How to build a personnel evaluation process?

Many businesses lack an employee evaluation process, so they cannot accurately measure their productivity and workload. This affects the long-term development of the company because employees can identify their weaknesses to overcome and work better. This article will help businesses start building an effective, fast, and time-saving evaluation process.

1. Design evaluation form 

The first thing in the personnel evaluation process is to design a complete application form, and only focus on the essentials. In addition, you should make the assessment form according to the following levels:

• Sample evaluation form for employees: For employee levels, you should evaluate factors including skills, quality, knowledge, work title, and cooperative attitude with colleagues. For each element, you should give about 5 rating scales such as unacceptably low, unsatisfactory, satisfactory enough, above requirement, and excellent completion. As an additional note, you should also leave a space of a few lines for each review column to note why the employee is at that level.
• Evaluation form for management level: In addition to assessing the basic factors, the evaluation sheet of the management level should add leadership skills such as the ability to work in a team, promote employee morale, monitor the work of the employees, reporting on time, thinking ability, problem-solving. To look professional, you should design it separately from the employee evaluation board.

2. Provide evaluation criteria

To give evaluation criteria easily, you can rely on the job description to convert the performance achieved by employees in terms of quantity and quality.

For example, a salesperson will have a job description to interact and advise customers with specific requirements such as:

• Number of calls per day is 50
• Emails exchanged are 20
• Bids sent are 10

So, the daily employee description will ask for the number of leads and the order conversion rate. From there, the department can measure work productivity based on the salary paid to employees. Besides, in addition to the job evaluation criteria, you can also rely on the employee’s working style to give results such as whether the working hours are according to the company’s regulations. Or if some factors can only be measured qualitatively, such as attitude towards colleagues, and you should write down the points that need improvement right in the evaluation sheet to remind you to revise. Therefore, you should define evaluation criteria including:

• Number of employee’s jobs
• Quality of work done
• Behavior to comply with company regulations
• Attitude

3. How to conduct an assessment

Before evaluating employees, the HR department should ask themselves how to implement it professionally:

• What comments are reasonable?
• Evaluation of what?
• How to create discussions and exchanges between employees?

Because without a thorough evaluation process, there will be a lack of trust from employees.

Therefore, you should refer to the following advice when developing an assessment:

• Do not make comments that offend, or affect the feelings of employees. Instead, you should only evaluate their strengths and weaknesses.
• Employees will listen more when you help them make suggestions, after receiving negative feedback about themselves. This will show them that you are not partial, but are making fair judgments.
• Allow employees to know what is acceptable in terms of work attitude, quality of work, and what cannot improve, and give them time to correct, also as re-evaluated.
• In the evaluation section, you should create opportunities for employees to give feedback, express their opinions after receiving evaluation results, and create opportunities for employees to improve.

When you implement employee evaluation strategically, it will help employees improve significantly, and they tend to stick more with the business.

4. Clear reward policy

The purpose of the evaluation is to reward the employee’s dedication to the business, as well as to eliminate the underperforming individuals. Therefore, the specialized department should be clear about rewards for positively evaluated employees such as productivity bonuses, salary increases, etc.

Conversely, underperforming employees will have the opportunity to improve and re-evaluate. But if they still do not perform better, the specialized department should adopt the policy:

• Warning letter
• Review
• Suspend at a heavy level
• Dismissing

Thus, employees will try to work, as well as be more responsible at work. This is also one of the effective ways to retain talent that you need to pay attention to. During the employee evaluation process, evaluation is intended to reward employees who are dedicated to the company and eliminate underperformers. Therefore, the specialized department should be clear about rewards for positively evaluated employees such as productivity bonuses, salary increases, etc.

5. Giving a specific evaluation time

If you have developed a thorough evaluation process, you should set a time to apply in months, quarters, or years so that the department can be well-prepared. Typically, the review period will happen every two quarters with a large enough workload for the review, or once a year.

A professional evaluation process will bring many benefits to the business as well as improve employee productivity. And this is an indispensable process of the human resources department to promote further development of the business.

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