This document serves as a foundational framework for organizations implementing a Continuous Feedback In Performance Management system within Hong Kong's legal context. It is designed for companies transitioning from traditional annual reviews to more dynamic, ongoing performance management approaches. The document addresses key requirements under Hong Kong employment law, including the Employment Ordinance (Cap. 57) and Personal Data (Privacy) Ordinance (Cap. 486), while establishing comprehensive guidelines for regular performance dialogues, documentation requirements, and feedback mechanisms. It is particularly relevant in today's rapid-paced business environment where regular performance conversations and agile goal-setting have become essential for organizational success. The document includes provisions for both in-person and digital feedback channels, data protection protocols, and integration with existing HR systems, making it suitable for modern workplace requirements while maintaining legal compliance.
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1. Parties: Identification of the employer and employee(s) to whom this policy applies
2. Background: Context of implementing continuous feedback system and its alignment with company objectives
3. Definitions: Key terms used throughout the document including 'continuous feedback', 'performance metrics', 'review period', etc.
4. Purpose and Scope: Objectives of the continuous feedback system and its application across the organization
5. Roles and Responsibilities: Detailed description of duties for managers, employees, HR department, and other stakeholders
6. Feedback Process Framework: Core structure of the continuous feedback system including frequency, methods, and documentation
7. Performance Metrics and Standards: Definition of performance indicators and measurement criteria
8. Documentation Requirements: Guidelines for recording and storing feedback and performance data
9. Data Privacy and Confidentiality: Provisions for handling personal data in compliance with Hong Kong's PDPO
10. Review and Appeal Process: Procedures for challenging or appealing feedback or assessments
11. Implementation Timeline: Schedule for rolling out and maintaining the continuous feedback system
12. Amendment Provisions: Process for updating or modifying the policy
1. Performance-Based Compensation: Include when feedback system is directly linked to salary adjustments or bonuses
2. Department-Specific Adaptations: Include when different departments require unique feedback approaches
3. Remote Work Considerations: Include when managing remote or hybrid workforce feedback
4. Integration with HR Systems: Include when feedback system connects with existing HR platforms
5. Training and Development: Include when feedback system includes specific learning and development pathways
6. Probationary Period Feedback: Include when specific provisions for new employees are needed
7. Cultural Sensitivity Guidelines: Include for multinational organizations or diverse workforces
1. Schedule 1: Feedback Forms and Templates: Standard forms for documenting regular feedback sessions
2. Schedule 2: Performance Metrics Framework: Detailed breakdown of performance indicators and measurement criteria
3. Schedule 3: Timeline and Frequency Guide: Detailed schedule of feedback sessions and review periods
4. Schedule 4: Data Protection Protocols: Specific procedures for handling performance data
5. Schedule 5: Training Materials: Guidelines for managers on providing effective feedback
6. Schedule 6: System User Guide: Instructions for using any digital feedback tools or platforms
7. Appendix A: Legal Compliance Checklist: Checklist ensuring alignment with Hong Kong employment laws
8. Appendix B: Best Practices Guide: Reference guide for effective feedback techniques
Relevant legal definitions
Clauses
Relevant Industries
Financial Services
Technology
Professional Services
Manufacturing
Retail
Healthcare
Education
Hospitality
Telecommunications
Real Estate
Construction
Logistics
Media and Entertainment
Public Sector
Non-Profit Organizations
Relevant Teams
Human Resources
Legal
Compliance
Senior Management
Operations
Information Technology
Training and Development
Employee Relations
Organizational Development
Performance Management
Corporate Communications
Department Management
Administration
Relevant Roles
HR Director
HR Manager
Performance Management Specialist
Learning & Development Manager
Chief Human Resources Officer
Department Head
Line Manager
Team Leader
Supervisor
Human Resources Business Partner
Talent Development Manager
Employee Relations Manager
HR Compliance Officer
Training Coordinator
Organizational Development Specialist
Chief Executive Officer
Department Director
Managing Director
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