Writing Annual Confidential Report |
Most
organizations make a periodic evaluation of the performance and general conduct
of their employees. The assessments thus made are used at appropriate times for
rewards such as increments, promotion, transfer to more responsible jobs, etc.
A large number of factors determine whether a person is efficient or not for
the position. It is almost impossible to measure scientifically human qualities
such as alertness, zeal, confidence, etc. So, by their very nature such reports
are subjective.
Most of the organizations
on the basis of the experience and performance of the employees identify their fitness,
nature, character, and qualities required for doing a particular job
efficiently and these are listed in a form. The reporting officer just ticks a
particular item to indicate the level of efficiency attained by the employee.
An example of such a form is given below:
Government
of the United States of America
Public Works
Department
Annual
Confidential Report
2013-2014
Date:
Place:
Name of the
employee:
Date of
Appointment:
Note:
Please
assess each item by putting a tick √ in the
appropriate column.
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Name of
Qualities
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Excellent
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Good
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Average
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Below
average
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(a)
Appearance
Smartness
Tidiness
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(b)
Character
Candidness
Intellectual honesty
Moral Standard
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(c)
Motivation
Work habit
Initiative
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(d)
Relationship
With superiors
With colleagues
With subordinates
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(e) Output
Diligence
Consistency
Speed
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(f)
Expression
Written
Oral
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(g) Special
achievements
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(h) Other
Remarks
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Signature
& Designation of the Reporting Officer
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There are two
dangers in this kind of assessment: (i) the reporting officer may tick the
items in a routine fashion, and (ii) it may not be possible to describe a
particular quality by a single word.
That is why
some organizations prefer reports containing pen-pictures of the employees. But
even in such cases it is advisable to give a check list to the reporting
officers so that assessments are made within a particular framework and
irrelevant materials are not included. Yet another way of assessing employees
is to devise a questionnaire for reporting officers. Given below is a proforma
which combines these two methods:
Government
of the United States of America
Public
Works Department
Annual
Confidential Report
2013-2014
Date:
Place:
1.
Name of the employee:
2.
Rank/Position:
3.
Date of birth:
4.
Present pay and the scale of pay:
5.
Length of service in the present pay scale:
6.
Length of service under the reporting officer:
7.
Nature of work on which employed:
8.
Proficiency in
(a)
Designing
(b)
Surveying
(c)
Office work and accounts
9.
Execution of work:
10.
General:
(a)
Health
(b)
Character
(c)
Work habits
(d)
Temperament
(e)
Trustworthiness and zeal
(f) Relationship with colleagues and superiors
11.
Recommendations:
(a)
Do you consider him to an officer of more than ordinary attainments?
(b)
Is he/she fit for promotion to the next higher post?
12.
General Remarks:
Signature
& Designation of the Reporting Officer
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