5 Do’s & Don’ts of Filling a Performance Appraisal Form. HR Advices

By Elizabeth Benu

“I recently got a job at a PR Company in the outskirts of Nairobi. Last Friday all employees were given performance appraisal forms to fill. I feel confused about this since I am only three weeks old. What exactly should I do and not do when filling out this form?” asks Ruth Kibuye in an email.

As a new employee who has no slight idea of what a performance appraisal is, one would be scared and confused of what to write.

For starters, a performance appraisal is a review and discussion of an employee’s performance by the manager. This allows you to discuss your performance, identify your strengths and weaknesses, find out what your ambitions are and work on how to get there.

Wilfrida Macharia, a HR Assistant at Profiles International Limited says that, “The effectiveness of a performance management appraisal depends on how well the questions were answered.”

She also adds that, “Normally, the questions are not closed ended to result in a yes or no answer but instead will give an honest opinion. Therefore, I believe there needs to be some certain level of guidance for the filing process.”

With that she offers her advice when it comes to filling out a performance appraisal.

The Do’s

1. When filing in the questions, the employees should ensure they answer in regards to the questions in front of them. For example, a question like ‘How would you gauge the performance of your management?’

Wrong answer: It’s the opinion of the majority that the management team performs according to the expectations.

Right answer: From my own perspective and experience with working with the management team, I believe that they are effectively performing the tasks and duties.

2. Monitor the positive and the negative characteristics of your performance.

Usually, there are always areas which an employee may be failing at. Understand that you cannot be perfect and also acknowledge your achievements. An accurate record of both success and failure ensures that you are growing and developing in your work and not just being stagnant.

3. Understand  the structure and phrasing of the questions.

Observing this ensures you have a comprehensive understanding of the what the employer expects and how they want  work to be handled and done.

4. Appear enthusiastic about the whole process.

Although, the forms take your time, employees should ensure they answer with diligence and positive attitude as the appraisal forms are used in making HR decisions concerning the employees.

5. Ensure your answers are in alignment with the company’s goals, objectives and standards not in comparison to what your workmates are doing.

The Don’t’s

Ms. Macharia cautions against the following when filling an appraisal form:

1. Don’t focus on completing the appraisal alone.

Take the recommended time to understand and fill in all the details. Seek advice from senior colleagues at work.

2. Don’t have a negative attitude toward the whole performance appraisal procedure. It is there to track your development not get you fired.

3. Don’t look or focus on what your workmates are filling in their applications. Everyone is different in their unique way even when it comes to utilizing skills and qualifications.

4. Don’t give inaccurate answers in attempt of pleasing the management.

5. Don’t fail to answer any question. This gives a forecast of your future performance as an employee.

She concludes by saying that, “Lying in your appraisal will not go down well with the management. It is better to tell the truth.”

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