Most companies and organizations use performance reviews to evaluate employees’ accomplishments and other critical measures like attitude, work pace, and motivation. While conducting employee performance reviews can be challenging, ensuring that the company and its employees share the same goals and objectives is necessary.
In addition, evaluations can also set forth a game plan for future improvements that the employee can make to enhance their accomplishments within the organization. This, in turn, could lead to salary increases, promotions, or other rewards.
How to Properly Conduct an Employee Performance Review
Performance reviews are designed to motivate employees to thrive in their careers. When workers have high morale and a good work ethic, they are more apt to successfully complete projects, produce quality work, and move the company towards its overall goals.
If an employee is having issues, a performance review could help course-correct the problems and lay the groundwork for positive changes. For a manager to properly conduct a performance review, several items should be considered, such as:
- Preparing all feedback in advance
- Keeping remarks clear and concise
- Providing the employee with a copy of the completed evaluation form
- Holding the review meeting as a two-way conversation
- Concluding the review with a focus on the future
Preparing All Feedback in Advance
Managers should prepare all feedback before the employee performance review begins. This allows you to compile your thoughts in advance. You can also use the evaluation document as an outline for the meeting with the employee.
By having all your comments in writing beforehand, you can ensure that the meeting remains on track and that you don’t miss any of the critical points you want to cover, such as praise for achievements or suggestions for completing better quality work in the future.
Keeping Remarks Clear and Concise
Employee reviews are typically most beneficial when they are clear and concise. If you are not direct and transparent when delivering an evaluation, you could risk the employee becoming confused about their goals and expectations.
One strategy for ensuring that you are clear is to use specific examples whenever possible. For instance, if you have given an individual a low score for their time management skills, you can share examples with them, such as missed deadlines or times when their coworkers had to pick up the slack.
The same is true for goal setting with an employee. In this case, you should ensure that each goal you set includes a timeframe and a way of measuring the results. That way, employees will understand exactly what you expect from them and whether or not they have succeeded when completing their designated task(s).
Providing the Employee with a Copy of the Completed Evaluation Form
While most individuals hope to receive good news about a pay raise or promotion during performance reviews, managers must provide honest feedback regarding what the employee can improve.
You can increase the chance that employees will act on your suggestions if you give them a written copy of the review. That way, they can reference the information at any time and make the improvements you have outlined.
Holding the Review Meeting as a Two-Way Conversation
Although managers must provide information to employees during their reviews, you should strive to keep the conversation a two-way street. This means that the employee may make suggestions and ask questions about how they can improve their results in the future.
Managers could also allow the employee to share their self-assessments, such as their most significant challenges or greatest strengths. If an employee remains silent and does not seem comfortable engaging in a conversation, you could ask them some open-ended questions, such as:
- Where have you made the most progress since your last performance review?
- What is the one accomplishment during this review period that makes you the proudest?
- Where do you believe you need the most improvement?
- How can the company’s management team help support your career goals?
Concluding the Review with a Focus on the Future
When concluding the performance review, end it on a positive note. While it is important to discuss where employees should make improvements, you don’t want the employee leaving the meeting feeling poorly or uncomfortable.
By ending the meeting on a positive and forward-focused note, the individual will be more likely to leave feeling motivated and hopeful rather than down and discouraged. They are also more apt to act on your suggestions for improvement.
Holding Multiple Performance Reviews Throughout the Year
Although many companies conduct employee reviews on an annual basis, there are benefits to doing so more often, such as every quarter or even each month. This is because more frequent reviews can help alleviate some of the pressure. In addition, conducting employee reviews more regularly can get workers used to discussing their challenges and achievements, making giving and receiving feedback less intimidating.
How Can Your Company Improve Its Performance Review Process?
If your company provides regular employee performance reviews, you could improve how they are conducted. Poorly delivered reviews can leave workers feeling confused, unengaged, and discouraged. In some cases, the employee may leave the review with the intent to find another job elsewhere.
You may also conduct performance reviews more frequently, motivating employees to make the suggested improvements. So, determining how and where the reviews may be changed could significantly impact their results.
Properly conducting employee evaluations can make a big difference in the way employees receive them, as well as whether or not they act on your suggestions. If your company plans to update its performance review methods, working with a consultant who specializes in this area is recommended.
