REPORT ON

Performance Appraisal Management On Islami Bank Bangladesh Ltd.

REPORT ON
Performance Appraisal Management On Islami Bank Bangladesh Ltd.

Prepared For:
Farhana Rashid Assistant Professor School of Business & Economics

Prepared By:
Name Shamima Islam Mitu Asif Islam Onique Ishfaque Rezwan Gloria Florence Gomes A.Z.M. Abu Sufian Atiqur Rahman Atiq ID 111-091-002 111-091-015 111-091-263 111-091-275 111-091-421 111-091-424

Performance Appraisal & Management (HRM 4358) Section: B

Date of Submission: September 12, 2013

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Letter of Authorization
September 12, 2013 Farhana Rashid Assistant Professor School of Business & Economics United International University

Subject:
Request to accept our report on Performance Appraisal Management on IBBL.

Dear Madam, We are pleased to submit our repot on Performance Appraisal Management on IBBL that you have assigned to us. We conducted a comprehensive study on the assigned task, and thoroughly analyzed the topic and visit the head office for direct interaction with HR head and finally prepared this report for your course named Performance Appraisal & Management. We tried our best to prepare this report fault free, but it is not possible. We hope that you will take any mistake with kind consideration. Your acceptance and any type of appreciation would surely inspire us.

Sincerely Yours

(On behalf of other group members)

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Acknowledgement
We are very delighted to accomplish the assigned task given by our respective course teacher Farhana Rashid on the topic of Performance Appraisal Management on IBBL. In terms of preparing the report; we faced different problems, but we have been able to overcome those problems with the help of our direct interaction with HR head of the bank and task related online materials. In this regard we are extremely great full to the modern technology of Internet that provided us all the supportive materials for completing our task properly. Above all, we cant refine ourselves from giving heart full thanks to our course teacher Farhana Rashid on also remain with us all the time for completing this complex task.

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Executive Summary
Islami Bank Bangladesh Ltd. (IBBL) is the pioneer of Islamic banking in Bangladesh. It became incorporated on March 13, 1983. It has 36.91% local and 63.09% foreign shareholders. With 280 branches and 11,465 staffs, IBBL is the largest private banking network in Bangladesh.[1] When IBBL was established, it was the first bank in south-east asia to provide banking service based on Shariah. Our main purpose is to measure the performance procedures of IBBL Ltd and evaluating further process . First we have identified the performance evaluation of IBBL on different stages like employees, customers and branches. We have identified current measurement of performance evaluation process and employee feedback of IBBL. IBBL sets Standardized performance assessments that allow aggregating, calculate and analyze results to show where performance, evaluation and feedbacks are strong.

Table of Contents

Chapter 1: Introduction .................................................................................................................. 5 Origin of the Study: ..................................................................................................................... 5 Objectives of the report: ......................................................................................................... 5 Scope of the study: .............................................................................................................. 5 Methodology:................................................................................................................... 6 Data collection method: .............................................................................................. 6 Limitations of the study: .......................................................................................... 7 Chapter 2: Background of Islami Bank BD Ltd. ............................................................................. 8 History of Islami Bank Bangladesh Ltd:...................................................................................... 8 The Shariah based banking of IBBL: ...................................................................................... 9 Mission & vision Statement: ................................................................................................ 9 Chapter 3: Analysis ....................................................................................................................... 11 Employees Evaluation: .............................................................................................................. 11 Customer/clients Evaluation: ................................................................................................ 11 Branches Evaluation: ......................................................................................................... 12 Employees Feedback: .................................................................................................... 14 Chapter 4: Findings ...................................................................................................................... 18 Chapter 5: Recommendation ....................................................................................................... 19 Chapter 6: Conclusion .................................................................................................................. 20 References ..................................................................................................................................... 21 Appendix ....................................................................................................................................... 22

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Chapter 1: Introduction
Origin of the Study:
This Report has been preparing under the trimester program, an indispensable part of the Bachelor of Business Administration (BBA) program. For the study purpose, we have chosen Islami Bank Bangladesh Ltd. (IBBL), this report basically on the Performance Appraisal Management related activities of this organization.

Objectives of the report:

To enhance the knowledge about the performance activities on IBBL and to relate them with the concepts of the texts of the course Performance Appraisal. According to the vital & key information of my honorable advisor, I have conducted this study for the following important objectives: To develop employees of IBBL To evaluate and giving feedback the employees of IBBL To increase motivation and productivity of IBBL To enhance transparency IBBL To retain top talent IBBL To increase commitment IBBL To develop employees of IBBL

This report is prepared and presented by the group members to the Project Supervisor for the evaluation of their practical perspective.

Scope of the study:

Our study is mainly based on the evaluation and analysis of setting of performance targets /objectives, agreement on measurement criteria and organizations expectations of desired performance level brings to transparency to the appraisal process. And also the other human resources practices of the IBBl. We also described social, political as well as cultural environment of Islamic banking in the country. For conducting this research study it is very

much required that I have posses some idea about the conduction of research study. With the help of our advisor we have tried to eliminate any types of shortcomings from our part. Our study posses the different related items of human resources practices and most importantly related with different variables that are required for evaluating a banks performance processes. We also gave a brief description of other issues and aspects that is helpful for knowing more about the total scenario of the Islamic banking operation in Bangladesh. That will be helpful for the reader to know not just about the human resource practices of the Islamic Bank Bangladesh Limited but also other items as well

Methodology:
The study requires a systematic procedure from selection of the topic to prepare the report. To prepare the report data sources are to be identified and collected, data to be classified, analyzed, interpreted and presented in a systematic way and it is must to find out the key points. This overall process of methodology is given in the below which has been follow to prepare the report. Topic selection: After thinking and the discussion with our course coordinator we decide to make our report on Performance Appraisal Management on IBBL Identifying data Sources: The report is prepared by using both primary and secondary data. But secondary data is mostly use to prepare this report.

Data collection method:

The data required for this report were collected from both primary and secondary sources; however, majority of the information was collected from secondary sources : Primary sources: Some required & important information came from primary sources. These sources are: Interviews and conversations with officers and executives of the bank from different divisions and departments. Official records of IBBL. Observations of the work done by the different department.

 Secondary sources: Most of the parts of the report and conceptual part have been collected from different secondary sources. Some of these secondary sources are: Annual Report of the IBBL. Different circulars issued by the IBBL. Different journals and articles.

Limitations of the study:

We have faced some problems during preparing my report:

Providing limited visit time by the bank authority. Insufficient Data getting from the authority. Data collection from the corporate clients as they are very busy with their work. Most of the relevant literature and study materials on VAS are very confidential. The study was conducted mostly on secondary data.

Chapter 2: Background of Islami Bank BD Ltd.

History of Islami Bank Bangladesh Ltd:
In the late seventies and early eighties, Muslim countries were awoken by the emergence of Islami Bank which provided interest free banking facilities. There are currently more than 300 interest free institutions all over the world. Islami Bank now a days not only operate in almost all Muslim countries but have extended their wings to the western world to serve both Muslim and non Muslim customers. In case of Islami Banking, the establishment of Mitghamar Local Savings Bank in 1963 is said to be a milestone for modern Islami Banking. The history of Islami Banking can nevertheless be traced back to the birth of Islam. In 1974, Bangladesh signed the Charter of Islamic Development Bank and committed itself to reorganise its economic and financial system as per Islamic Shariah (legal framework of Islamic Ideology). In 1978, Bangladesh recommended in Islamic Foreign Minister Conference in Senegal towards systematic efforts to Islamic Banking. In 1980, Foreign Minister Conference in Pakistan where Bangladesh Foreign Minister Prof. Shamsul Hoq, proposed for taking steps for Islamic Banking. Further, Bangladesh Bank sent representation abroad to study Islamic Banking System. Also, International Seminar held in Dhaka inaugurated by Bangladesh Bank Governor for early introduction of Islamic Banking.In 1981, President of the Peoples Republic of Bangladesh addressed the 3rd Islamic Summit Conference held at Makkah and Taif suggested, The Islamic countries should develop a separate banking system of their own in order to facilitate their trade and commerce. In 1982, IDB visited Bangladesh for study. They found contributions done by Islamic Economics Research Bureau (IERB) and Bangladesh Islamic Bankers Association (BIBA); they mobilized the seminars, public opinion through symposia & workshop. Professional activities reinforced by Muslim Businessman Society (now reorganized as Industrialists and Businessman Association). The body mobilized mainly equity capital for emerging Islamic Bank. Finally, in 1983 Islami Bank Bangladesh Limited (IBBL) came out to take the challenge of doing banking business.Islami Bank Bangladesh Limited (IBBL) is considered
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to be the first interest free bank in Southeast Asia. It was incorporated on 13-03-1983 as a Public Company with limited liability under the companies Act 1913. The bank began operations on March 30, 1983, with major share by the foreign entrepreneurs. IBBL is a joint venture multinational Bank with 63.92% of equity being contributed by the Islamic Development Bank and financial institutions. The total number of branches in 2010 stood at 232. Now the authorized capital of the bank is Tk. 10,000 million and Paid op capital is Tk. 6,177.60 million.

The Shariah based banking of IBBL:

Islamic bank is a financial institution whose status, rules and procedures expressly state its commitment to the principle of Islamic Shariah and to the banning of the receipt and payment of interest on any of its operations. Shariah law is the law of Islam. The rules concerning financial transactions are known as Fiqh al-Muamalat. The most prominent of these laws are the laws concerning the charging of interest or fees on loans or usury fees. This is known as Riba. Islami based Shariah banking laws also forbid investing in financial unknowns, such as trading in futures, and in businesses that participate in ventures that are against Islamic principles. In the Shariah based banking system, if the munafa of IBBL is zero then the share holders of IBBL never earn munafa of that month.

Mission & vision Statement:

Mission of IBBL: To establish Islamic banking through the introduction of a welfare oriented banking system and also ensure equity and justice in the field of all economic activities, achieve balanced growth and equitable development through diversified investment operations particularly in the priority sectors and less developed areas of the country. To encourage socio-economic uplift and financial services to the low income people particularly in the rural areas. Vision of IBBL:

Our vision is to always strive to achieve superior financial performance, be considered a leading Islamic bank by reputation and performance.
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Our goal is to establish and maintain the modern banking techniques, to ensure the soundness and development of the financial system based on Islamic principles and to become the strong and efficient organization with highly motivated professionals, working for the benefit of people, based upon accountability, transparency and integrity in order to ensure stability of financial systems.

We will try to encourage savings in the form of direct investment. We will also try to encourage investment particularly in projects which are more likely to lead to higher employment.

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Chapter 3: Analysis
Employees Evaluation:
Employees are the assets to any organizations. Because of this statement, Islami Bank also tries to make friendly environments for their employees. Every year Islami Bank evaluates its employees performance on the basis of their daily, weekly, monthly, quarterly activ ities. But overall performance is evaluated annually. To evaluate its employees performance Islami Bank Bangladesh Ltd. follows Absolute Category Rating (ACR) judgment method. The ACR is a category judgment method where the test sequences are presented one at a time and are rated independently on a category scale. Subjects are asked to rate the quality of the presentation based on the level of the quality they have in their opinion for it after viewing or listening it. This phase is named the voting time. The voting time should be less than or equal to 10 seconds. This is the five-level scale for rating overall quality is the most used scale. If higher discriminative power is required, a nine-level scale may be used. Islami Bank also evaluates its employee s performance through superior observations. Through superior observations Islami Bank also gives feedback to its employees over their performance.

Customer/clients Evaluation:
Islami Bank evaluates the client for the purpose of its own business. But Islami Bank does not have any structured method for evaluating the customers/clients. Basically it evaluates the clients by observing and seeing the previous history before make strong business relationship. It is the most important issue because on the basis of its investment, bank usually goes for sanctioning the proposed investment limit/proposal but if anything goes wrong with clients; the bank suddenly stops to make payment of investment. In order to appraise the customer/client, Islami Bank Bangladesh Limited (IBBL) provides a standard.

Islami Bank also evaluates its rural customer on the basis of their payable installment. If the rural customer pays all dues in exact time then Islami Bank give that customer a reward, the bank forward the last month installment to the customers deposit.

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Branches Evaluation:
Most of the private banks are built for commercial purpose. As it is a private bank, Islami Bank works for generating revenues. It has 232 branches over Bangladesh. The bank evaluates its branch performance on the basis generating revenues/profits. But as earlier we have discussed that it follows the Shariah based banking system. In this system Islami Bank generates profits (munafa) and usually distributes that profit with all of its stockholders on their stock portion. But if its fail to generate profit like zero profit, then Islami Bank never bound to pay any profits to its clients or stockholders. By the survey questionnaire we have gathered different performance appraisal management information from the authority of the HR department of Islami Bank Bangladesh Limited. Now we are going to analysis those gathered information about performance appraisal management of IBBL:

We have talked with an executive of the HR department; he informed us that every employee is evaluated by their top management authority. To evaluate employees they basically use Absolute Category Rating (ACR) judgment method. Besides they also evaluated by the strict supervision of the top level management.

Performance appraisal is an ongoing process, by which every step of the employee is evaluated daily, weekly, monthly basis. But the frequency of the overall performance is evaluated annually and then performance feedback is provided to them.

All employees are familiar with the method of questionnaire and interview. By this the top management also gathers information about the employees. Then after further observations they take decisions about the employee or his problems.

The performance appraisal method is not regularly updated at all. When any change is required then the top authority changes it with the permission of all higher authority.

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After the performance of the employee is evaluated then the authority can identify the performance gap between the actual and expected performance. Then the authority can take proper steps to reduce that performance gap.

Cash is the best immediate reward tool to motivate employees. Most of the employees are become happy when they get cash benefits as rewards. Thats why Islami Bank also provides cash benefits with the salary because of best performance. The authority also informed us that every 3 years Islami Bank provides its employee minimum 15 days paid vacation.

When employees get positive performance appraisal then their leadership and interpersonal skill must be developed told us by the executive of the HR department. By getting performance appraisal they become more active and be prepare for producing best outputs.

Yes the authority of Islami Bank believes that performance appraisal system improves employees motivation and satisfaction level. When the motivation and satisfaction level is high then employees continuously shows best results by their performance.

When performance gap is identified, by providing appropriate training that gap will be minimized.

The Hr executive informed us that 360 degree feedback system does not exist in Islami Bank BD ltd. He strongly informed us, only the observation of the top management is the primary way to evaluate employee performance.

As an employee of the HR department that executive thinks that their performance appraisal method is not the best one. Its may be good. Basically it depends on the motive of the top level management. He also informed us that sometimes the management becomes bias about any employee.

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Employees Feedback:
We have also done a sample survey on few of Islami Bank BD Ltds employees, by which we can get a minimum idea about employees feedback about getting performance appraisal. Here we talked with 4 employees. They have shown us their highest honesty and integrity to us and provide us below information through the sample survey: 1. Employees are treated fairly and equally.

Strongly Agree 25%

Disagree 50%

Agree 25%

The first statement of the employee performance evaluation is, employees are treated fairly and equally. Through the statement 25% of employees give opinion that they are strongly agree with the statement. And 25% employees also agree with it, but highest 50% employees are totally disagreeing with the statement. 2. Working place environment is comfortable.

Disagree 25%

Agree 75% Under the second statement a large number of employees agree with the statement. And that portion is 75% among total. Whereas 25% employees feel that the environment of their working place is not comfortable.
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3. Employees have a voice in major decisions regarding changes in the work environment. Agree 25%

Strongly Disagree 25%

Disagree 50%

Most of the employees have shown us that they are totally negative with this statement. Where only 25% employees agree but 50% employees are disagree and 25% are strongly disagree with the statement. They informed us that only top management can change the work environment on the basis of necessity. 4. How satisfied are you with the training and development of employees? Strongly Agree 25%

Disagree 25%

Agree 50%

But the employees of Islami Bank are satisfied with the training and development process. After joining the bank all employees get on the job training. And time to time if any training is necessary to them then training and development division arrange sort of trainings against all necessity.

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5. Employee recognition program is best suited to employees.

Strongly Agree 25%

Agree 25%

Disagree 50%

Under this statement 25% employees opinion is strongly agree and 25% is agreeing. Total 50% employees think that employee recognition program is best suited to employees. But 50% portion is totally disagreeing with the statement. They think sometimes recognition affects by biasness. 6. The employee deductible is reasonable and fair.

Strongly Agree 25%

Agree 75%

Most of the employees agree with deductible policy. They think its reasonable and fair. This is one kind of deduction because of penalties. Here 75% employees are agreeing and 25% employees also strongly agreeing with the statement

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7. Company offers you different recreational tools to improve performance. Agree 25%

Disagree 25%

Strongly Disagree 50%

By the information of employees of Islami Bank, we have realized that the bank do not offer continuous basis different recreational tools to improve performance. Here most of the employees opinion is totally negative about recreational tools provided by the bank. 50% employees opinion is strongly negative whereas only 50% employees agree with the statement. 8. I would recommend others to work for this company.

Strongly Agree 25%

Disagree 25%

Agree 50%

No organization is free of problems. Islami bank has also few of problems that are focused by its few employees through the survey questionnaire we have prepared. But employees are really happy and see Islami Bank as their family. Thats why they recommended others to take the working taste of Islami banking in Islami Bank BD Ltd. Here 75% employees are showed positive opinion regarding this statement.

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Chapter 4: Findings
Islami Bank Bangladesh Limited (IBBL) is a private commercial bank operated based on Islamic Shariah law. Thats why its activities are different from other commercial banks in Bangladesh. They treated loan as investments and profits as munafa. Like others bank it also seeking profit/munafa. We visited Islami Bank Bangladesh Limited head office two days ago. Our assigned task was to know about performance appraisal management of Islami Bank. We know that if we can meet to the HR department head and their executives then we may get some sort of information about performance appraisal policy of the Islami Bank. We arrived in IBBL with all of our members and met with HR department in charge and few executive of that department. We explained our purpose of the report then they give us little information about policies of performance appraisal. As we know that Islami Bank always tries to put its information as hidden to outsiders. So that most of the when we were asking them different issues then they mentioned they cant explain because of confidential matter. But they help us to fill up our questionnaire in a precise way. By visiting Islami Bank we get different information about performance appraisal but it was not sufficient to prepare a report. But they informed us that at the present time they followed Absolute Category Rating (ACR) judgment method to evaluate its employees performance. Their employees are evaluated only by top management supervisions and observations. And their frequency of the evaluation is held only in a year. Few executives without mentioning identity informed us, sometimes evaluation and reward system affected by the biasness of the supervisors. We also gather knowledge that, all employees get fifteen days paid vacation in every 3 years gradually. And we also have known that the rural customers whose performance were good and can repay all dues in prompt time then they get last months installment as reward and its forwards to their deposits immediately. We also found little criticism about Islami Bank by its employees that mentioned in analysis part. Basically this is happen in every organization. By the way, Islami Bank getting high to higher position because of its sincere employees.
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Chapter 5: Recommendation

Islami Bank Bangladesh Ltd. (IBBL) is performing well but we think it has some crucial area in performance appraisal policies, to improve those the following recommendations can be made for the IBBL:
The performance evaluation is only by top management. But it will be accurate if the organization use 360 degree feedback system. Because 360 degree system make involve the top management, supervisor, subordinate and peer groups for evaluating a particular employees performance. Then biasness may not take place. When the employees do better performance IBBL basically provide cash benefits to its employees. But we think it could be better if IBBL arrange a short party to focus the better performer within the bank. Then employees become praised because of it. Basically the frequency of the evaluation operates annually. But if the authority can provide the performance evaluation and its feedback to the employee in continuous basis like monthly, quarterly or half yearly then it will be easier to the employee to know his exact performance and performance gap. Then they can minimize the gap by hard working. It is a modern banking era. Each and every commercial bank is properly utilizing technological innovations. So IBBL can use and utilize those modern technologies to keep pace with the modern time and can make its employees efficient and more effective. We know that technological development help to make employees the best performer. To make branches performance best it can recruit skilled human resources which can turn the bank ahead. To get the best performed employees IBBL need to stop bias or reference employee recruitment. IBBL needs to provide or arrange best recreational packages for its employees. Like they can arrange family programs for their employees and their families. We think it will motivate the employees and make their performance better.

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 And we think that the authority needs to involve employees have a voice in major decisions regarding changes in the work environment or in other decision making activities.

Chapter 6: Conclusion
IBBL needs some means of ensuring performance standards are being achieved and objectives are being met. They also need to plan for the future by setting organizational objectives. These should be achieved through personal objectives agreed at the appraisal. This is vital for all employees in order to maintain a competitive position, and it is important that the method for doing this is successful. However, underlying the methods, practices and techniques there must be crucial managerial thoughts, attitudes and activities. So we can say that IBBLs perfo rmance appraisal processes are Review Accomplishments and Goals which has a link between IBBLs strategy and results. It is directed toward a purpose and its can be beneficial for the IBBL, the employee and the manager of the who are related to Appraisal system of IBBL can serve administrative or developmental purposes; designing a scheme for each purpose is always advisable. Providing an employee with feedback enhance IBBLs performance. They Appraising all category of employees is a common practice among organizations. Managers, employees or a combination of raters can conduct appraisal. Employees can also carryout self assessment. Its Appraisal procedures has four complementary stages, starting with planning and ending with review of performance but sometimes Different methods can be used for appraisal. Each method has its advantages and disadvantages and serves different purposes and the Appraisal results can be communicated through different style. Using a certain style is heavily dependent on the situation.

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References
http://en.wikipedia.org/wiki/Islami_Bank_Bangladesh_Ltd http://www.islamibankbd.com/ Performance Management by Herman Aguinis

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Appendix
QUESTIONNAIRE FOR HR DEPARTMENT"

A Survey on Performance Appraisal Management

As the students of United International University, we are here to do a survey on Performance Appraisal Management. All the collected information will be used only to furnish a report for our study purpose and remain confidential. Therefore, we hope you will, to your highest honesty and integrity, help us to get your ideas about the mentioned issue. Thanking you in advance. Date of the Survey: 10th September 2013

Question 1: By whom employee is evaluated for his performance? a. b. c. d. Top management Supervisor and/ or subordinate Self evaluation or peer groups All of the above

Question 2: What is the frequency of the performance appraisal take place? a. b. c. d. Monthly Quarterly Half yearly Yearly

Question 3: By which method/s are your employees are most familiar with? a. b. c. d. Questionnaire Interview Both None of them

Question 4: Does the performance appraisal method update regularly basis? a. Yes b. No Question 5: Does the performance appraisal offer your employees any training and performance development benefits? a. Yes b. No

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Question 6: Can you specify which types of reward packages are given to your employees? Please specify: Question 7: Do you think your employees leadership and interpersonal skill developed after performance appraisal? a. Yes b. No Question 8: Do you believe that performance appraisal system improves employees motivation and satisfaction level? a. Yes b. No Question 9: What steps your organization take to eliminate the performance gap? Please specify:

Question 10: Does 360 degree feedback system exist in your organizations? a. Yes b. No Question 11: By which method/s your organization evaluates customer? Please specify:

Question 12: By which method/s your organization evaluates branch performance? Please specify:

Question 13: As an employer what do you think, your overall existing performance appraisal method is a. Best b. Good c. Worst
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QUESTIONNAIRE FOR EMPLOYEES"

A Survey on Employee Performance Evaluation

As the students of United International University, we are here to do a survey on Performance Appraisal Management. All the collected information will be used only to furnish a report for our study purpose and remain confidential. Therefore, we hope you will, to your highest honesty and integrity, help us to get your ideas about the mentioned issue. Thanking you in advance. Date of the Survey: 10th September 2013
Strongly Agree (5) Agree (4) Neutral (3) Disagree (2) Strongly Disagree (1)

Question 1: Employees are treated fairly and equally. Strongly Agree Agree Neutral Disagree Strongly Disagree

Question 2: Working place environment is comfortable. Strongly Agree Agree Neutral Disagree Strongly Disagree

Question 3: Employees have a voice in major decisions regarding changes in the work environment. Strongly Agree Agree Neutral Disagree Strongly Disagree

Question 4: How satisfied are you with the training and development of employees? Very Satisfied Satisfied Neutral Dissatisfied Very Dissatisfied
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Question 5: Employee recognition program is best suited to employees. Strongly Agree Agree Neutral Disagree Strongly Disagree

Question 6: The employee deductible is reasonable and fair. Strongly Agree Agree Neutral Disagree Strongly Disagree

Question 7: Company offers you different recreational tools to improve performance. Strongly Agree Agree Neutral Disagree Strongly Disagree

Question 8: I would recommend others to work for this company. Strongly Agree Agree Neutral Disagree Strongly Disagree

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Group Members:

Name Shamima Islam Mitu Asif Islam Onique Ishfaque Rezwan Gloria Florence Gomes A.Z.M. Abu Sufian Atiqur Rahman Atiq

Contribution Part Chapter 1 Chapter 3 Chapter 2 Chapter 4, 5 Chapter 2, 6 Chapter 3

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