Performance Data Gathering Checklist

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This Performance Data Gathering checklist will help you to gather performance data throughout the year from a variety of sources, which will support your performance summary of an individual during the appraisal meeting.

Gathering performance data is an essential part of the assessment process. This data should be collected form several sources in order to provide a balanced picture of the team member's performance. You should collect data based on: progress towards goals, third party feedback, and observed competencies, as well as generic data, like attendance and general reliability.

Generic data relates to the attitudes an individual portrays towards their role and the organization. This includes things like: level of absenteeism, their attitude to organizational policies and procedures, their ability to 'get on' with others, including supervisors, co-workers, customers and suppliers as well as their willingness to seek out new assignments and additional responsibilities. This generic performance data must always be viewed in the context of the team member's job description and their contribution to the organization's success.

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Progress towards goals should be measured with reference to objective data. For example, sales figures, revenue generated, call reports, project milestones, or charge or time sheets detailing work in progress and work completed. This component will obviously vary a great deal depending on the responsibilities of the role but almost any quantifiable information that is a direct result of the individual's efforts should be dated and put into the file.

The type of data you can collect from these third parties will usually include things like: production schedules, product sales reports, geographical returns report, customer feedback, and peer evaluations. You may also request your team leaders and supervisors to provide you with their own evaluations of an individual's performance or you may want to include a self-evaluation by the individual. You can also conduct a 360-degree feedback exercise where you seek feedback from subordinates, peers, supervisor(s), and a self-evaluation by the individual. Whilst this exercise can be extremely useful in providing data it can be time consuming and expensive to conduct.

There are two ways you can gather performance data on the competencies of your members: firstly, by recording details of significant incidents involving the individual; and secondly by actually observing the behaviors they display.

Most organizations have developed their own competency framework that details the competencies expected of someone operating at each particular level within it. Some of these are seen as 'core' competencies and are required by everyone within the organization, whereas others are relevant to particular roles or levels of responsibility.

You need to allocate frequent slots within your monthly work schedule where you collate and record performance data. An effective way to collect the required data is to ask your team to structure their monthly progress reports in a way that maps to their personal goals. You should collect performance appraisal data based on: progress towards goals, third party feedback, and observed competencies, as well as generic data like attendance.

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