PERFORMANCE MONITORING IN PERFORMANCE MANAGEMENT

Performance monitoring is a crucial aspect of performance management which involves tracking

and measuring performance to achieve goals and objectives. It is aimed at ensuring that
organizational goals and individual performance are aligned and achieved effectively. In other
words, it is like keeping an eye on how things are going in a performance management system.
This involves tracking and evaluating employees' performance against set goals and standards to
ensure high performance.

Tools and techniques used in performance monitoring

Interviews and interview guide: This is a tool is usually conducted one-on-one by an interviewer
who asks an interviewee about their knowledge, experiences, feelings, perceptions, and
preferences on a certain topic. Therefore, this involves interviewing employees on the progress
and performance in accordance to the standards or objectives set.

Meetings: This involves regular meetings with employees on a one-on-one basis in order to
discuss progress on tasks with the employees. It gives them an opportunity to talk about their
challenges that they might be facing and to find solutions in time. Regular feedback promotes
feedback and strengthens relations between employees and employers.

Performance monitoring software: This tool is designed to help organizations monitor, manage,
and improve the performance of their employees, teams, and overall business processes. This
makes the process of monitoring simpler because the software sets goals, provides feedback,
analyzes performance data and automatically tracks progress regarding the attainment of these
goals. Examples include

Observation tool: This is where a trained observer or person observes what is happening directly
and records data based on what they see, hear or touch. This is usually based on a guided
protocol and this may include observation of skills based performance among others.

360-degree feedback: This is a component of the performance management process whereby

evaluations of employee performance are collected from supervisors, subordinates, peers, and
customers. These tools include survey monkey, spider gap and qualtrics.
Process of performance monitoring

Case Study: Uganda Christian University is a Learning Institution that uses lecturers to pass
down information to students. The overall vision is “To be a centre of excellence in African
Christian inspired public policy research, analysis and talent training in Sub-Saharan Africa and
beyond.

Set clear goals and objectives. Under this step, we first define specific, measurable, achievable,
relevant and time-bound goals. Align goals with organizational vision and strategy.

Identify key performance indicators. Choose metrics that accurately measure progress towards
goals, select a mix of lead and lag indicators and ensure Key performance indicators are
quantifiable, relevant and feasible to track. KPI’s for lecturers at UCU are Students performance,
attending lectures, submitting students marks on time.

Data collection and analysis. Gather data related to the defined metrics. This can be done through
various means such as automated software tools, surveys, observations, or manual recording.
After analyze data using analytical tools and techniques, looking for patterns, deviations and
insights that indicate performance, for example statistical analysis, trend analysis among others.
Sources include manual records of attendance, and whether lecturer completed syllabus,

Set performance standards. Define target values or ranges for each key performance indicator,
establish thresholds for acceptable performance and also consider industry benchmarks or best
practices when setting standards. Examples of performance indicators are teaching students and
attending classes physically and online with the ratio of 70:30 respectively, effective
communication, maintaining a professional relationship, and giving tests and coursework.

Monitor and track performance. After setting performance standards, monitor and track
performance by regularly collecting and analyzing new data, compare results to established
standards and goals and also identify areas of strength and weakness and track weakness and
track progress over team. Lecturers performance can be tracked by students evaluation,
observation (e.g via cameras), comparing student results during senate meetings.
Provide feedback. This ensures employee involved because through sharing the performance
results with individuals it provides room for improvement because an employee will get to know
their strengths and weakness hence improving their performance.

Take corrective action. In this stage, performance issues or gaps are addressed, strategies and
resources are adjusted as needed. This could be through training the lecturers on more convenient
ways of improving their teaching techniques for better student results (i:e conducting training
sessions giving lecturers updated knowledge on the new learning systems)

Review and refine the process. This is done by regularly assessing the effectiveness of the
performance monitoring process, gathering feedback from stakeholders and refining the process
to improve its efficiency.

Recognition and Rewards. Recognizing and rewarding good performance is vital to motivate
employees and reinforce positive behaviors. This can be done through formal rewards such as
bonuses and promotions or informal recognition such as verbal praise and acknowledgment.

Benefits of performance monitoring

Performance management leads to increased productivity because employees are aware that their
performance is being monitored, therefore aiming for high scores and the benefits that come
from high performance.

There is enhanced quality of production for example quality goods, services among other
because of improved performance and early identification of errors or mistakes that need to be
corrected in time during performance monitoring.

Alignment of activities and outputs with the strategic goals of the organization is achieved in a
way that during performance monitoring employees are monitored and evaluated to see that they
are performing according to the set goal and aligning with them.

Informed decision making; data gathered during monitoring is used to make decisions on the
altering of processes, allocation of time and resources, the need for planning for training.
Identify gaps of performance is another benefit of performance management in a way that during
monitoring weaknesses of different employees are identified and later on help in identifying and
designing of the training programs to get rid of the weaknesses and improve their skills and
knowledge.

Linking performance to rewards so that high performers are recognized. Recognition motivates
other staff to work harder so that they can perform well.

Employee feedback which leads to retention because employees are more willing to work when
they know where and how they are performing well or poorly.

There is continuous improvement through performance monitoring because there is continuous

tracking of performance that allows for identification of gaps and implementing strategies to
address them.

GIVING AND RECEIVING OF FEEDBACK

Giving and receiving performance feedback is a captivating topic because it plays crucial role in
personal and professional and growth and fosters a culture of continuous improvement.

Principles and guidelines of giving feedback

Purposeful. Clearly define the purpose of the feedback why you are giving the feedback and
what it’s about and meant to achieve.

Be Specific and objective. Feedback should be based on specific examples and objective data
rather than generalizations or subjective opinions. This helps employees understand exactly what
behaviors or outcomes need to be addressed.

Be timely. Provide feedback as close to the event or behavior as possible. This helps ensure that
the context is fresh in everyone's mind and can make the feedback more relevant and actionable.

Accuracy. Deliver feedback with respect and empathy. Ensure feedback is correct and reliable,
double-checking facts and data before sharing. This ensures that no misleading feedback is given
to people.
Be Constructive and Solution-Oriented. The goal of feedback is to facilitate improvement.
Therefore, it should be constructive and include practical suggestions for how employees can
enhance their performance.

Balanced both positive comments and constructive criticism. Start with positive feedback, then
discuss areas for improvement, and end on a positive note. Avoid overwhelming the staff
member with too much feedback at once. Allow the staff member to respond to the feedback.

Ensure Privacy: Give feedback in a private setting to avoid embarrassing the recipient and to
create a safe space for discussion.

Focus on Behavior and Results, Not Personal Traits. Feedback should target specific behaviors
and outcomes rather than personal characteristics. This makes it easier for employees to accept
and act upon the feedback without feeling personally attacked.

Use the "SBI" Model: Situation-Behavior-Impact. Describe the situation, the behavior observed,
and the impact it had. For example, "In yesterday's meeting (Situation), you interrupted several
times (Behavior), which made it difficult for others to share their thoughts (Impact)."

Be Respectful and Empathetic: Approach feedback with empathy and respect for the recipient’s
feelings and perspective.

Principles and guidelines of receiving feedback

Receiving feedback effectively is as important as giving it. Employees should adhere to the
following principles to make the most out of the feedback they receive:

Listen attentively. Pay attention to the feedback without interrupting. Show that you are engaged
and willing to understand. This demonstrates respect and openness to the feedback.

Stay Open-Minded. Approach feedback with an open mind and a willingness to learn.
Understand that feedback is an opportunity for growth, not a personal attack.

Ask Clarifying Questions. Seeking clarification on any unclear points ensures that employees
fully understand the feedback. This also shows engagement and a willingness to improve. Ask
questions to ensure understanding seeking specific examples or details to clarify the feedback.
Avoid Defensiveness: Try not to become defensive or dismissive. Instead, consider how the
feedback can help you improve. Remember, the goal is to develop and get better.

Reflect on the Feedback. Taking time to reflect on the feedback helps employees internalize it
and identify specific actions they can take to improve their performance.

Acknowledgement. Recognize and accept feedback graciously, expressing appreciation for the
feedback provider’s insight and time.

Follow-Up: After implementing changes, follow up to discuss progress and seek additional
feedback. This shows commitment to improvement and helps in building a continuous feedback
loop.

Following up feedback

Following up on feedback is a crucial yet often overlooked aspect of the feedback process. It's an
exciting area to explore because it highlights the importance of accountability, continuous
improvement, and relationship-building. Here are some key principles and steps for effectively
following up on feedback

Principles for Following Up on Feedback

1. Demonstrate Commitment: Following up shows that you take the feedback seriously and are
committed to making improvements. This helps build trust and credibility.

2. Set Clear Goals: Based on the feedback received, set specific, measurable, and achievable
goals. This provides a clear direction for your efforts and allows for easier tracking of progress.

3. Create an Action Plan: Develop a detailed plan outlining the steps you will take to address the
feedback. This plan should include timelines, resources needed, and any support required from
others.

4. Regular Check-Ins: Schedule regular check-ins with the person who provided the feedback to
discuss your progress and any challenges you might be facing. This ongoing dialogue helps keep
you accountable and provides opportunities for additional guidance.
5. Seek Additional Feedback: Use the follow-up meetings as an opportunity to seek further
feedback on your progress. This can help you fine-tune your approach and make necessary
adjustments.

6. Celebrate Milestones: Acknowledge and celebrate small wins and milestones achieved along
the way. This positive reinforcement can keep you motivated and focused.

Steps for Following Up on Feedback

1. Summarize the Feedback: After the initial feedback session, summarize the key points and
share this summary with the feedback provider to ensure mutual understanding.

2. Develop an Action Plan: Based on the feedback, create a detailed action plan with specific
steps and timelines. Share this plan with the feedback provider for their input and approval.

3. Implement Changes: Start working on the action plan, making the necessary changes and
improvements. Keep track of your progress and any obstacles you encounter.

4. Schedule Follow-Up Meetings: Set dates for follow-up meetings to discuss your progress.
These meetings can be weekly, bi-weekly, or monthly, depending on the nature of the feedback
and the goals set.

5. Prepare for Follow-Up Meetings: Before each follow-up meeting, review your progress and
prepare to discuss what has been accomplished, any challenges faced, and the next steps.

6. Discuss Progress: During the follow-up meetings, provide updates on your progress, seek
additional feedback, and discuss any support or resources needed to continue improving.

7. Adjust the Action Plan: Based on the feedback received during follow-up meetings, make any
necessary adjustments to your action plan. This ensures that you stay on the right track and
continue to make meaningful progress.

8. Reflect and Document: After each follow-up meeting, take time to reflect on the feedback and
document any new insights or action items. This helps you stay organized and focused.
REFERENCES

https://epgp.inflibnet.ac.in/epgpdata/uploads/epgp_content/S001610/P001767/M023856/ET/
1507204760Mod14PerformanceMonitoringText.pdf

Pulakos E.D (2004) Performance Management.

Talluri S (2022) A methodology for monitoring system performance.

Larson, J. R., & Callahan, C. (1990). Performance monitoring: How it affects work
productivity. Journal of Applied Psychology, 75(5), 530–538. https://doi.org/10.1037/0021-
9010.75.5.530

https://empmonitor.com/blog/why-is-performance-monitoring-important/?amp=1

https://uwaterloo.ca/centre-for-teaching-excellence/catalogs/tip-sheets/receiving-and-giving-
effective-feedback

https://www.linkedin.com/pulse/seven-principles-giving-feedback-gerard-o-donovan