Using Software For Worker Reviews

Nation's Business, Sept, 1998 by George V. Hulme

Two computer-based programs can help bring consistency and legal peace of mind to the evaluation process.

Much of what a manager needs to know to conduct employee evaluations is now packaged as computer software.

The two leading programs guide users through the process, provide on-screen tutorials that answer frequently asked questions, and steer managers clear of potential legal problems.

Computer-based programs also add consistency o the review process, establishing clear definitions for terms open to interpretation, such as "adequate" and "excellent."

The advantages of onscreen training and consistency helped persuade Kerry Schulz, vice president of Vidcon Enterprises, Inc., in Battle Ground, Wash., to toss out his old paper evaluation forms and buy PerformanceNow!, a $119 program from Knowledge point in Petaluma, Calif. (1-800-727-1133).

"We had set out to find a too; for our managers that would provide training in this area, and we needed a way to make all of our reviews more consistent," says Schulz, whose firm operates a chain of seven convenience and video stores.

"We took a look at the application and saw a real value over performing the paper-only reviews," says Schulz. "The just-in-time training and topical advice the program makes available justify its use. If one of our managers is doing a review and has a question relating to an appraisal, the onscreen coach will most likely be able to provide an answer."

It is this "train as you go" feature that helps managers feel more confident about the process and the final report. "They actually like to do the reviews now," adds Schulz. "The software gives them a sense of accomplishment. I can see the difference and how the software has lightened the load on their shoulders when it comes to review time."

PerformanceNow! 3.0 takes reviewers through a logical review process, rating employees on a scale of 1 to 5 for 11 job elements, such as job knowledge, initiative, and oral and written communication. Each element can be weighted according to its importance to the employee's job function.

PerformanceNow!'s on-screen commands are easy to use, and all the appraisal functions are in plain view, making it a snap to compare the employee's goals for the period before the review to goals to be achieved before the next review.

Less Procrastination

Eileen Augustaitus, human-resources manager at Sytel Inc., a computer-systems-integration company in Bethesda, Md., has seen results similar to those at Vidcon since her firm installed Employee Appraiser 3.0, which retails for $129 and is available from Austin-Hayne Corp. in San Mateo, Calif. (1-800-809-9920).

"Since we've standardized on the software, there has been much less procrastination from our managers when it comes to conducting reviews. The program helps with the actual writing of the review and has cut down the time managers take writing the review from a couple of hours to less than one hour," says Augustaitus. "And as a result of the managers being able to conduct better reviews, the employees have noticed a difference. They're getting more-pertinent feedback."

Employee Appraiser lets reviewers choose whether an employee has met, exceeded, or failed to meet performance standards in dozens of categories, including communication, job knowledge, and initiative.

The program also helps reviewers write the evaluation. If the text turned out by the program is more harsh or more flattering than what the reviewer intended, he or she can "tune" the text with keystrokes to tone down criticism or pump up praise.

Companies that store appraisal forms electronically as word-processing templates will find it easy to convert to Employee Appraiser. The program can easily import existing forms from Microsoft Word, WordPerfect, and other popular word processors, potentially shaving hours off the process of converting the company appraisal system to Employee Appraiser.

The Legal Imperative

On-screen training and improved efficiency aren't the only reasons these programs make sense. They also can help keep managers out of legal hot water when conducting reviews, says Mavis Scarcello, vice president of human resources for Community Financial Federal Credit Union in Broomfield, Colo. "We found the help in keeping our reviews consistent and legally sound as a big benefit of using PerformanceNow!" she says.

PerformanceNow! also provides on-screen legal advice. It can spot legally sensitive wording and provide alternatives. Employee Appraiser's language-scan feature locates potentially litigious phrases and words--such as "young" and "old."

To get the most out of the process, Scarcello asks employees to review themselves based on the criteria established in their previous appraisal.

Typically, she says, "the manager's and the employee's interpretation of the employee's performance are very close. The comparison between the manager's appraisal and the employee's self-evaluation helps eliminate surprises in the review and starts the process on common ground, establishing a framework for the manager and employee to set goals for moving forward into the next year:"