used for compensation/personnel decisions, they may unconsciously
alter that information for fear that negative comments may impact the recipient’s
promotional opportunities. A previously interviewed human resources development
consultant firmly believes that “using 360s for anything but developmental purposes is out of
the question. It would most certainly affect the how people rate others as well as deter
participation.”18
Ø Encourages raters to “game the system”—In addition to the inadvertent bias presented
above, raters may deliberately use invalid rating systems and provide responses that are
uniformly at the top or bottom of the scale for purposes of friendship or competition, as the
examples below illustrate.
Ø Friendly alliances or personal vendettas may cause inordinately positive or negative
feedback
Ø Employees rating coworkers who are eligible for similar promotions may furnish
negative evaluations
16
Robert Carey, “Coming Around to 360-Degree Feedback,” Sales and Marketing Management (March 1995): 56+.
17
Corporate Leadership Council, 360-Degree Reviews: Implementation, Washington: The Advisory Board Company,
January 1998: page 7.
18
ibid, page 7.
SUCCESSFUL PERFORMANCE MANAGEMENT PRINCIPLES PAGE 30
OCTOBER 1998
Organizations explain that evaluating the performance of multiple employees naturally creates a
situation for comparison. Rather than utilize performance measurement purely for
developmental purposes, some companies choose to take advantage of this situation and
incorporate feedback into compensation decisions.
Significant debate exists surrounding the use of 360-degree results as criteria for personnel decisions;
nonetheless, a recent study reported that despite this controversy 90 percent of companies with such
processes use them for a variety of purposes including merit increases and promotions.19 Arguments
supporting this trend include the following:
Ø Increased credibility and validity—Assessment research shows that multi-rater systems such
as 360-degree reviews are more accurate, credible and predictive than single-rater systems
1. Conveys to employees the high regard that the organization holds for
corporate values
2. Increases the likelihood that significant change will result from the feedback
19
Don L. Bohl, “360-Degree Appraisals Yield Superior Results,” Compensation and Benefits Review (16 September 1996):
page 16.
SUCCESSFUL PERFORMANCE MANAGEMENT PRINCIPLES PAGE 31
OCTOBER 1998
“In organizations that elect not to begin implementation with development-only feedback,
participants are less optimistic and less interested in providing valuable information.”
Many organizations elect to initiate 360-degree reviews for development purposes with the intention of
transitioning their use for other purposes such as appraisal, compensation and hiring decisions.
Incremental adoption of the process allows participants to become familiar with the tool as well as gain
experience in providing feedback to supervisors, direct reports and peers. Examples of companies that
have made this transition are presented below.
Certainly, companies can successfully implement 360-degree reviews with performance management
goals; however, as mentioned previously, any organization attempting to do so should be aware that the
path to success is filled with many obstacles. Literature suggests that companies heed the following
advice when developing a performance management system:
¨ Ask raters to support their evaluations—Anecdotal evidence will be more valuable to the
ratee and will increase the likelihood that the information is valid
¨ Customize assessment instruments to core competencies—Generic assessment tools usually
not specific enough to support compensation decisions
¨ Ensure collection of relevant data—Focus on behaviors and outcomes that raters are able to
judge
¨ Involve people—Make employees a significant part of the development of the system in order
to strengthen their commitment to the system
¨ Move slowly and start small—Gradually move from development to performance appraisals,
starting first with pilot groups
¨ Train ratees—Acknowledge that proper reception of information is as important as proper
provision
¨ Train raters—Increasing raters’ observation skills will lead to more concrete, reliable and
valid information
To conclude, both developmental and appraisal reviews involving multi-rater feedback possess positive
and negative implications; these characteristics are summarized in the table below.
600 New Hampshire Avenue, N.W. · Washington, DC 20037 · Telephone: 202-672-5600 · FAX: 202-672-5700
BIBLIOGRAPHY
Campbell, Robert B. and Lynne Moses Garfinkel. “Strategies for Success.” HRMagazine
(June 1996): 98-104.
Egan, Gerard. “A Clear Path to Peak Performance.” People Management (18 May 1995): 34-37.
Mailliard, Karen. “Linking Performance to the Bottom Line.” HRFocus (June 1997): 17-18.
Smith, Brien N., et al. “Current Trends in Performance Appraisal.” SAM Advanced Management
Journal (Summer 1996): 10-15.
Mohrman, Allan M., Jr. and Susan Albers. “Performance Management is ‘Running the Business’”
Compensation and Benefits Review (July/August 1995): 69-75.
Moravec, Milan. “Bringing Performance Management Out of the Stone Age.” Management Review
(February 1996): 38-42.
Rummler, Geary. “In Search of the Holy Performance Grail.” Training and Development
(April 1996): 26-32.
Lawler, Edward E., III. “Performance Management.” Compensation and Benefits Review
(May/June 1994): 16-19.
Lepsinger, Richard and Anntoinette D. Lucia. “360-Degree Feedback and Performance Appraisal.”
Training (September 1997): 62-70.