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    British Columbia Institute of Technology: BUSA1305

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    Akshay Mehta
    Module 6

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    British Columbia Institute of Technology: BUSA1305

    Uploaded by

    Akshay Mehta
    38 views14 pages
    Module 6

    Original Title

    Module 6

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    © © All Rights Reserved

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    PDF, TXT or read online from Scribd

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    Module 6

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    38 views14 pages

    British Columbia Institute of Technology: BUSA1305

    Uploaded by

    Akshay Mehta
    Module 6

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    of 14

    BRITISH COLUMBIA INSTITUTE OF TECHNOLOGY

    SCHOOL OF BUSINESS

    BUSA1305
    SUPERVISORY SKILLS
    MODULE 6
    The Appraisal Process and Discipline

    PREPARED BY:

    Leila Rahemtulla

    DATE:

    August, 2000

    The Appraisal Process and Discipline

    2000
    British Columbia Institute of Technology
    Burnaby, British Columbia
    All rights reserved. No part of this module may be
    reproduced in any form, without permission in writing
    from BCIT.

    The Appraisal Process and Discipline

    Table of Contents

    Introduction
    Learning Objectives
    Required Readings
    Module Content
    The Purpose of Appraisals
    The Supervisors Role
    Appraisal Methods
    Hurdles to Effective Appraisals
    Overcoming the Hurdles
    Dealing with Performance Issues
    What is Discipline?
    Basic Tenets of Discipline
    Legal Issues of Discipline

    The Appraisal Process and Discipline

    Introduction

    Another role that the supervisor will need to fulfill


    is to evaluate employee performance. This may be
    done in both formal and informal ways, and result
    in the employee receiving feedback on his/her work.
    Furthermore, if performance is inadequate, a
    supervisor may be required to deal with
    performance issues and administer discipline if the
    situation warrants. This module clarifies these types
    of activities.

    Learning
    Objectives

    After completing this module, you should be able to:

    Explain three purposes of performance


    appraisals.

    Describe the supervisors role in making


    appraisals.

    Identify common appraisal methods.

    List problems in appraising.

    Describe ways in which hurdles to appraising


    can be overcome.

    Define the term discipline.

    List the four most common discipline problems.

    Explain the steps of progressive discipline.

    Describe how the collective agreement may


    affect the disciplining of unionized employees.

    The Appraisal Process and Discipline

    Required
    Readings

    Read Chapters 7 & 14 in course text.


    Module Content

    The Purpose of Appraisals


    A performance appraisal is an evaluation and
    development tool. It allows a supervisor to evaluate
    an employees past performance, to identify
    accomplishments and deficiencies and from that
    develop a plan for future goals and performance.
    The appraisal also provides a written document or
    record of an employees performance so that in the
    case of action, such as discipline, a written record
    exists for reference purposes.

    The Supervisors Role


    A supervisor may evaluate on a formal basis, such
    as during annual reviews, or informally, such as
    during weekly or monthly staff meetings.
    A supervisor may be required to assume the role of
    appraiser, although some organizations also allow
    for staff to self-evaluate or for coworkers and
    customers to participate in some way. Regardless of
    the sources, the supervisor is ultimately responsible
    for ensuring the appraisal is done.

    The Appraisal Process and Discipline

    The appraisal process usually starts by determining


    the employees objectives (refer to MBO in module
    2, or chapter 2 of the course text). Throughout the
    evaluation period, the supervisor provides or
    ensures for feedback and the process usually ends in
    a formal meeting where new goals are developed
    and the review cycle begins again.

    How does your study supervisor handle appraisals?

    Appraisal Methods

    Exercise: Describe the following methods.


    Written Essays

    Critical Incidents

    Checklists

    Graphic Rating Scales

    Behaviourally-Anchored Scales

    The Appraisal Process and Discipline

    Group Order Ranking

    Individual Ranking

    Objectives

    Which do you prefer? Why?

    Hurdles to Effective Appraisals


    Most supervisors hope to evaluate employees in an
    honest and bias-free way. There are a few errors
    that seem to haunt the performance appraisal
    process.
    Leniency error is the tendency to appraise a set of
    employees too high or too low. This can be a
    problem when several supervisors are evaluating, as
    two employees with similar performance may be
    evaluated differently.
    Halo error refers to the tendency to rate an
    individual higher or lower due to the positive or

    The Appraisal Process and Discipline

    negative impact of a specific factor. For example,


    an employee may have excellent customer service
    skills, and a supervisor may let this aspect spill over
    to a higher rating in other unrelated areas.
    Similarity Error is giving special consideration to
    those qualities that the evaluator perceives in
    her/himself. This may be a subconscious ego
    defense mechanism in the evaluator.
    Recency error refers to the tendency to recall the
    most recent performance and weigh it more heavily.
    December ScrambleIs it Recency Error?
    Have you ever felt the rush of employees to meet
    objectives and look good in the last few weeks
    before appraisal time? They may be counting on
    their appraisals lack of long-term memory!

    Central tendency error is the tendency to score


    down the middle. It is the reluctance of an
    evaluator to use the extremes of an appraisal scale.
    Inflationary pressures minimize the difference
    between employee appraisals and push all
    evaluations into the upper end of the scale. They
    can deflate the meaningfulness of the scale and the
    process.

    The Appraisal Process and Discipline

    Overcoming the Hurdles


    Given the hurdles listed above, there are several
    guidelines that can improve the accuracy of
    performance appraisals.
    Exercise: Consider each guideline and explain

    why it improves appraisal effectiveness.


    Continually Document Employee Performance

    Use Behaviourally-Based Measures

    Combine Absolute and Relative Standards

    Use Multiple Raters

    Rate Selectively

    Participate in Appraisal Training

    Dealing with Performance Issues


    If part of the appraisal identifies a performance
    deficiency, a supervisor needs to help an employee
    deal with the issue. If it is a skill or ability problem,

    The Appraisal Process and Discipline

    it may be handled with coaching or training. If it is


    a desire or motivation problem, it may be necessary
    for the supervisor to counsel the employee.
    The fundamental steps to counseling are as follows:

    1. Listen to what the employee has to say.


    Do not turn it into a blame storming
    session. Try to hear the employees side.
    This can be done without having to take the
    employees side of the issue.

    2. Identify the problem. After listening to the


    employee, focus on the behaviour that is
    lacking and thus identify the problem.
    Remember to identify the behaviour and not
    make it a personal attack on the employee.
    This leaves the employees self esteem
    intact.

    3. Clarify alternatives. Develop options that


    may resolve the problem.
    4. Come to a resolution. Decide what is the
    best option with the employee.
    5. Agree on an action plan. Develop a
    concrete action plan. This is a positive way
    to end a difficult conversation. It provides
    the employee with specific areas to work on
    in order to improve performance.

    What is Discipline?
    In some cases, repeated lack of performance
    requires more attention. Discipline is any action

    10

    The Appraisal Process and Discipline

    taken by a supervisor to enforce an organizations


    standards or regulations.
    Discipline tends to start out with mild forms and
    progresses in severity with the number of
    recurrences or with the severity of the infraction
    (progressive discipline). Examples may be going
    from verbal warnings to written warnings to
    suspensions and ultimately dismissal.

    Exercise: Provide examples of behaviours


    worthy of discipline in the following categories.
    Attendance

    On-the-Job Behaviours

    Dishonesty

    Outside Activities

    Basic Tenets of Discipline


    Discipline is not always the answer and in many
    cases there are more positive ways to deal with
    performance issues before they become discipline
    problems. For example, an employee should not be

    11

    The Appraisal Process and Discipline

    disciplined for not having ability or for situations


    that were beyond his/her control. The objective is to
    correct behaviour and in the two scenarios above,
    applying discipline may not help the employee with
    better future performance (and in some cases this
    could be quite detrimental).
    Discipline should be seen as fair and reasonable and
    there should be no surprises, that is, employees
    should be aware of what constitutes inappropriate
    behaviour. Discipline should be preceded by proper
    investigation so that there is credibility in the
    process and the supervisor.
    A supervisor should consider the hot stove rule.

    Exercise: Explain the components of the hot


    stove rule.
    Immediacy

    Advance Warning

    Impartiality

    Consistency

    12

    The Appraisal Process and Discipline

    Furthermore, a supervisor should consider the


    following factors when determining the severity of
    the penalties.

    Seriousness of the problem


    Duration of the problem
    Frequency and nature of the problem
    Employees work history
    Extenuating circumstances
    Degree of warning
    Organizations history of discipline
    Implication to other employees
    Upper management support
    Legal Issues of Discipline
    There can be legal implications to disciplining an
    employee inappropriately. This is why most
    organizations set out clear guidelines for the
    discipline process.
    In Canada, there are three basic ways to dismiss an
    employee:
    1. Dismissal with cause
    2. Dismissal with reasonable notice
    3. Dismissal with reasonable compensation
    In a unionized setting, the disciplinary process is
    usually outlined in the collective bargaining
    agreement. It is important for a supervisor to
    understand the procedure as it has been laid out, as

    13

    The Appraisal Process and Discipline

    not adhering to it can have detrimental


    repercussions to the entire workplace.

    What might these repercussions be?

    Refer to the review questions related to this


    module.
    Please remember Assignment # 2 is due.

    14

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