Conducting People Empowering Employee Performance Reviews

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Struggling to turn employee performance review into a meaningful development tool? Traditional reviews can feel like a chore, filled with paperwork and vague feedback. But what if there was a better way?

Imagine having a clear and engaging performance appraisal process that motivates your team, helps them grow, and ultimately fuels your business success. That’s the power of engaging performance reviews.

In this blog, we explore what an engaging performance review system looks like and how it can support core business goals.

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What is an Employee Performance Review?

Performance Reviews are formal meetings (usually annual or bi-annual) where managers and their team member discuss their work in detail. It’s about strategic conversations about their contributions and development.

Ideally, these reviews shouldn’t be a surprise. Regular check-ins throughout the year will help you stay on the same page and address any issues early on. This will make the formal review a smooth and productive conversation.

What are the Main Types of Employee Performance Reviews?

In the modern business world, organizations usually conduct these four types of performance reviews. Suppose you are a manager.

  1. Manager-Led Review: The classic format. You, as the manager, evaluate your team members’ performance based on your observations and their goals.
  2. Self-Performance Review: This one has your team members assess their own performance. It gets them to reflect on their strengths and weaknesses.
  3. Peer Review: Team members get to evaluate each other’s work. This can give a fresh perspective on someone’s contributions.
  4. 360-Degree Review: The most comprehensive. It combines feedback from you, self-assessment, peer reviews, and sometimes even feedback from clients or customers.

How Does a Typical Employee Performance Review Look Like?

Typical performance reviews can be a good starting point, but consider these limitations and explore ways to make them a more engaging and development-focused conversation for your team.

Here is what a traditional performance review looks like in many companies. Imagine a one-on-one meeting between you (manager) and a team member.

  1. Introduction: Briefly set the context and purpose of the review.
  2. Performance Review: This is the heart of the discussion. You’ll likely go through a pre-defined performance review form, which might include sections on:
  3. Feedback: This is a two-way street. Provide them with specific and actionable feedback on their work. But also encourage them to give you feedback on your leadership, communication style, or workload.
  4. Action Planning: Based on the discussion, briefly outline the next steps. This could involve setting deadlines for goals or scheduling follow-up meetings.

Limitations of Traditional Reviews

While traditional reviews seemed helpful in the old times, they have some proven drawbacks: Recency bias, personal biases, limited observations, subjectivity, focus on past performance, and one-sided conversations.

Things Typically Covered in a Performance Review Form

The specifics will vary, but here are some common elements in a traditional review form:

  • Employee Information: Basic details like name, position, and date of review.
  • Goal Setting: A section outlining the goals set at the previous review and the employee’s progress towards them.
  • Performance Ratings: This might involve a rating scale (e.g., exceeds expectations, meets expectations, needs improvement) for different aspects of the job.
  • Strengths and Weaknesses: Areas where the employee excels and areas for development.
  • Development Plans: Specific actions planned to help the employee improve their skills and knowledge.
  • Feedback Sections: Space for both you (the manager) and the employee to provide written feedback.

What Does an Engaging Performance Review Look Like?

Modern performance reviews are a flexible framework. You can adapt it to your team’s needs and preferences to create a more engaged, motivated, and high-performing team.

The key is to prioritize regular communication, development opportunities, and a two-way feedback loop. It’s based on continuous performance management.

Traditional reviews often feel like a yearly check-in, but continuous performance management (CPM) flips the script. It’s an ongoing process that keeps the focus on development and growth. Here’s the gist:

  • Regular Check-ins for more real-time feedback and course correction if needed.
  • Goal alignment between individual aspirations and company objectives. You regularly review progress and adjust goals as needed.
  • Focus on the future by discussing learning opportunities, skill development, and career growth plans.
  • Empowering employees by involving them in the conversation. Encourage self-assessment to build ownership.

Performance Management Software and 360 Feedback

Technology is a great ally in CPM. Consider using performance management software. It can make the process smoother by:

  • Streamlining goal setting and tracking progress.
  • Facilitating regular check-ins with online tools.
  • Providing a platform for self-assessment and feedback exchange.

360-degree feedback can also be valuable. This employee performance review goes beyond your observations and incorporates feedback from:

  • Self-assessment (employee’s perspective)
  • Peers (feedback from colleagues)
  • Subordinates (if applicable)
  • Clients/Customers (relevant for your B2B context)

This comprehensive approach provides a well-rounded view of an employee’s performance and helps identify areas for improvement across various aspects of their work.

The Ideal Continuous Performance Review Process Agenda

There’s no one-size-fits-all approach. Here’s a possible agenda for your team’s continuous performance review process:

1. Regular Check-ins: Schedule frequent (monthly or bi-weekly) one-on-one meetings.

  • Review progress: Discuss goals, projects, and any challenges faced.
  • Provide feedback: Offer specific, actionable feedback on their work.
  • Discuss development: Explore opportunities for learning and skill development.
  • Gather feedback: Encourage your team members to give you feedback as well.

2. Quarterly Reviews: Do a more in-depth review each quarter.

  • Analyze performance: Assess progress towards goals and overall effectiveness.
  • Define goals: Adjust goals based on progress and changing priorities.
  • Development planning: Create a more detailed plan for skill development.

3. Annual Review (Optional): Consider an annual review as the climax of the continuous process.

  • Summarize learnings and accomplishments throughout the year.
  • Discuss long-term career goals and development plans.

How Can An Employee Prepare Well for Their Performance Review?

Approach the employee performance reviews with confidence and a proactive mindset. This will lead to more productive and development-oriented conversations for everyone. “Them” are the employees in below actionable insights below.

1. Self-Reflect Beforehand

Encourage employees to take time for honest self-reflection. They can ask themselves questions like:

  • What were my biggest accomplishments this past review period? (e.g., Increased website traffic by 20% through a successful SEO campaign)
  • What were some challenges I faced, and how did I overcome them? (e.g., Faced a learning curve with a new marketing automation tool but took online courses and successfully implemented it)
  • Are there areas where I could improve my skills or knowledge? (e.g., Identified a weakness in data analysis and expressed interest in attending a relevant training course)

2. Gather Evidence of Achievements

They shouldn’t rely solely on memory. Encourage them to collect data and examples to support their accomplishments. This could include:

  • Project reports with positive outcomes.
  • Metrics demonstrating their impact (e.g., increased leads generated, improved conversion rates).
  • Client testimonials or positive feedback emails.

3. Review Goals and Objectives

Remind them to revisit the goals and objectives set during the previous review. This helps them assess their progress and identify areas where they might need to explain any shortcomings.

4. Prepare for Feedback

Let them know it’s a two-way street. Encourage them to anticipate potential feedback and consider how they might respond constructively.

5. Develop SMART Goals for the Future

Going into the review, have them draft SMART goals (Specific, Measurable, Achievable, Relevant, and Time-bound) for the next review period. This demonstrates initiative and proactiveness.

6. Prepare Questions for the Manager

Emphasize the importance of coming prepared with thoughtful questions for the manager. This shows their engagement and desire for growth. For example:

  • “What are some specific ways I can improve my leadership skills within the team?”
  • “What are the company’s priorities for the upcoming year, and how can I align my goals accordingly?”

Examples of Helpful Phrases to Use for Employee Performance Reviews

Here are 10 different aspects of employee performance with real-world examples of constructive phrases you can take inspiration from, in your performance reviews.

1. Goal Achievement

Positive: “Your contributions to the social media campaign exceeded expectations. The 15% increase in brand engagement is a testament to your strategic planning and execution.”

Needs Improvement: “While we achieved some of the goals set for website traffic, we fell short of our target. Let’s discuss strategies to improve SEO optimization in the next quarter.”

2. Skills and Knowledge

Positive: “Your expertise in content marketing has been invaluable. The recent blog series you spearheaded generated a significant number of qualified leads.”

Needs Improvement: “I noticed there’s room for improvement with data analysis in your campaign reports. Perhaps a training course on marketing analytics would be beneficial?”

3. Initiative and Problem-Solving

Positive: “I appreciate your proactive approach to identifying the issue with the email marketing platform. Your quick thinking minimized downtime and saved us valuable resources.”

Needs Improvement: “There were a few instances where deadlines were missed. In the future, let’s discuss potential roadblocks earlier on so we can develop solutions collaboratively.”

4. Communication and Collaboration

Positive: “Your clear and concise communication during the client presentation was impressive. You effectively showcased our marketing strategy and addressed their concerns.”

Needs Improvement: “While your work is strong, there could be more collaboration with the sales team. Let’s explore ways to improve communication and ensure seamless lead handoff.”

5. Work Ethic and Reliability

Positive: “Your dedication and commitment are truly commendable. You consistently deliver high-quality work and meet deadlines without fail.”

Needs Improvement: “There were a few instances where meetings were missed. Maintaining consistent attendance is crucial for effective teamwork and project progress.”

6. Customer Focus

Positive: “The positive client feedback you received is a testament to your exceptional customer focus. You consistently go the extra mile to ensure their satisfaction.”

Needs Improvement: “Let’s discuss strategies to improve customer retention rates. Perhaps incorporating a post-purchase customer satisfaction survey would be helpful.”

7. Creativity and Innovation

Positive: “Your innovative thinking for the recent marketing campaign was impressive. The use of influencer marketing helped us reach a wider audience and achieve significant brand awareness.”

Needs Improvement: “While your work is technically sound, we could explore ways to incorporate more creative elements into future marketing campaigns.”

8. Adaptability and Learning

Positive: “Your willingness to learn and adapt to new technologies is commendable. You quickly mastered the new marketing automation tool and streamlined our workflow.”

Needs Improvement: “The industry landscape for marketing is constantly evolving. Let’s discuss opportunities to attend industry conferences or workshops to stay updated on the latest trends.”

9. Time Management and Organization

Positive: “Your excellent time management skills allowed you to handle multiple projects effectively while maintaining a high standard of work.”

Needs Improvement: “There were instances where prioritizing tasks seemed challenging. Perhaps implementing time management techniques or using project management tools could help improve efficiency.”

10. Professionalism and Work Attitude

Positive: “Your positive attitude and professionalism are a valuable asset to the team. You consistently create a collaborative and motivating work environment.”

Needs Improvement: “While your technical skills are strong, maintaining a professional demeanor during communication with colleagues is important. Let’s discuss strategies for effective communication within the team.”

Do Your Employee Performance Reviews Support Key Business Goals?

As a top leader or manager in your organization, you must think about these questions.

  • How well does our current performance review process ensure individual goals are aligned with department and overall company objectives?
  • What metrics or tools do we use within the review process to track progress towards key business goals?”
  • Does the performance review process adequately identify areas where employee development can contribute to achieving business goals?
  • How effectively does our review process encourage the giving and receiving of actionable feedback that drives performance improvement aligned with business objectives?

If you are not satisfied with your answers to the above questions, you can approach a more empowering performance review with these factors:

Here’s what a performance management process that supports key business goals should look like:

  • Strategic Goal Alignment: Start by ensuring individual goals in the review process align with the departmental and company-wide strategic objectives. This creates a clear line of sight between individual performance and achieving overall business goals.
  • SMART Goal Setting: Encourage using SMART goals or more refined ones such as the OKR during performance reviews. These ensure goals are clearly defined and directly contribute to achieving bigger business objectives.
  • Metrics and Data Integration: Incorporate relevant metrics and data points into the review process. This enables objectively assessing progress towards goals and the impact on key business areas.
  • Development for Growth: Use performance reviews to identify skill gaps and development opportunities directly addressing achieving business goals. This could involve training programs or mentorship opportunities.
  • Continuous Feedback Loop: Regular check-ins allow for ongoing feedback and course correction and ensure employee development stays aligned with changing business needs.

Ultimately, if you are successful in enhancing your employee performance reviews according to the above parameters, you may observe these benefits:

  • Improved Employee Engagement: A clear connection between individual performance and business goals leads to a more engaged workforce.
  • Enhanced Performance: Focusing on development within the review process directly impacts employee performance, driving better business results.
  • Strategic Workforce Development: Identifying and addressing skill gaps proactively ensures your team has the capabilities to achieve future business goals.
  • Better Resource Allocation: Understanding individual strengths and development needs allows for better-targeted investments in training and resources that directly impact business goals.

Conclusion

As per JOP (Joy of Performing), Employee performance reviews aren’t just about filling out forms; they’re about having strategic conversations to develop your team and achieve your business goals. Performance reviews are an investment in your team’s growth and, ultimately, your company’s success. Need a hand-crafting performance management framework tailored to your team’s needs? Consider hiring our Performance Management Consultants to guide you through the process. Click Here

Frequently Asked Questions

1. What should I say in a good performance review?

  • Strengths: Highlight achievements with data & examples.
  • Weaknesses: Offer constructive feedback with actionable suggestions (focus on behavior/skills).
  • Make it a two-way conversation: Encourage employee feedback on your leadership.

2. How do I comment on my performance?

  • Be honest & objective. Focus on achievements & areas for growth.
  • Highlight accomplishments with data & examples.
  • Identify areas for development & propose solutions (training, mentorship).
  • Set SMART goals demonstrating initiative & alignment with company objectives.

3. How to write self-evaluation examples?

  • Achievement: “Successfully [achievement] resulting in [positive outcome].” (e.g., increased website traffic by 15%)
  • Weakness: “I identified a weakness in [skill] and I am actively working on improving it by [solution].” (e.g., taking an online course)
  • Goal: “My goal for the next review period is to [SMART goal] which will contribute to [company objective].”

4. What to write in an Employee Performance Reviews summary?

  • Briefly summarize accomplishments & contributions.
  • Mention key development areas & action plans.
  • Outline goals set for the next review period.
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Gaurav Sabharwal

CEO of JOP

Gaurav is the CEO of JOP (Joy of Performing), an OKR and high-performance enabling platform. With almost two decades of experience in building businesses, he knows what it takes to enable high performance within a team and engage them in the business. He supports organizations globally by becoming their growth partner and helping them build high-performing teams by tackling issues like lack of focus, unclear goals, unaligned teams, lack of funding, no continuous improvement framework, etc. He is a Certified OKR Coach and loves to share helpful resources and address common organizational challenges to help drive team performance. Read More

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