| TRANSPARENCY IN FEEDBACK/OPEN FEEDBACK |
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Difficulties in excel:
- Using excel, manager may assign a rating to an employee and that can be changed (in the absence of an employee). The employee will not know the changes that are done.
- Thus, the process is not transparent and does not track all the changes that are done.
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Solution:
- In a system that is automated, employees can view the rating & feedback given by their managers & initiate a discussion with the manager for any clarifications.
- Once the rating is published, it can never be changed and the process gains credibility.
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| SCORE CHANGE |
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Difficulties in excel:
- Say an employee is rated by the manager as 3.0 and then the HR or the manager changes it to 2.0 (without communicating the change or even when the change is communicated to the employee), the reason for the change is not captured in excel.
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Solution:
- Once the manager has given a rating to an employee and when the employee has accepted it, neither the manager nor the HR can change it.
- Also, the manager gives feedback on why the employee is given the rating.
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| SEQUENTIAL APPROVALS |
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Difficulties in excel:
- Certain organizations have different levels of hierarchy for approval process and when the feedback has to go through multiple phases of approval, it is quite difficult to pass on the excel to one after another and is time consuming.
- Also, someone has to physically take it to the next level in the hierarchy.
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Solution:
- In a system, the process flow can be designed in such a way that the “approval” goes through every level in the hierarchy automatically.
- And no physical fetching and submitting is required here.
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| ONE EXCEL FOR ALL EMPLOYEES |
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Difficulties in excel:
- Employees will be associated with the same template of competencies irrespective of their role, designation, the work they do and the project they are mapped to.
- Secondly, even the feedback template remains the same for all the employees of different designations.
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Solution:
- In a system, competencies for each department, role and designation can be imported based on the organizations.
- Also, feedback templates can be created for each role and designation.
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| COMPETENCIES |
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Difficulties in excel:
- Employees will not know their competencies before they start to work or at the time of their work.
- Only during the appraisal process, the manager lists down all the competencies.
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Solution:
- Competencies specific to the job role can be created and imported into the system.
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| ANYTIME PERFORMANCE RECORD |
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Difficulties in excel:
- When managers wish to review an employee’s performance record, it is not directly accessible to him. The manager has to send an email to the HR seeking for employee’s record and the HR sends it back to the manager.
- Thus, performance record is not available to managers at all times and in times of necessity.
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Solution:
- In the system, performance records of all the employees are readily available.
- Also, the feedback given by the manager and the employee himself is available at any time and at all times.
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| DEVELOPMENT/IMPROVEMENT PLAN |
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Difficulties in excel:
- When a manger asks an employee to improve on a skillset or puts him on a development program, he will not be able to track and review his program course.
- Also, managers will not know if the employees have actually completed the program and have become technically ready in that area.
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Solution:
- When employees are mapped to a training program, the name of the course, duration, start and complete date will be captured in the system.
- The manager at any time can go inside the employee’ profile and review the status of the program. Also, manager can give some additional support if needed by employees.
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