design a performance appraisal instrument that is based on objectively gathered data from a job analysis. You should pay attention to how well the job analysis information is represented in your performance appraisal in terms of the accuracy of the task behavior or the skill/competency description, as well as in the weighting and ranking of the tasks (i.e., the more important the tasks or behaviors in the job analysis information, the more important the performance of them in the job). Also consider the Harvard Business Review article by Kenny when determining the method of evaluation.

1. Read and analyze above the job analysis information on the receptionist position.

2. Decide on the format and the scoring of the appraisal form.

• Type of performance appraisal. You will need to decide on whether you want a graphic rating, a behaviorally anchored rating scale (BARS), an outcome-based appraisal, or a combination of the three. Your decision should reflect the type of job being appraised and whether it is possible to observe behavior or only outcomes.
• Scoring for each dimension. There should be a similar format for all dimensions, although it is possible to have different scoring for each dimension.
• Weighting of each dimension. Not all aspects of a person's job are equally important. You will need to decide on whether you want to weight the scores. If so, remember that the weightings should total 100 percent. Check the job analysis information when you've finished to ensure that the major KSA's are covered. (An example of an employee performance review dimension is included at the end of the performance appraisal - job analysis assignment document).

Job Analysis-based Performance Appraisal Job Analysis for a Receptionist Receptionist Essential How It's Done Percentage Of Ranking Functions Weekly Time Operate Direct incoming calls to proper recipient. Assist with internal 35% telephones. communications by paging employees as needed. Computer work. Scrap report: Receive scrap report from previous day for all three 30% 2 shifts. Calculate total scrap per department for each shift. Enter information into the computer. Print results and give report to department managers. Once per week, print out the total weekly schedule and give the results to the same department managers. . Cases produced report: Receive production results of previous day from department supervisors. Calculate total cases produced per shift per day. Give results to the production department. . Printing department spec sheets: Receive Kidder and Webtron print schedules for the upcoming week. Enter print identification numbers into computer database to generate each print's specs. Give results to printing department and supervisors. Keep one copy on file. . Printing plate orders: Receive plate orders from production department. Enter information into computer database to keep track of plates outstanding. Print and give plate order to the National Printing plate representative. Enter faxed delivery dates into same spreadsheet. Give copy to production department. . Crew schedule: Receive crewing list from manager. Make necessary changes reflecting vacation days, shift changes, etc. Generate employee schedule for upcoming week. Make copies and give to all depts. Maintain copy Fill copier. Distribute incoming faxes. Sort incoming mail. Meter 3% 5 room. outgoing mail Typing Receive typing orders from various departments. Create and type 25% 3 office newsletter. Include articles given by department managers. Balance petty cash. Twice a week, count and balance the petty cash fund. 5% 4 Pick up reports for Pick up reports from department supervisors and hold them until 2% 6 Accounts Payable. Accounts Payable picks them up.Physical Demands Do the major functions of the job require any of the following? Occasionally = 1-33% Frequently = 34-66% Continuously = 67-100% Activities N/A 0 F C Comments 1. Sitting X 2. Standing X 3. Walking 4. Stooping 5. Climbing X 6. Climbing ladders X 7. Kneeling 8. Lifting X Mail packages max 10 lbs. 9. Carrying Mail packages max 10 lbs. 10. Reaching X When filing mail 11. Pushing 12. Pulling Mail packages max 10 lbs. 13. Keyboard 14. Use of tools Calculator 15. Working under time pressure 16. Working rapidly for long periods 17. Manual dexterity YES 18. Close work NO 19. Good vision YES 20. Good color vision NO 21. Good hearing YES 22. Speaking YES 23. What type of surface are the major Stable, flat activities performed on? 24. Other occasional physical tasks X 25. Specific physical requirements Be able to lift 10 lbs.Cognitive or Mental Requirements Does the job require any of the following on a daily basis? Requirement Y N Comments 1. Reading X Memos, text 2. Writing X Memos 3. Mathematics X Basic 4. Weighing and/or measuring X Weigh mail 5. Drawing conclusions from computer-generated material X 6. Analyzing data or report information X 7. Creating methodologies for accomplishing a goal X 8. Implementing recommendations by coordinating persons and/ or other resources X 9. Developing plans, procedures, goals, strategies or processes based on data analysis or experience X 10. Directing activities of others to accomplish a goal X 1 1. Evaluating the performance of others X Working Environment Where are the major activities of the job carried out? (Check all that apply.) Location 50% Comments 1. Indoors X 2. Outdoors 3. Underground 4. At a desk or bench 5. In a car or truck 6. In an office or control room X 7. Other (specify)Job Analysis-based Performance Appraisal What access is there to the work area? Stairs!_ Elevator? What floor is it on? 1ST Are there any conditions that are not standard to an office environment? Condition Y N Comments 1. Extreme heat X 2. Extreme cold X 3. Dust X 4. Dirt X 5. Fumes X 6. Chemicals X 7. Cramped area X 8. Dampness X 9. Vibrations X 10. Noise X Example of an Employee Performance Review Dimension The following is an example of what one performance appraisal dimension, "Communication and interpersonal skills, " could look like. Employee Name Position Title Performance Review Date Department Purpose of Review: 0 90-day evaluation 0 Annual review Other Instructions: Carefully evaluate employee's work performance in relation to the essential functions of the job. Check the box that most closely indicates the employee's performance over the entire appraisal period. Do not base your judgment solely on isolated or recent incidents. The ratings should reflect the standards that are acceptable for the position. Please provide support for your ratings in the area indicated. Use additional sheets if necessary.Job Analysis-based Performance Appraisal COMMUNICATION/INTERPERSONAL SKILLS: The extent to which the job requires employees to explain, describe, persuade, negotiate and generally convey intended meanings and information to others. Both the media to be used and the type of message or information to be conveyed should be considered when assigning degree ratings. Unsatisfactory Shows little or no effort to communicate to customers, co-workers or management. Receives complaints from others about lack of communication. Unable to resolve interpersonal conflicts without intervention. Demonstrates little effort toward teamwork. Needs Improvement Shows effort to communicate but does not provide system documentation, technical documentation and e-mail protocols. Information stated is not understood by others and is incorrect. Requires assistance to resolve interpersonal conflicts. Shows some effort working with other team members. Meets Expectations Follows instructions. Provides and presents verbal communication accurately and professionally. Does not require assistance to resolve interpersonal conflicts. Demonstrates teamwork capabilities. Exceeds Expectations Follows instructions. Shows concern and commitment to ensuring excellent communication practices. Demonstrates teamwork capabilities and makes suggestions on how the team can work together more effectively. Outstanding Takes on responsibility to initiate communication with customers, co-workers and management. Works to develop team effectiveness