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91
Chapter 7
Appraising and Managing Performance
CHAPTER OVERVIEW
An important function of effective management is accurate measurement of employee
performance. This chapter discusses the foundation, design, and implementation of
performance measurement systems. In addition, it describes the principles of effective
performance management so that the reader will have an understanding of how to create a
positive appraisal environment.
CHALLENGES
After reading this chapter, students should be able to deal more effectively with the
following challenges:
1. Explain why performance appraisal is important and describe its components.
2. Discuss the advantages and disadvantages of different performance rating
systems.
3. Manage the impact of rating errors and bias on performance appraisals.
4. Discuss the potential role of emotion in performance appraisal and how to
manage its impact.
5. Identify the major legal requirements for appraisal.
6. Use the performance appraisals to manage and develop employee
performance.
ANNOTATED OUTLINE
CHALLENGE 1
Explain why performance appraisal is important and describe its components.
CHALLENGE 2
Discuss the advantages and disadvantages of different performance rating systems.
C. Measuring Performance
D. Measurement Tools
The formats that are most common, legally defensible, and promising can be
classified in two ways: (a) by the type of judgment required, and (b) by the
focus of the measure. First, appraisal systems based on relative judgment ask
the supervisor to compare an employee's performance to the performance of
other employees doing the same job. Absolute judgments ask the supervisor
to make judgments about an employee's performance based solely on
performance standards. Second, performance measurement systems can be
classified by the type of performance data they focus on including trait data,
behavioral data, or outcome data.
There is no single best appraisal format. Each approach has positives and
negatives concerning administration, development, and legal defensibility.
The choice of appraisal system should rest largely on the appraisal's primary
purpose.
The choice of appraisal tool relies heavily on the overall purpose of the
appraisal. The appraisal tools also vary based on the source. The source refers
to who is completing the appraisal. The employee could complete a self-
review. There could also be a peer review or a subordinate review of
performance. A tool that includes feedback from all of these sources is known
as 360 degree feedback.
CHALLENGE 3
Manage the impact of rating errors and bias on performance appraisals.
CHALLENGE 4
Discuss the potential role of emotion in performance appraisal and how to manage
its impact.
CHALLENGE 5
Identify the major legal requirements for appraisal.
CHALLENGE 6
Use the performance appraisals to manage and develop employee performance.
B. Performance Improvement
Because formal appraisal interviews typically are conducted only once a year,
they may not always have a substantial and lasting impact on worker
performance. Thus, supervisors who manage performance effectively
generally share four characteristics.
After discussing and agreeing upon the causes of performance problems, the next
step is to put into place a plan to control the problem.
Most students will indicate that ARCO Transportation appraises performance based
on job behavior. Trait appraisal instruments ask the supervisor to make
judgments about worker characteristics (e.g., decisiveness, reliability, energy, and
loyalty) that tend to be consistent and enduring. Assessments of traits focus
attention on the person rather than on the performance. Behavioral appraisal
instruments focus on assessing a worker's behavior. The rater may be asked to
assess whether the employee exhibits behavior such as "works well with colleagues,
comes to meetings on time, etc." The Behavioral Observation Scale (BOS) allows
the supervisor to record how frequently certain behaviors occur. Outcome
appraisal instruments ask the managers to assess the results achieved by workers.
The most prevalent approaches are the MBO and naturally occurring outcomes.
The subjective nature of most appraisals has led many to conclude that such
appraisals are full of errors. However, objective data may be less effective
performance measures than subjective ratings because outcome measures—
although objective—may not accurately represent an employee's contributions. A
good example of this may be the employee who does an outstanding job of dealing
with and compensating for defective materials that are received. Production itself
may be down because of these materials, but if it were not for this employee's
efforts, production would have been much lower. Using objective measures may
also have the effect of narrowly focusing a worker's attention on particular
outcomes, with a negative effect on other facets of performance. For example,
workers concentrating on quantity may neglect quality and follow-up service, to the
long-term detriment of the organization.
Students' answers will vary. Most will agree that there is no single best appraisal
format. Each approach has positives and negatives with respect to administration,
development, and legal defensibility. While the choice of appraisal system should
rest largely on the appraisal's primary purpose, rating formats make little difference
in the actual ratings that are obtained.
The most important influence on rating quality is the rater's ability and motivation.
Characteristics such as the rater's intelligence, familiarity with the job, and ability to
separate important from unimportant information influence rating quality.
Comparability refers to the degree to which the values of ratings given by various
supervisors in an organization are similar. The comparability issue is concerned
with whether supervisors use the same measurement yardsticks.
Most students would say that the manager is likely to use a political approach to
appraisal. The rational perspective assumes that the value of each worker's
performance can be at least estimated. The political perspective assumes that the
value of a worker's performance depends on the agenda, or goals, of the supervisor.
The political approach holds that performance measurement is a goal-oriented
activity and that the goal is seldom accuracy. See the chart below for the
distinctions between the two perspectives:
While students may have differing opinions on this topic, research shows that that
giving and receiving feedback about performance, when conducted in a professional
and effective manner, is critical to organizational development. However, poorly
executed performance appraisals can have a damaging and long-lasting effect on the
organization. , and Oorganizations must take care to ensure that managers are
equipped with the tools needed to communicate performance appraisals to
employees in a manner that will address performance issues as well as facilitate
development.
8. You're the owner of a 25-employee company that has just had a fantastic year.
Everyone pulled together and worked hard to achieve the boost in company profits.
Unfortunately, you need to sink most of those profits into paying your suppliers. All
you can afford to give your workers is a 3 percent pay raise across the board. At
appraisal time, how would you communicate praise for a job well done coupled with
your very limited ability to reward such outstanding performance? Now assume
you can afford to hand out some handsome bonuses or raises. What would be the
best way to evaluate employees when everyone has done exceptional work?
This question places students at the heart of the appraisal dilemma for many
managers and employees, i.e., how to reward good performance when money is
tight. The students may creatively suggest certain non-monetary rewards such as
job security, no decrease in the benefits package, good working conditions, etc.
The company may also communicate that the 3 percent is a good increase when
compared to what they would have received (no increase or even givebacks)
without everyone pulling together to increase profits. But most of all, if everyone
has done exceptional work, their appraisals should clearly reflect that their
performance has been exceptional. If the company can afford to give handsome
bonuses or raises, most would agree that everyone should receive "exceptional"
pay. Since the entire workforce pulled together to achieve higher profits, some
students would recommend or suggest evaluating, then rewarding groups or teams
of employees for their contributions to the "fantastic year." Others would suggest
across-the-board bonuses with everyone receiving the same lump sum. Still others
might suggest large, healthy increases in everyone's base pay. Discuss the pros and
cons of each.
Students will be split on this answer. Some will want to use a safer measurement
approach as to treat all employees the same under the system. Others will want to
Formatted: Font: (Default) Times New Roman, 12 pt
use a more relative approach. Some student will express their suspicion with
either approach.
4. Can you devise an absolute rating system that would guarantee
differentiation among workers? Why or why not?
A few students might have an interesting approach to solving this controversial
issue. Most will see that there are no guarantees when it comes to evaluating
workers and their performances. The system, after being devised, still has to be
interpreted which leaves room for different points of view when ranking.
1. Innovator, technical expert, and team leader are some possible roles that
may be common in the workplace. What other roles and additional measures do you
think would be useful for role-based appraisal?
This would depend on the roles that a person might undertake. Other roles might
include team leader, communicator, troubleshooter, etc. For each of those roles,
measures might be developed forof traits expected such as delegating, planning,
coaching, directing, etc., for the team leader.
2. Rafael wants to put more emphasis on being a team player while Sarah wants
to delve into making creative contributions for the coming appraisal period.
However, both need to continue to perform their job functions.
a) Design a system that would allow people a choice in what they do and, thus, have
flexibility in what they are held accountable for.
Systems may take many different designs. Be open-minded, and look for how well
they meet the requirements.
b) Do you think people should be given the chance to place greater or lesser weight
on various roles they might play? Why or why not?
As always, which side a student takes on an issue like this is not as important as
how well she or he supports that position. Look for good issues like the need for
employees to develop all their traits and not just to play to their strengths.
If the jobs in an organization are broad and people in those jobs perform a wide
variety of roles, the role-based system offers an opportunity for a better analysis of
performance. Employees should be more pleased to be evaluated on what they
were actually expected to do. The organization gains better information and,
hopefully, better morale.
Answers will vary. These answers will likely hinge on the individuals’
perceptions of how they are viewed in the organization. Those who feel their
manager “likes them” would prefer a written evaluation; those who feel their
manager “doesn’t like them” might prefer the “unbiased” computer evaluation.
Human nature dictates that individuals will prefer the method that will provide
them the best opportunity to be evaluated positively. Discussion should focus on
this issue and the level of fairness associated with such a decision.
The advantages to using this type of software include the ease of an electronic
system to relieve the administrative burden of paperwork,; increased objectivity,;
and the convenience and efficiency of the system. While the suggestion of
managers being able to blame a poor review on the software is convenient,
managers who are doing an effective job of performance appraisals will appreciate
the user-friendliness of these systems and will view them as a tool to help them to
develop individuals who report to them.
The disadvantages are is that because of the ease of the use of the system,
participants, in providing feedback, may move through the responses quickly in a
“point and click” mode and neglect to put the appropriate amount of thought
required into the questions.
3. What rational and political disadvantages are associated with the use of
electronic performance review?
4. Given your answers to the previous questions, would you recommend the use
of electronic performance reviews? Justify your position.
While the costs for implementing an online performance appraisal system may at
first seem daunting, the benefits in such a system can improve the efficiency of
the organization from an administrative standpoint. As mentioned, the automated
aspect of the system reduces the need to have the clerical support necessary to
administer traditional systems, and there is a clear value to that component of the
process. However, the elements of the system that will not be impacted in terms
of cost savings are those areas that require the direct investment of time by the
manager and employee in terms of their involvement and interaction. Creation of
goals and objectives; the time allocation required for the performance appraisal
Students’ answers will vary but most will probably say that there are times when
having ethics as part of the performance appraisal is useful. Doing so sets a standard
of expected behavior and rewards (or not) employees for making ethical decisions
that the organization values. It shows employees how serious the company is about
maintaining an ethical organization.
Answers will vary but the disadvantages may include the following: it is hard to
measure sometimes the quality of a person’s ethical decision making and therefore
evaluating this can be difficult, managers may feel uncomfortable about evaluating
individuals ion this area and it can be difficult to translate an organizational-level
value to an individual-level standard of behavior.
Responses will vary but it is important that the students discuss that the process
should be related to the overall strategy of the organizational and that the behaviors
employees will be rated on are clear and observable. The steps may include: 1) job
analysis to identify the parts of the job that ethics is the most related too, 2) design
how the system will measure ethics, 3) train managers how to use the system, 4)
implement it, and 5) evaluate its effectiveness.
Students should have some differing opinions on this, especially with the example
of economic factors. You might expect some students to argue that employees
should only be evaluated and paid according to performance that they are able to
control. Others might take the position that when sales are down, the company
suffers, that it is unreasonable to expect that the company can shield the employees
from such conditions, or that economic downturns might result in layoffs if it were
not for the commission compensation plans. Help students as they struggle with
understanding the other point of view.
Performance appraisal is a management tool. As such, managers often use the tool
to benefit themselves or the company. For example, a manager may use overly
positive performance ratings as a reward for someone who spearheaded a project
for the manager. Likewise, a manager may use overly harsh ratings as punishment
for someone who objected to a project the manager promoted. Do you think such
use of the appraisal system is acceptable? Why?
Working individually or in groups, develop a graphic rating scale for the following
jobs: secretary, engineer, directory assistance operator.
Job characteristics may include, but not be limited to: Secretary–--quantity of Formatted: Normal, Left, Indent: Left: 0", First line: 0",
Tab stops: Not at 0.25" + 1" + 1.5" + 2" + 2.5" + 3" +
work, frequency of errors, attendance, and initiative; Engineer–--initiative, significance 3.5" + 4" + 4.5" + 5" + 5.5" + 6"
of contribution to the organization, problem-solving skills, frequency of errors, and
communication skills; Directory Assistance Operator–--speed, attendance, accuracy, and
friendliness. In each case, the students should come up with a defining statement that
clarifies what the job characteristic means.
Students should review the section on the forced distribution method and describe
how the use of this method would impact the rating of their college professors.
If you had the class conduct a job analysis and create a job description for an
instructor in Chapter 2, it would be helpful to refer to that to help identify what kinds
of behavior and tasks the instructor should be doing. This will give a good basis for
students to observe and watch for critical incidents. If they find critical incidents that
are not based in these other documents, it will be a good opportunity to go back and
review how all this ties together and that we haven't communicated to the instructor
in the job description these behaviors or tasks that they are now wanting to rate them
on.
1. Students should develop their own tool for appraising the performance of an
instructor. Look for them to apply concepts discussed in this chapter.
2. Students should present their tools to the class. How similar are the tools? Do they
all measure about the same factors? Which factor appears most often? Which do you
think is the most effective tool? Encourage students to reflect on the factors that they
chose, or did not choose. Share your perspective on what makes good teaching.
Questions:
1. What does the coach do right in his communication with the team?
2. What steps of an effective performance appraisal is the coach following?
3. How might the group performance appraisal differ from the individual one?
4. This example is unusual in that the performance appraisal is given to an
entire team at once. How might the appraisal differ if only the quarterback
were present?
Analysis:
This clip makes several points about performance appraisal interviews; especially about
effective communication during performance appraisal interviews and the characteristics
of a good performance appraisal interview. There are at least two important aspects of
this clip. First is the coach’s communication style. Notice the way McGinty listens and
helps the group understand Falco’s comments. He also opened the floor with an open
question: “What are we afraid of?” The clip also shows the first two characteristics of an
effective performance appraiser: First, the coach explores the cause of the performance
problem. Second, he directs attention to the cause of the problem. Notice that he doesn’t
micro-manage the team. He doesn’t talk about what when wrong at each play. Instead, he
tackles the big issue.
FROM A PHOTOGRAPH BY
ANDERSON, ROME
Tell these knights and citizens of Segovia that I am Queen of Castile and this city
is mine.... I need not laws nor conditions, such as they would impose, to enter into
my own.
Then with the Count of Benavente and the Cardinal of Spain, one
on either side, she rode through the gate of San Juan and so to the
Alcazar. Behind her surged the crowd, crying death to the Marquis
and his adherents. So threatening was their attitude that the
Cardinal of Spain begged her for her own safety to have the doors
tightly closed and barred; but she, bidding them stay within, went
out alone to the top of the staircase overlooking the big courtyard. At
her command the gates were flung wide, and the mob surged
through them, howling and gesticulating, but at the sight of the
Queen their cries died away to silence.
“My vassals, what do you seek?” she demanded, “for that which is
for your good is for my service, and I am pleased that it should be
done.”
One of the crowd, speaking for the rest, begged that Andres de
Cabrera might no longer have command of the Alcazar.
“That which you wish, I wish also,” answered the Queen.
She then bade them go up at once to the towers and walls and
drive out all who were in possession, whether of Cabrera’s following
or the actual rebels who had since occupied the place.
“I will entrust it,” she added, “to one of my servants, who will
guard both his loyalty to me and your honour.”
Her words put an end to the rebellion for, both Cabrera’s
adherents and the insurgent leaders being suppressed, the city
remained quiet, and Isabel was able to enquire into the true facts of
the case. This resulted in the punishment and dismissal of various
minor officials, but the Marquis of Moya, whose conduct was cleared,
was restored to his responsible post.
When Ferdinand returned from Biscay, the sovereigns, after a
short time together, were separated once more; he remaining in the
north to watch over the affairs of Aragon and France, while she went
south to Estremadura and Andalusia. The civil war was practically at
an end. Here and there some strongly fortified place still floated the
Portuguese standard; or the nobles, like wild horses bridled for the
first time and unable to believe themselves mastered, chafed in
secret conspiracies or flamed into spasmodic rebellion. The history of
their suppression is connected rather with the work of reconstruction
than of actual warfare. For the moment this one change, effected by
the sovereigns’ methods, challenges our attention,—that the great
cities of the south, lately the scenes of chronic feuds and rebellions,
were turning again to be the centres of civilization and justice for
their neighbourhoods.
SEGOVIA, THE ALCAZAR
It was in Seville, whose streets had often run red in the faction
fights of the Duke of Medina-Sidonia and the Marquis of Cadiz, that
Isabel made her headquarters; and here on the 30th of June, 1478,
the long-hoped-for heir to the kingdoms of Castile and Aragon was
born. John, Prince of Asturias, opened his eyes on a world of fairer
prospects than the dangers and doubts that had hung about his
sister’s cradle. Not only within their own territories but elsewhere in
Europe the sovereigns had begun to make their power felt, and as
their influence grew that of Alfonso of Portugal diminished.
His journey to France, so magnificently conceived, had ended in
even greater ignominy than the rest of his castles in Spain; perhaps
because Louis XI., so necessary a persona of his drama, utterly failed
to play the part assigned to him. Alfonso’s reception at Orleans had
been all that his heart could desire; citizens had bowed themselves
before him, the torchlit streets had been hung with tapestry, feasts
and music had entertained him at his lodging. From Orleans he
passed to Tours and here Louis XI. met him, and the two sovereigns
affectionately embraced. They declared that the one hour in their
lives for which they had always longed had come; but when they
descended to business the French King showed himself coldly obtuse
to his companion’s eloquence. He admitted the heinousness of
Isabel’s offence, but protested that he had already shown his
indignation by his invasion of Biscay and Guipuzcoa. At present he
was too fully occupied with his quarrel with Charles of Burgundy to
do more, but when that was settled he would have his hands free to
embark on wider schemes. Besides by that time Alfonso would have
obtained the dispensation for his marriage and so stand on far surer
ground. It would be as well for all concerned to have Joanna’s claims
acknowledged by the Papal Court.
The King of Portugal was in no position to apply pressure and
could only wait in blind trustfulness for the fulfilment of these hints.
He on his part did his best to carry out the conditions suggested; and
messengers were sent at once to Rome, who, mainly through French
influence, wrung the desired bull from Sixtus IV. Fortune seemed to
throw her weight into his scales, for in January, 1477, Charles the
Bold was killed at Nanci, and Alfonso now looked eagerly for his ally
to turn his attention to Spanish affairs.
PRINCE JOHN, SON OF FERDINAND
AND ISABEL. (FUNERAL EFFIGY.)
You received your sceptre [he said] from the hands of the Most High God ... at a
time when the flames of civil war burned fiercely and the rights of the community
were well-nigh lost. Then were our swords employed, not to defend the boundaries
of Christendom, but to rip up the entrails of our country. Enemies at home drank
greedily the blood of our citizens; he was the most esteemed among us who was the
strongest in violence; justice and peace were far removed.
The citizens and artisans and all the poor people desirous of peace [says Pulgar]
were very joyful; and they gave thanks to God, because they saw a time in which it
pleased Him to have pity on these kingdoms, through the justice that the King and
Queen began to execute, and because each man thought to possess his own without
fear that another would take it from him by force.