Performance Management System

As organizations are run by people, their performance holds the key for achieving results and ensuring growth. Holding up a good team within an organization can be very difficult. Staff members may start to feel frustrated, diverted from their objectives of work and may even leave the organization. One of the ways to keep them motivated and strengthen team work is to apply the performance management system.

In a Performance Management System, the supervisor and the employee work together constantly to plan, implement and evaluate the performance of the latter within the framework of the organizational objectives.

In a Performance Management System, the following stages can be followed:

    Planning the Performance where the supervisor/manager/director sit with the employee to discuss and finalize the targets and the work plan to be achieved by the employee in relation to his/her competencies, expectations, resources and the results to be achieved.
    Appraising the Performance is where the supervisor takes regular feedback and evaluation of the performance of employee from time to time to ensure that both the parties are satisfied or not satisfied with the progress of the work.
    Improving the Performance is where the supervisor applies various techniques to build motivation for the employee to work more effectively. This could include providing rewards, incentives etc to the employee if the performance has been good or arranging extra trainings if the employee has not been able to perform well in the job.


Using the Annual Performance Plan for NGO Employees in Performance Management System


The Annual Performance Plan is developed jointly by the NGO supervisor and the employee together after discussing and planning the objectives, activities and results to be undertaken by the employee. The Performance Plan for the year specifically outlines the targets to be achieved by the employee over the year and these targets will be used as benchmarks during the annual evaluation and appraisal.

Below is a sample format of an Annual Performance Plan:

Name of the Employee:

Position held:

Name of the Supervisor:

Performance Period (Start Date and End Date):

Set Targets for the employee	Results to be achieved by the employee	Activities
Eg. Improve the capacity of the field workers	Better delivery of services to communities	Providing training and exposure visits to field workers
Eg. Mobilization of funding resources for the organization	Availability of increased funding for the organization	Researching donors, finding funding opportunities, writing proposals etc.
…….	…….	…….
…….	…….	…….

In addition to the Annual Performance Plan, the employee has to develop a work plan on monthly basis in consultation with the supervisor and based upon the Annual Performance Plan.

A monthly work plan consists of:

Activities	Months
	Jan	Feb	Mar	Apr	May	June	July	Aug
Eg. Conducting a baseline survey	•
Eg. Organize a health camp		•
Eg. Writing proposals			•
…….
…….
…….