Mechanics of Performance Management Planning and Creation of PM Document

As managers add performance documentation to their processes, they should keep in mind that these bits of documentation are all part of a profile for each employee. Documentation should be reviewed regularly to look for trends, changes in performance or repeated issues.

Managers should use this documentation to set goals and define challenges. Documentation paints a picture of the employee, one that is worth taking a look at.

Documentation provides management with a guide to improvement. They are able to see areas of weakness, as well as strengths. If performance reviews are consistently showing improvements, perhaps it is time for a raise, promotion or added responsibilities.

If the same negative issues arise with an employee, maybe it is time for a written and verbal warning, or suspension. Documentation should be used as an unbiased tool for improvement.

Documenting performance not only helps management lead, it can help them plan. Documentation allows management to see what path each employee is on. Are they steadily headed for the top, or are they going south?

Documentation will make it clear if an employee is on the path to a termination meeting, or a succession-planning meeting. In the case of highly-skilled or hard to place positions, management might need this information to plan accordingly. Documentation works both ways. Leaders shouldn’t only use this information to properly give employees the boot. They should use it to hone in on their key players and keep them on the right path.

Documenting performance is such an easy way to fortify a positive employer brand, help guide the workforce and protect the organization.

Whether your company is just starting to document performance, or improving this process, it is a worthwhile step to take. No one’s memory is not perfect, nor is it unbiased. Documenting performance helps everyone from judges to managers make better decisions.

Performance reviews and write-ups will also be very helpful in the case of a reduction in force. Although we are in the upswing of the recession, layoffs are still quite common in businesses across the nation.

Having documentation of both the good and the bad can greatly assist in choosing who goes in the reduction in force. Layoffs are a virtual minefield of legal issues. When management has taken the time to properly document each employee’s performance, they are taking steps in guarding the brand and the organization.

A Performance management system is a tool that should be aligned with overall organization goals followed by department goals and individual goals. In other words, the organizational strategic goals should be linked with each activity performed by every department or employee.

Administrative

The performance management system is also set as the deciding factor for employee promotion, demotion, salary increment, transfer, and terminations. It enables to identify the performers, non-performers, or underperformer employees in an organization. It merits the competency and skill level of employees. Hence, it clearly defines the administrative role as well and supports the management decisions.

Communication

It is an effective communication channel to inform employees about their goals, job responsibilities, key deliverables, and performance standards. Further, it is also a structured method to indicate the key areas of improvement required by the employee in order to improvise his performance. In other words, it provides the platform to learn and train on skills, and knowledge for better performance and results.

Developmental

It is the structured method of communicating positive feedback, improvement areas, and development plans. The manager can use various methods like training, mentoring, coaching, etc., and their team members perform better.

Organizational Maintenance

The performance management system is the yardstick for measuring employee, department, and organization achievements and evaluating the performance gaps through various tools and techniques. Hence, it maintains the health of the organization and its performance standards.

Documentation

The performance management reviews, feedback, and forms should be documented and maintained periodically by every organization. It would enable them to look forward, set new targets, design developmental needs, design training and learning programs, and career progression of employees and for the department. Hence, it helps in driving the organizational needs to desirable objectives.