Performance Reviews: What's Effective?
Conducting employment performance reviews can be challenging but rewarding!
As a manager, it’s your job to provide constructive feedback that encourages growth and improvement. This guide will help you conduct effective performance reviews with your employees, making the process beneficial for both parties.
Preparing for the Review
Before the review, gather all relevant information about the employee’s performance. This may include any, or all, of the following:
1. Performance Metrics:
Collect data on sales, projects completed, customer feedback, etc.
2. Employee Self-Assessment:
Ask the employee to complete a self-assessment form; use the standardized one for your company or create one for the review. Ensure that it can be completed by your employee on their own time, before a set deadline. This provides them the privacy to answer the questions without feeling watched, and the time to think about how they’d like to answer the questions.
3. Peer Feedback:
Gather input from coworkers who interact with the employee regularly, and jot down information of note. For example, praise such as “they’re excellent co-workers because they bring such a positive attitude”, or constructive feedback such as “sometimes I’ve noticed they don’t properly clean the counters before prepping a new meal”.
4. Previous Reviews:
Review past performance evaluations to track progress.
5. Setting the Right Environment:
Create a comfortable and private setting for the review. A quiet, neutral location helps put the employee at ease and encourages open communication; choose somewhere where other employees cannot “listen in”. Ensure there are no interruptions to maintain focus and respect both yours and the employee’s time.
Conducting the Review
1. Start with Positivity:
Begin the review with positive feedback! We all like to know that we are seen and appreciated for what we do. Highlight the employee’s strengths and achievements and genuinely compliment their work. This sets a positive tone and shows that you value their contributions!
2. Discuss Areas for Improvement:
After discussing strengths, gently transition to areas needing improvement. Be specific and provide examples where appropriate. Use phrases like “I’ve noticed…” or “It would be helpful if…” to avoid sounding accusatory. Focus on behaviors and outcomes rather than personal attributes. To help you out with this, KES has an extra article on “Delivering Constructive Feedback”.
3. Set Goals and Expectations:
Work together to set achievable goals. Make them SMART (Specific, Measurable, Achievable, Relevant, Time-bound). Clear expectations help employees understand what they need to be working on and helps you both to avoid any confusion or misinterpretation. If you want to learn more, MindTools has a handy article on “SMART Goals”, with examples on how you can utilize them.
4. Encourage Open Dialogue:
Encourage employees to share their thoughts and feelings. Ask open-ended questions like “How do you feel about your current workload?” or “What challenges have you faced?” This promotes a two-way conversation and shows that you value their input! And when they answer you, listen. We mean really listen! Pay attention to what is bothering them, and what they feel that they are doing well; take notes if that would be helpful for you.
5. Create a Development Plan:
Develop a plan for professional growth. This might include clearly outlining the SMART goals on paper, discovering training opportunities, new/additional responsibilities, and/or mentorship programs. Providing a clear path for development demonstrates your commitment to their career progression! (We’ll include a list of 14 different free courses that you can check out at the end of this article; maybe there’s something in there you can offer your employee)!
Common Questions Managers Have
How Do I Handle Difficult Conversations?
We know that it sucks, but difficult conversations are a natural part of performance reviews. Here are some tips to help you handle them more effectively:
- Stay Calm and Composed: Maintain a calm demeanor to keep the conversation productive.
- Be Honest but Tactful: Address issues directly but with sensitivity; don’t just bulldoze your employee with negativity.
- Focus on Solutions: Rather than dwelling on problems, discuss potential solutions and ways to improve. Offer support and encouragement.
How Can I Make Reviews More Productive?
Consider the following before you conduct a review:
- Regular Check-Ins: Don’t wait for annual reviews. Regular check-ins help address issues promptly and keep employees engaged.
- Use a Structured Format: Follow a consistent structure for all reviews! This ensures all key areas are covered and makes the process predictable for employees (and for you).
- Provide Continuous Feedback: Offer feedback throughout the year. This helps employees stay on track and reduces anxiety when the time comes for the performance review.
Addressing Common Employee Concerns
Fear of Negative Feedback
Employees often fear negative feedback, and we all have experienced the feeling at some point in our lives. Here’s a few ways you can approach this nervousness:
- Balance Feedback: Provide a mix of positive and constructive feedback. Try “sandwiching” your feedback with something good, a piece of constructive criticism, and then positive again on the other side.
- Reframe Negativity: Present negative feedback as opportunities for growth rather than criticism. This isn’t an attack, it’s an opportunity for both of you to learn.
- Show Support: Offer support and resources to help employees improve. Remind them of any relevant benefits in their work benefits package, encourage them to take breaks, and remind them of ongoing learning and professional development opportunities.
Unclear Expectations
Employees may be unclear about expectations, especially if they are not written down and worked out together during the review. Clarify by:
- Setting Clear Goals: Use SMART goals to define clear expectations.
- Regular Updates: Keep employees informed about any new or upcoming changes in expectations.
- Documenting Agreements: Ensure that both parties understand and agree on the goals and expectations discussed.
Remember, being a manager is not just about overseeing tasks but also about nurturing growth and development in your team! Effective performance reviews can be a powerful tool in this process. Approach them with empathy, clarity, and a genuine desire to help your employees succeed.
Want a Few More Ideas?
These resources can help you conduct performance reviews that are fair, effective, and aligned with Canadian employment standards and practices.
(Plus, there’s a list of free trainings to download, and bonus KES Articles for you to check out, too)!
The Canadian HR Reporter provides comprehensive insights on performance management, especially in unionized environments. It emphasizes the importance of regular, informal feedback and developing strong relationships with employees. The resource also discusses various collective agreements that include performance review processes, offering practical examples and best practices for managers in Canada.
People Managing People offers a detailed guide on how to conduct effective performance reviews, highlighting the importance of two-way conversations, honesty, and detailed feedback. It also provides practical tips on using performance review tools and ensuring feedback aligns with job expectations and organizational norms. This guide is particularly useful for managers looking to improve their review process and ensure it is both constructive and motivational.
CPHR Canada provides resources and guidelines for HR professionals, including best practices for performance management. Their materials cover the importance of clear communication, setting expectations, and continuous feedback. They also offer templates and tools that can help streamline the performance review process.
Kootenay Employment Services has a collection of three articles for you to help you care for and manage your staff, as well as a downloadable PDF with a list of 14 different online trainings that are primarily free.
