Administering your performance review

Administering your performance review

By on Jan 20, 2017 in Blog, HR Consulting, Performance Management, Performance Review | 0 comments

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.

Do you have questions about effective performance review systems?  If you need assistance with this or other human resource needs, contact us and check out our blog for more helpful resources.