Management System Its Effective Implementation

Question: Discuss about theManagement System Its Effective Implementation. Answer: Introduction Performance Management system practices are beneficial to an organization. When PMS is utilized in the right manner, the results that are derived are perfect and suitable for the betterment of the organization. With right usage of PMS, the working mentality of the employees can be changed and can be directed towards a productive approach where there will work for the betterment of the organization and even for oneself. With performance management system, the responsibility of progression is tested in a proper way, which results in implication of best tools, and procedures that would help in accessing the performance of an individual on a timely basis. Performance Management System An Overview According to experts, one can state performance management system as a process, which is helping supervisors and other people in line of action in understanding the working process along with expectations from the work that is being done. Along with this, performance feedback is also exchanged that results in developing new opportunities along with performance evaluation. Performance management system is taken into use for creating a workplace that is: Valuing the continuous process of improvement Adapting to the changes Striving towards attaining the goals Encouraging creativeness in employees Promoting professional development and learning Engaging employees and rewarding them as well One can even state that performance management system is a process which is holistic in nature and ensures that the work done by the employees is in accordance to the business objectives of an organization. In addition to this, PMS helps in creating a bridge that covers issues coming in the way of performance of the employees. (Bromberg, 2009) It is seen that PMS is a working and effective tool that is taken into use by the companies and organizations to prepare their workers to work in accordance to the need of the companies. PMS is a given set of rules and norms that every employee has to follow once they join an organization so that they can contribute their best towards the organization. Along with this, these set of norms and regulations even help in overall development of the employees as it prepares them for the future endeavors. Before PMS is presented and initiated into an organization, it is essential that it go through a rigorous process so that only the best is introduced. The companies should take their time in formulating a successful PMS so that level of achievement is higher. When a successful PMS is introduced into an organization, it should be a proper design that should be able to differentiate between the requirements from employees, along with evaluation of performance and training of the employees for development. (Bromberg, 2009) Performance Management System and the Benefits Attained by an Organization The best part of performance management system is introduction of the goals to the employees in an organization. With help from PMS, every individual working in an organization is directed towards the company objective in the right manner. This process is possible because along with the employees, the higher management is also involved in the process of development, which is like a support to the employees. It is because of the performance management system, the employees can even show their dissatisfaction towards the working environment so that it can be improved in the best possible manner. PMS even drives the employees to see the vision of the company as their own so that they can work with commitment towards achieving the end goals of the organization. According to the SOWT analysis done for Dolphin Logistics Company, one can see that the organization has initiated achievable goals and objectives that are reasonable, quantifiable, and can be done within the specified time. The t arget of the company is to not be dependent on the solitary products but on the diversified product range. (Bromberg, 2009) When a proper PMS is taken into practice, it ensures that the overall development process is carried out in the best possible manner. Along with this, it even looks after the achievement of the overall goals and objectives of an organization. When an effective system of performance management is taken into practice, it assures the following aspects: Ensure that the employees working in an organization are able to understand their commitment towards the goals and objectives. Ensure that all the employees should understand what is expected out of them along with to keep a check on whether the employees are having the skills, which will help in obtaining the company objective. To ensure that the objectives of the company and the ways to facilitate the same are aligned in the right manner and there is enough backing to support the working process Encouragement of a proper relationship amidst the workers and the line managers for strengthening of the objectives and working With Proper Implementation of PMS, a Positive Impact is laid on the Employees of an Organization and it is Possible Through: Providing feedback and points of changes that are required in the employees Creating a link that when there is performance there would be compensation involved Providing a platform where employees are able to learn and develop in the best possible manner as different training and development programs are being initiated. Distribution of rewards and incentives only based on performance and fair practices. Clearing the working objectives and facilitating proper communication Rewarding good performers Providing a platform for growth It is useful to see that performance management system helps in setting a benchmark for the performance level of the workers. With PMS into the process, consistency of the performance along with level of efficiency can be matched with the benchmark that has been set. Here it is expected that Dolphin Logistics Company can keep a check on the working pattern that is being used by the employees depending on the PMS that has been introduced in the working system. Along with this, the employees can see the level of inspiration that is being given to them so that they can match it with their working to attain success. In addition to this, employees who are following the pattern of PMS will help them in knowing and understand their position and their role that they have to play towards the development process. (Maņºlanka-Wieczorek, 2014) Other than this, performance management system can help in knowing about the issues of performance inside an organization. It even helps the supervisors to keep a track of the non-performing agents and take necessary steps and actions to cope up with the issues without any hassles to the hierarchical process. This way, the companies can have a smoother working process along with familiarity of the operations network to keep in mind the goal and objective of an organization. The Performance management system that is being utilized by Dolphin Logistics will help them to understand and discover new ways that will help the organization in the later period. After intense research programs, it has been seen that if Dolphin Logistics is lowering their system of value, they would be able to attain their company objective in a smoother way and will be able to defeat the issues that come in the way with ease. (Maņºlanka-Wieczorek, 2014) Some More Advantages With use of performance management system, managers are able to have communication related to the issues in the work. This also helps in making necessary changes in the work line ensuring improvement. With use of performance management system, employees of an organization are extended with responsibilities that they can cope up. In addition to this, necessary training and development is also being done for better performance towards the added responsibility. If this process is carried out in a proper manner, then employees can even see the door of opportunities for them in the era of progression. With performance management system, the workers are persuaded on a positive note to perform in the best possible manner. It even helps the employees to identify their working potential for providing the maximum output. Seeing the workers grow and perform is something to take pride for the supervisors as they are also playing a crucial role in the process of development through performance management system. The companies should have a check on the performance management system that they are incorporating into their working pattern as it assures of steadiness and smoother working process by the employees. (Maņºlanka-Wieczorek, 2014) Ways to Implement the Performance Management System into an Organization Phase 1: Planning The initial part of performance management system is the process of planning where both managers and line workers keep a check on the following aspects: Keep a check on the responsibilities that is given to the workers and if it is in accordance to the work that they perform. In addition to this, if the employee has started working on something new or have acquired a new role in the working process, then the responsibilities should be developed in a proper way through training and development. With performance management system, the companies can recognize and keep a check between the connection of working of the employees along with the key arrangements, destinations and objectives of the association. Building of a plan that clearly shows all the aspects that needs to be completed, along with the results that is expected and the measures that will be taken into use along with the guidelines to complete the process and assess the performance. Recognize the key criteria for performance. The criteria can be set depending on different aspects. These criterias can be explained to the employees so that they can work in accordance to that to get the ultimate reward. However, if the employees are unable to meet the necessary criteria level, their general performance will be accessed for rewards. Distinguishing a level on which the employees are able to develop their own set of abilities and skills along with attaining information for the work that is to be done. Recognition of profession development objectives that would help in long term management of employees Before setting of these rules into action, these should be evaluated in a proper manner. Along with this, the set of copies should be circulated to the employees so that they can know and understand the planning process of performance management system in a better way. (Harmon, 1984) Setting Targets and Estimations Setting up of targets and estimating the level of performance is the most tedious process of performance management system. It is difficult to find a particular set of rules that would define the criteria of performance. It is the responsibility of the supervisors and managers to identify and provide achievable goals to the employees. This way, the employees will be able to give their best to the work that they do in an organization. (Harmon, 1984) Phase 2: Monitor For a successful performance management system, the knowledge and the level of performance should be monitored on a timely basis. If you are keeping a vigil over the daily routine work of an employee, it does not mean that the workers will complete the assigned tasks on time. The managers should monitor on the goals that are obtained and achieved rather than focusing on the process of development. Along with this, the managers should keep a check on the working of the group to which the task has been assigned. Here, the managers and the heads should meet for having a check on: Level of progress to attain the targets of performance Keep a check on any form of hindrance that is coming in the way of the worker that is keeping them away from attain their goals and objectives Providing feedback on the work that is done till date and how it can be improved if required. Recognition of any requirements that will in the overall development of the company along with will be helpful to the employees to perform in a better manner. Recognize if any additional backing of work and system is required which will be helpful to the workers in accomplishing their targets. (Harmon, 1984) Providing Coaching and Training Sessions With proper use of performance management system, the employees can identify their working issues that prove as a hurdle in their performance. It is the responsibility of the organization to train and develop the employees of an organization in the best possible manner so that they are able to cope up with the changing working patterns. With proper training and development sessions under performance management system, right guidance and direction is provided to the employees to perform in a better way. The mentors who are involved in the training sessions should be able to identify the areas of improvement of a worker so that they can boost the qualities in them and focus on the zones that need attention. Both criticism and motivation should be given by the trainers so that employees are able to know their area of expertise in a better manner and give their best towards the objectives of an organization. Lastly, the mentor should be able to handle all the queries that come in the mind of the employees. Once the right answers are given to the employees, they are satisfied and motivated towards attaining the goals and objectives. Providing Feedback Providing a healthy feedback helps a person in enhancing their working pattern which results in better performance. Making this process of providing feedback regular helps in a great way to the employees. When the feedback is acknowledged in a positive way, the scope of performance development is higher. Feedback helps a person in knowing about the areas of development that would come in handy to move forward. However, the feedback that is given should be in accordance to the work that is being done by the individual and not on any other aspect. The main reason of feedback in performance management system is that it helps the employees in knowing and understanding what they should expect along with what is expected out of them when it comes to the work that has been assigned to them. The feedback and inputs from the heads and managers should be shared on a frequent basis so that performance issues can be handled and tackled in the best possible manner. At any point of time, if an employee is not able to perform his duties, then a feedback would motivate him to give their best and perform in a better manner. There are few things that needs to be kept in mind while giving the feedback: Be Prepared One should know that what is to be addressed in the meeting where the feedback will be provided. The facts related to the performance should be known along with the process of work in progress. One should be clear about the issues that are turning out to be the reasons why the employee is not able to perform as desired. The area of the meeting should be known by all with proper security measures. Stay calm and listen properly what others have to say and then give the feedback accordingly Stating the Facts While providing the feedback the tone and volume pitch should be at the normal level. The issues in performance should be directed as hassles towards the goals of an organization. The feedback provided should not be biased in any way. Listen Always let the employees give their explanation related to the feedback that is provided to them. Availing new information and knowledge is always good for development. All the negative aspects of the feedback that is provided should be clarified in the proper manner so that there is no negative impact on the performance of the employees. Even though one might find it sympathizing when any particular employee is not performing, one should keep a check on the reasons of failure on a whole as it is the matter of overall performance. Rather than concentrating on any one employee, the managers should focus on all the employees, which will result in overall development and removal of the upheaval factors towards performance development. Setting a Final Plan of Action Consult with the workers and ask for their proposals and ideals related to the issues. You can even give your inputs for improvement if required. A particular plan of action should be discussed and devised that will help in knowing and understanding what the workers need to do and how they will plan the process of execution. Record the inputs along with other performance management records of the employees The outcomes should be clearly specified to the employees if the required level of performance is not attained. Indicate the outcomes for the representative if the performance issue is not determined Follow-Up Keep a check on the results and meet to assess the progress report Providing feedback that would help in overall development and offer the support that is required If the issues are not yet solved, the managers should take the other line of actions which has been kept ready to handle such issues. Phase 3: Reviewing The process of examining or evaluating the performance is the best way to keep a check on the week points and highlight the development areas of a worker under the period of survey. According to experts, during the process of reviewing, self-evaluating the performance level is the best way that an employee can take into use for highlighting their level of work done. Before the review meeting is done, the workers can evaluate their performance. This way, points which are lacking along with perspective of the director can be evaluated on a whole which later can be turned out be a criteria of reviewing the performance level. The management should keep a check on the documentations and notes which are created during the time of working keeping in mind the end result. This also helps in evaluation of the performance of the employees in a better manner. These points of notes are taken into use during the meeting and documentation of appraisal. With this documentation process, the heads will be able to evaluate the performance level of the employees in a better manner. During the meeting of performance evaluation, the managers and employees will: Provide details about the work that has been done during the year in accordance to the objectives that were provided before the period of performance. This is helpful in attaining the main results, seeing the achievements of the employees and the drawbacks that came in the way. Keep a track of all the hassles and challenges experienced by the workers during the year so that proper arrangements can be done to face or eliminate those issues. Talk about any particular issue that was the main cause in the way of accomplishing the goals The managers and even the employees should approve the performance structure in an organization. Even if the employees are unable to understand any part of the performance management system, it is the duty of the manager to explain them the same in detail and provide all the norms and regulations in black and white which will be marked in the documentation of the employees. Conclusion With time, performance management system has become one of the essential aspects of an organization. With numerous benefits attached with the same, companies are able to determine the level of performance in a better manner. 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