Administering your performance review
The overall effectiveness of the performance review discussion can be greatly enhanced if specific guidelines are followed. Below are a few guidelines to consider for administering your performance review:
- Make an appointment with your employee for conducting the performance review.
- Choose a private location, with minimal distractions.
- Strive to minimize interruptions that could jeopardize important discussions.
- Do not schedule the session near a lunch break or at the end of the work day.
- Inform your employee that the performance review is a tool for discussing personal and professional growth and designed to improve future performance.
- The review session should be employee-oriented and include positive feedback, as well as an outline of areas of opportunity if applicable.
- Allow sufficient time to complete discussions.
- As the reviewer, remain positive, objectively subjective, and control your emotions.
- Be prepared to discuss ways to help your employee develop skills and/or modify performance.
- Be prepared to offer solutions or action plans for areas of opportunity.
- Be prepared to discuss salary, if applicable.
A well-rehearsed performance review delivery is essential to achieve the desired results. Creating and following a discussion flow chart will help ensure a successful performance review discussion. Here is a sample of a performance review discussion flow chart to follow:
- Warm up – spend a few minutes in casual conversation to relax your employee.
- Purpose – explain to your employee that actual performance will be evaluated against the responsibilities outlined in their position description and strengths and areas of development will be discussed.
- Performance Evaluation Ratings – define each of the rating categories.
- Effectiveness – explain the rating category you have assigned to the items in each area and substantiate your rating with specific examples, where appropriate.
- Strengths and Areas of Opportunity – outline specifics as appropriate.
- Resolve Employee Concerns – encourage your employee to discuss and record any comments; answer questions that may arise.
- Action Plan – discuss a development/career focused action plan with your employee to improve performance and record in the appropriate area on the performance review form.
- Development and Career Planning – Ensure that your employee is concentrating on an area of opportunity or career development. Determine whether the item is short or long-term and when follow-up will occur.
- Close – ask how you can help and remind your employee that you will follow-up on appropriate items from the discussion.
It is imperative that the performance review discussion be positive in nature. Even if areas or opportunity are present, performance can still be addressed in a constructive matter.