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Riverside County departments are not required to use computer software
for their reviews, "but it is a management job we have to do, and it
solves the problem of getting the review done on time and with the
proper language," says Dennis Morris, the county's human resources
director. "It's hard to cover all these bases by using a paper form."
Usually with paper-based reviews, employees tend to ignore them, but
with an automated performance review system, supervisors are able to
give meaningful feedback.
Using a step-by-step process, the system prompts managers to rate an
employee's performance in key areas, such as communications, cooperation,
adaptability, dependability, initiative and job knowledge.
Based on the manager's rating, the program generates supporting
evaluation text. Instead of spending time struggling with wording on
a blank page, managers simply click on different rating numbers to see
which text fits their assessment of performance. This text becomes the
basis for the narrative portion of the review.
Managers are often ill-prepared for - and typically dread - the
performance review process. By eliminating the "blank-page syndrome,"
managers can concentrate on performance issues and effective
communication with the employee.
The automated performance review system also has an employee log feature
because frequent feedback is an effective way to improve employee
performance. This tool helps managers document performance - achievements
or problems - throughout the review period and encourages them to discuss
these events with the employee. At review time, the documented performance
issues can be used as examples to support performance observations.
In addition to documenting performance, many systems provide a language
check to search the review for phrases that may be discriminatory or
overly subjective, such as "young," "old" and "bad attitude."
Password options also allow department supervisors to secure sensitive
review data, and as new departments adopt the system, information services
personnel can conduct training sessions. The software is easy to use,
even for people without previous computer experience.
Cities and counties can customize the performance review system with
built-in language to more exactly fit their specific requirements. There
are add-on modules available to modify or replace built-in language with
words and performance criteria that are specific to the organization.
Some hospitals and fire departments have customized review language to
include levels of proficiency with equipment and procedures. One city
replaced the word "employee" with "representative" to help staff
members become conscious of their role as representatives of the city.
Automated performance review software has been around for a few years,
but it is only recently that the software has been refined and become
more flexible. The new designs allow organizations to set and measure
goals, extract data for historical or comparative analysis and offer an
increased level of security.
As cities and counties explore a performance review system, consider the
needs of the municipality. Are goals incorporated into the review
process? Are ratings involved in the review process? Are personnel
departments setting the standards to which managers should adhere? Are
managers allowed to set standards for their own department? A good
automated performance review system should be flexible enough to fit
these requirements.
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