Communication plan

Communication should be accurate either it’s external or internal or it should be confidential. Attock Oil
Refinery limited business culture seems quite. The company is committed to conduct their
business activities in an open and honest manner. The company is more concerned about the
communication plan and it has provided its employees with a proper medium of communication
channels and it is helpful to consider the issues which are acknowledged by the employees. The
company is more concerned about the policies and makes sure that every employee sticks to all
the rules and policies for the transparency in company’s business and for security purpose of the
employees.
What is a performance management system?
Performance management system is defined as the “The formal, information based routines and
procedures managers use to maintain or alter the patterns in organizational activities” (Simons,
2000). Performance management systems are intended to focus on
Performance Management systems are intended to focus on to carry out the financial and non-
financial information that influences the decision making and taking managerial actions. The
recording of documentation, analyzing and distribution of this information is encapsulated in the
patterns of the organization and is frequently based on pre-established implementation at present
times in the business cycle.
Performance Management systems are designed to consider the organizational needs,
organizational culture and incorporation of other departments with human resource management
systems.
Performance Management systems help organizations to achieve their strategic goals, mission
and objectives, it helps in execution of strategic goals and provides with the better
communication channels to attain the goal of the organization.
How does performance management fit into our strategy?

Strategic planning is said to be one of the most important elements of strategic management for
the attainment of goals of development and efficient performance.

How Is Performance Management Linked With Other Initiatives?

Effective performance Management systems are intended to concentrate on the Human resource
management and planning for the achievement of goals and objectives both collectively and
individually. And all the performance management processes and dimensions are managed in a
effective way.
Human Resource management helps employees to get familiar with the goals of organization.
Developmental objectives:
Developmental objectives are said to be the measures taken for the improvement of performance
and understanding of goals. Developmental objectives help organization an employees to take
corrective actions in order to achieve career goals. Along with the developmental objectives
coaching and counselling also helps employees to improve their weak areas and take appropriate
measures it also helps in making a good communication and coloration to mutually understand
organizations goals.

8.4 How does it work?

For our selected organization Attock Refinery Limited the performance management system is
a blend of collaboration, communication and coordination among the employees, managers,
human resource managers and senior executives. All the members work together to discuss the
organization mission, vision, goals and objectives to be achieved and what necessary measure
are taken to be all and ho everyone has to perform their assigned task and responsibility.
Each member’s participation and involvement is acknowledged and appreciated and
compensation and recognition is given accordingly.
To work the performance management system effectively, the process is continuous, manager
and employees are given a proper platform and opportunity to share their opinions, feedback,
suggestions and constructive criticism. Suggestion portal are also developed for the customers
to pour in. surveys are conducted and meetings are held to discuss afterwards.
Company’s goals and objectives are discussed, reviewed and measured after feedback and
surveys.
Attock Refinery Limited analyzed the various factors which were responsible for the low
involvement of employees, their demotivation and dissatisfaction with the work environment
and provide employees with the desired resources required for the accomplishment of the
goals and objectives of the organization. Employees are encouraged to take part in the
activities to learn more skills and improve their performance. The steps involved in the
performance system are divided into 4 major categories. Each step is considered to be equally
important for the organization and Attock Refinery Limited makes sure that all the steps are
taken appropriately and none of the rules and policies of the organization are violated.
The steps are given below;
a) Planning;
Planning is said to be one of the important steps in performance management, however for the
attainment of organizations goals and objectives and what necessary steps are to be taken and
what measures are necessary to work in effective manner.
 ● Defining stage
The defining stage involves with the planning. The human resource management department is
responsible to define all the essential dimensions required for achieving organization goals. The
specific jobs are also defined to employees and what methods and resources are to used, what
areas of performance are to be improved and necessary measures are to be taken if any relevant
issue or problem is identified. The goal is setting is also done and it is ensured whether the
GOAL is SMART (Specific, measurable, attainable, realistic and time bound) and it is going
aside with the designed timelines.

● The feedback stage

In this stage after defining the goals and objectives. Employees performance is measured
it is assured if the employees possess all the required skills or they do need some
assistance, training and knowledge or do their competencies match with the standard set
by organization.
● Approval stage
After mutual understanding of goals, roles, responsibilities and tasks the management and
employees develop a medium of communication and coordination. Discussions regarding the
accomplishment of goals and objectives is done. Employees are involved in the performance
management systems and their opinions and ideas are also given attention or approval and they
are appreciated for playing their roles effectively.

b) Coaching stage
The coaching stage involves all the important measure which are taken to train
employees in the weak areas which need improvement and enhancement. Following
● Organizing meetings on timely and regular basis;
When the organizations goals and objectives have been set and all the duties and tasks
have been assigned another thing to do is conduct meetings and discussion session to
discuss about the progress of the activities which have been done or which are to be done.
These meeting should be called on regularly quarterly in a year or on monthly basis at
Attock Refinery Limited. Weekly meetings are also suggested for better monitoring of
the processes.
● Provide necessary training, coaching , assistance and guidance to the employees
The meetings which are held should concentrate on identifying the problem areas and
provide the solutions to them. Coaching styles are adopted to train employees in
respective fields and to polish their skills and competencies. For Attock Refinery Limited
to get progress and development it is suggested that employees should be given coaching,
training, knowledge and assistance in specified fields.
● Give feedback/Review on both the sides
 At Attock Refinery Limited The human resource management should give feedback
either its negative or positive in a constructive way so if the employees perform is good
they would be given appreciation, recognition or reward on the other side if employees
performance is poor they should be given training and a developmental plan for
improving their weak areas should also be created and in the similar way employee’s
should also take that feedback in a positive aspect and take necessary steps to improve his
performance

● Review and revisit the designed objectives

At Attock Refinery Limited for an effective performance management system, the managers
and Human Resource management should revisit and review the goals and objectives to see
if they are going according to the set standard and what necessary objectives have been
accomplished. This step involves the overall performance of the process and employee’s
involvement and the reward and appreciation to be given to employees performing well and
what career developmental measures are to be taken.

c) Reviewing performance
The third step involves reviewing of performance of employees and managers.
● Reviewing employees performance
In this step employees is overall performance is analyzed and evaluated which is also
known as performance appraisal on yearly basis. At Attock Refinery Limited it is
suggested that employee’s performance should be reviewed on monthly or quarterly basis
to measure their performance with the required and standard performance dimensions set
by the organization. The monthly check ups on performance measures helps managers to
identify potential weaknesses or issues to be resolved before deadlines and provide
employees with a clear path and direction for their career developments.
● Review the performance of performance management process
In this step both employees and manager are required to see how well the performance
management processes are working. What tasks have been completed and what progress
has been made from the previous year and what problems are to be resolve ad this step
the action plan is made and executed.

d) Reward and recognition

This is the final stage in which the reward and recognition is given to employees on the
basis of their performance , this step is said to be one of the important steps since this
involves the appreciation and recognition given to employees in the form of award, bonus,
promotion, recognition , status or compensation. However it has been when employees are
given appreciation and acknowledgement for all the tasks and performance, they tend to be
 more motivated and satisfied with their organization and they exert all their potential skills
and competencies to complete their tasks with effectiveness and efficiency.

What is my responsibility?
For a performance management system to be effective to make progress and achieve
organizational objectives and goals. All the employees, manager, executives and senior
executives should be involved and engaged and everyone should have proper knowledge and
understanding of goals. There should be effective communication channels or mediums, all the
team should be connected and have a good coordination among them.
Below re given the responsibilities which executives, managers, employees and stakeholders
have to perform.
a) Executives and senior manager’s responsibilities;
The responsibilities of executive and senior manager at Attock Refinery limited is to take hold
of all the processes. They have to make sure if all the processes are doing well and there is
effective communication among the manager, employees and subordinates.
Executives should entertain the questions which are raised by employees. The strategic goals
and plans should be reviewed and through check should be made, if the organization is going
accordingly. The capabilities and skills of skills should be acknowledged.

b) The responsibilities of Managers

As a manager at Attock Refinery limited, it’s the responsibility of managers to appreciate
employees for their good performance and identify their potential skills and capabilities to fulfill
the organizations vision, mission, goals and objectives. The rating should be done in a
constructive way so employee would not get offended and take it as an improvement measure.

As a manager following set of responsibilities are expected

● Organizations goals and objectives should be clearly defined so every employee is aware
of all the processes.
● Give employees proper knowledge and training in the areas in which they are weak.
● Employees should be given reward and compensation as a token of appreciation and
recognition.
● Have discussions and meeting regarding the issues and problems which come under way
of the employees and effect their performance in a negative way.
 ● Review and evaluate employee for the proper and actual performance dimensions.
● Take appropriate measure to make employees involved and engaged in developmental
processes.
● Along with the annual review and performance review of the employees, monitor their
performance on timely basis and notify employees if their performance is not up to the
mark and standards.
● Develop effective communication channel to have better understanding of all the
employees and their personality traits, attitudes, work ethics, capabilities and skills.
● Assign the tasks to the employees in which they have expertise, knowledge and skills so
that they would give their efforts and insert their potential skills to accomplish those
tasks.
● Give employees examples of the achievements and accomplishments of other employees
and motivate them to accomplish their goals in the similar way.
● Have a check on their performance and discuss the tasks that have been achieved and
what milestones have been attained.
● Make sure that each employee has the proper job description, and should have a
knowledge about the skills and capabilities required to achieve desired outcomes.
● Employees should be given a proper time to learn and improve the weak areas to enhance
their performance.
● Managers should give their performance review on the designated time and deadline.

Employee’s responsibilities;

The responsibilities and roles of employees at Attock Refinery Limited are given below;

● Work effortlessly to accomplish the set goals on individual bases.

● Have good communication and collaboration with the manager to discuss about the
development plans.
● Regularly have a check on their performance to see how much improvement has been
occurred.
● Give opinions and suggestions regarding a particular project, task or activity.
● Provide self-appraisal by the assigned deadline
● Have a proper record of performance to see which tasks have been completed and which
are left,
● Discuss their performance with their subordinates and ask for feedback to reduce the
performance error.
● Take proper knowledge and guidance about the areas which are weaker
● Develop improvement plan to get goals for a good career.
● Complete the assigned task with efficiency and effective
● Accept the feedback and suggestions in constructive or positive manner.
● Get knowledge about analytical skills to critically analyze all the circumstances.
● Raise voice if any misbehave, harassment or bullying is observed in the work place.
● Get engaged and involved in all the activities to have all the potential knowledge.
● Inform the manager about any equipment, system being out of order.
● Notify manager if the work environment is not well marinated.
● Inform to the subordinate about mental illness, if any anxiety or stress is observed, so
necessary measures could be taken.

HR Managers Responsibilities
As an HR manager, the set of responsibilities to perform is given below
● Formulate and set a best and effective performance management system.
● Design appropriate and suitable deadline for the tasks and activities.
● Give adequate training and knowledge to all the employees, managers and
subordinates related to all the processes, system and activities to get effective
outcomes.
● Address each member’s particular needs and requirements and take every suitable
step to cater their issues and provide appropriate solutions to them.
● Share the performance appraisal and performance evaluation to all the employees and
other member to inform them about the weaknesses and deficiencies and what
necessary steps are to be taken to improve them.
● Tell managers about the process of rating scales, how rating is given on the basis of
high performance, low and average performance and what important elements are
taken under consideration while making performance review and evaluation.
● Guide managers about the feedback and review of the employees to ensure that the
employees would take those feedbacks and review in a positive aspect.
● Have a regular check on all the activities, if there is some problem identified do take
immediate actions to minimize it so it would not affect performance management
processes.
 To identify certain things and to review and analyze the results, following things should
be taken into consideration.
● Participation rating
● Error in rating calibration and scales
● To identify different areas of development, progress and other measure to ensure
the system is working properly.
● To identify the areas where performance has been aggravated or weakened
● To analyze the areas where performance has been improved then the previously
done ratings.
● To identify and cater the organizational, individual, developmental needs and
requirements.
● Convey the strategic results of performance management process and ask for
opinion and suggestion so necessary actions could be taken.

How is performance management linked with other initiatives?

Once an employer assigns tasks to the employees , it’s the duty of the employer to assist and
guide the employee to be a fully functioning member of the organization by an induction
process which could minimize the rate of turn over, long term training costs and to improve
employee’s wellbeing and to cater the needs and requirements of the employees.
Through the induction process the employer could identify the weak areas of the employees
and provides proper assistance and guidance to the employees to minimize those areas. This
would help employees to get a clear oath and direction to achieve the goals and objectives.
To identify the weak performance areas of an employee he should be given a notice of his/her
performance dimensions which need improvements and proper training to meet with the
designed standards of the organization.
To terminate an employee due to poor performance, it is not justified if he is not given reason
for his/her termination.
The employer should following measures before terminating an employee.
● He should inform employee about his poor performance and acknowledge the level of
satisfaction, if employee has not met with the standards.
● Employee should be provided with proper knowledge and understanding of goals and
objectives to be achieved.
● Alert the employee, if he doesn’t meet with the designed performance indicators and
dimensions, he would be terminated.
● Give proper training, knowledge and assistance to employees needed to improve
his/her performance.
● Notify employee of what changes and improvements have been occurred and what
specific dimensions are left to be improved and enhanced.