HR Knowledge

Free Letters

Evaluation Procedure

Performance standards and expectations, based on an up-to-date position description, should be clearly communicated to employees at the time of appointment to their position and as they change thereafter.

Employees must encourage participating in the process by providing written comments

on the evaluation form regarding their substandard evaluation. Employees should also receive adequate training necessary to effectively perform the duties and responsibilities of their position.

The following information should be providing to each employee:

Evaluation Ratings

Developing Performance Standards/Expectations and Setting Goals

Completing and Submitting an Evaluation

Substandard Evaluations

Apart from above, the employee should be clear what is expected out of his performance, how well he is doing in his job, what skills / knowledge does he required to achieve the best of his performances, how can he contribute more in achieving the department/ organizational goal.

Likewise, the supervisor should also perform following tasks on regular basis:

a)Provide timely feedback to his team members

b)Communicate the organization and department objective, mission and vision

c)Communicate their expectations in context of performance, behavior and overall objectives

d)Coach the staff on how to achieve job requirements and tasks.

How to do performance evaluation

Establish the right atmosphere: The environment should be appropriate for the performance review. It is preferable to choose either a close room or separate work area because Choose the right time. Look at your work schedule as well as the employee’s. Mid-morning is often considered an ideal time. Select a time other than lunch.

Be in the right frame of mind. Both of you need to be prepared mentally for the session. Set the agenda. Have the self-appraisal and appraisals from others in place. Review position description with employee in advance of evaluation with particular emphasis on the performance evaluation factors included in the description. Evaluate each performance factor independently of all other factors.

The discussion should be friendly but formal. Emphasize good performance and be specific about any unsatisfactory performance.If unsatisfactory performance noted, specify the expected corrective actions and set (duration______) to follow up.Brief your supervisor on the strong and weak performance evaluations of those employees you supervise.

Providing Feedback:

Performance feedback is a type of progress reporting. It gives the supervisor the chance to clarify expectations. Performance feedback needs to be constructive in order for it to be productive.

It tries to reinforce the positive and change the negative. Feedback should be:

  1. Should be specific.
  2. Describing what action or behavior is desired.
  3. Should be timely and / or immediate.
  4. Explaining the effects of the observed and desired acts or behavior.
  5. Focus on behavior or performance - not the person.
  6.  Avoid attacking the individual and making judgments
  7. Explain the results or effect of the action or behavior.
  8. Take time to point out positive behaviors that can be repeated and work with the employee to come up with ways to repeat those behaviors.
  9. Follow up with more feedback and action plans as needed. Administration of Performance Appraisal: An employee's signature on the evaluation form does not necessarily imply agreement with the evaluation, only that the employee has participated in the evaluation. 
  10. Written memoranda documenting performance throughout the year should be attached to the evaluation report.
  11. Performance appraisals should be signed by the Head of the department.
  12. The signed report and the employee's comments and other documents must be filed in the employee's personnel folder and stored in a secure place not  readily accessible by employees.
  13. The personnel file should be made available to the employee upon request but under controlled circumstances to prevent loss of critical documentation.


Subscribe for Newsletter


Learn more about Sub Category


17 Sep, 2023
Human Resource
The collective group of people...

HR full form stands for Human Resource in a company. HR is an abbreviation for 'human resources Both a job title and a well-kn...Read More

13 Sep, 2023
Letter Writing
How to Write a 2 Week Notice &...

How to Write a 2 Week Notice & What Does it Means In a professional world, "Two weeks’ notice" is a most commonly used term w...Read More

28 Jun, 2023
Jobs & Recruitment
Best Job Sites in India

10 Best Job Sites in India for Job Search & Job Post In today's competitive job market, finding the right job can be a daun...Read More

27 Jun, 2023
HR software & Technology
Mastering the Art of Virtual A...

Mastering the Art of Virtual Assistance: A Guide to Becoming a Successful Virtual Assistant In today's digital age, the dem...Read More

23 Jun, 2023
Organization Culture
The Secret of Getting Honest E...

The Secret of Getting Honest Employee Feedback I was at a coffee shop with a friend. She started the conversation with: “I’...Read More

19 May, 2023
Human Resource
Looming Layoffs? Stay in Contr...

Looming Layoffs? Stay in Control with These Job Survival Strategies from Experts Are you feeling the heat at work? Are your...Read More

26 Apr, 2023
Human Resource
Why Do Employees Leave Their J...

Why Do Employees Leave Their Jobs and Strategies to Prevent Quitting? The Resignation of employees quitting their jobs in searc...Read More

20 Apr, 2023
Career & Education
How to Navigate Career Change ...

How to Navigate Career Change Challenges There are many reasons why one would want to change careers. Perhaps in your current j...Read More

19 Apr, 2023
HR software & Technology
5 Ways HR Automation Can Help ...

5 Ways HR Automation Can Help You Better  Manage Your Remote Workforce The modern workplace is evolving at a rapid pace, and a...Read More

10 Apr, 2023
Mastering the Art of CV Writin...

Mastering the Art of CV Writing and Interview Skills In today's competitive job market, standing out from the crowd is cruc...Read More

27 Mar, 2023
Business & Management
Revolutionizing Education: How...

Revolutionizing Education: How Blockchain Is Changing the Game Blockchain technology has the potential to revolutionize the edu...Read More

27 Mar, 2023
13 most important Tips for onl...

Tips for appearing in an Online Interview  Preparing for an online interview is similar to preparing for an in-person intervie...Read More