Probation Review System at Crimson Industries Pvt. Ltd.

Shaastra 2016 IIT Madras

Consigliere Event
Round-2

Team Name: We-for-You

College Name: Management Development Institute
Murshidabad (MDI-M)

Team Members:

Agastya Kumar (agastyakumar579@yahoo.com)

Shaastra ID-SHA1610893
Mob No: 08860339604

Maulesree Maiti (maulasreem@gmail.com)

Shaastra ID-SHA1610977
Mob No: 09971657980

Pratham Mittal (pmpratham011@gmail.com)

Shaastra ID- SHA1611204
Mob No: 08145721272

SUGGESTIONS

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Probation Review System at Crimson Industries Pvt. Ltd.

Below are the following suggestions Anuj Gupta could offer to Mr. Saxena as follows:

SELF EVALUATION LOG for each weeks work :

Using a self evaluation log will help a probationer to record his/her accomplishments,
targets, achievements and the impact of these on the respective work departments. This
will not only help in evaluating current performance (self actualisation) but also help in
planning of work to meet next upcoming goals.
Being a part of evaluation one to one meeting with supervisor(2 Monthly Review
Meeting)
During the time of evaluation by the supervisor, the subordinate can be a part of
discussion if the subordinate is able to convince his self evaluation log to the supervisor.
This will give a chance to explain the responsibilities, duties performed, targets achieved
(or missed), understanding work and impact of all these. This will in return help the
supervisor to understand the probationers explanation and rate him in an effective way.
Use of 7 point LINKERT SCALE with justifications: to eliminate laggardness
Using a LINKERT SCALE with high points would force the supervisor to carefully
justify his rating. He will not be able to put good for 3 as well as 4, he will have to
choose between the points (stretched points- more options) and also provide justification
for his choice.
Also linker scale is a summative scale; this will help in quantifying the evaluations.
Central customised software system for reviews : promoting transparency &
reducing biasedness.
A central software system should be designed where the probationer can upload his
monthly self evaluations and the supervisor can give feedbacks and review. This will be
accessible to the probationer, his supervisor, head of the supervisor and the HR top
managers and director. This will promote transparency as rating will be visible to all in
chain. The immediate supervisor will not be able to rate based on personal judgements as
even the supervisors head has now the access to verify or check any question raised by
the probationer.
Supervisor training: Training programme
Training can be provided by the HRD to the supervisors on how to do just rating. For
example a case may be given or film may be shown, based on these the raters should rate.
The HRD can assess and teach the raters on the wrong evaluations and identify leniency
or halo effect or other central tendency error. The ultimate aim of training is bringing
change in behaviour.

Eliminating outside factors:

Supervisor makes wrong judgements due to presence of outside factors like union
pressures, excess load, employee turnover and time constraints. HRD can suitably design
a plan to eliminate these outside factors in order to get a justified and accurate rating.
2 Months checking of work process in 6 months:

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Probation Review System at Crimson Industries Pvt. Ltd.

The evaluation of probation should be done more frequently to provide a basis for
relevancy for the final review made. It can be done every 2 months in 6 month period.
The frequency will help the supervisor in building final review. It will also give the
probationer the opportunity to work on his mistakes and improve. This will provide
chance of improvement on performance of the probationer. This will keep him motivated.
Link the existing probation review system with the performance management
system.

FEASIBILITY OF IMPLEMENTING OF NEW PROBATION SYSTEM:

It is not that easy to amend changes and bring in a new organizational culture. Organizational
culture is the long run engagement result of attitudes, beliefs, processes, values and
communication. To change a culture or implementing something new, in this case a new
probation system, it is very important to do it tactfully so that the new system is easily adapted
without any hindrances.

It is possible to implement a new system provided the organization uses the following
techniques-

1. Effective communication- Be it horizontal or vertical communication, the new proposed

system has to be transmitted across every level of the organization. Communication is the
basis of control and coordination in an organization. It is very important to convey to
every employee about a new system so that they can adapt to it psychologically and
inculcate it in their work style.
2. Reinforcing transparency- Transparency is a great key to performance. It not helps in
building trust and confidence but also to solve problems easily. Transparency promotes
the pellucidity of information which is very necessary in introducing a new system.
3. Defining roles and responsibilities- Defining the required performance by disclosing the
roles and responsibilities will result in tuning of system and people. This would yield
high performance levels.
4. Aligning employees with the new system- This can be done by leaders of the
organization. Alignment has to be done of the employees with the performance level,
reward system and the work system.
5. Collecting continuous feedback of the new system- It is very important to know whether
the new system is acceptable to employees or not. The response of employee helps in
making amendments in the system to match with the culture of the organization.

Although it is not possible to change the foundation culture of an organization but a new
system can be introduced. The organization has to convince its employees that the new
system is in line with the organizational goal of achieving success. The new system will

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 Probation Review System at Crimson Industries Pvt. Ltd.

be of benefit to the employees and would foster strong organization work culture with
high sense of belongingness and commitment.

Probation evaluation sheet

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Self Evaluation by Probationer to become a part of the new Probation Review System.

Digitalization of Probationer Review System

Online Probation Review System PRS @Crimson Industries

Online Probation review System to be filled in by the Probationer on weekly basis
updating on the online portal about the weeks proceedings and development on
mentioned parameters.
Weekly Assessment by immediate supervisor and self evaluation by Probationer
on the online portalPRS @Crimson Industries.
Every 2 monthly Progress Review meeting with the Probationer by the Supervisor
(One to-One Meeting).
o This includes discussion on weekly assessments by both Probationer and
Supervisor.
o Discussing areas of improvements and reviewing whether previous
suggestions have been followed up and assessing the progress from last
review.
Incorporating the 2 Monthly Review Results on the online portal after every 2
Month Review meeting.

Self Evaluation Supervisor Supervisor Remarks

-Probationer Evaluation
To be done weekly. To be done -For weekly Assessment.
weekly. -For 2 Monthly Review
Meeting
-On completion of 6 month of
Probation.

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Probation Review System at Crimson Industries Pvt. Ltd.

Rate Scale
1 2 3 4 5 6 7
Extremely Dissatisfied Moderately Neither Slightly Moderately Extremely
Dissatisfied Dissatisfied Satisfied satisfied satisfied Satisfied
nor
Dissatisfied

5
ATTRIBUTE JUDGEMENT/DECISION BENEFITS
FACTOR PARAMETER
Probation Review System at Crimson Industries Pvt. Ltd.
Work Accomplishment Meets Deadline -Will Reflect the attitude ,
Quality of Work behaviour and seriousness of
Value addition the employees towards the
Level of assistance given work targets
taken by Probationer
Honesty -Whether the Probationer can
Dependability Trustworthy be held accountable for tasks
Consistency given to him.
Punctuality -Whether work can be
Delegated to him with
Expectation of great results.

Working Creativity -Whether Probationer can

Interpersonal Skills with others built trustworthy relations
Collaborative nature with clients and peers.

Initiative New ideas -Will Reflect his voluntarily

Uniqueness of an nature
individual -Reflects Enthusiasm
Taking responsibilities
even when not
assigned
Knowledge of job Technical Skills -Shows intellectual levels
Knowledge of -Reflects the ability to work
customer effectively and efficiently
Knowledge of
organization
Knowledge of
service/product
Company policies

Time Management Having

Compleng
Meeng
Breaks
Having deadlines
targets
frequency
DAILY objecve
DAILY -Consistently arrives to work
objective on time; observes proper
Maintains TO-DO list timekeeping for breaks and
Frequency of breaks leaving work; attends work
regularly.
-Reflects his seriousness
towards work life.
Quality of work No. Of time work is - Plans work and organizes its
revised completion; is able to cope
Content Details with a variety of activities and
Thorough content distractions; is able to
structure establish priorities
Attendance Rate of absenteeism -Reflects high moral,
Reaching/leaving on commitment and job
time 6 satisfaction
-Shows great working
atmosphere of workplace
PROBATIONERS How genuine does the -Will help understand about