Automate all your repetitive HR tasks and save yourself hours every week to focus on your most important work.
Start a free trialPerformance reviews are almost universally disliked by everyone. Even just hearing the words “performance review” is a nerve-wracking sensation for an employee that makes their hair stand on end.
As with many things, there’s a wrong way to do a performance management review and a right way. They can either be a bad experience that leaves both parties resentful and grows mutual animosity or distrust, or they can be opportunities for insight and potential growth. Your job as an HR professional is that performance reviews are the latter, more often than not.
What makes a good performance review? How do you prepare for the performance review process, and what's a good way to follow up with the employee being reviewed after? This post will answer these performance review questions and teach you how to conduct a proper review meeting.
A performance management review is a formal meeting between a line manager and an employee to assess their current performance at their job.
It's a process that's run yearly, quarterly or at a different cadence depending on where you work – it's a super important part of the overall performance management process to overview the employee's growth and development.
The best way to think about what a performance review cycle is like of a two-way conversation, not a set of criticisms that come down from above.
If running a business is like steering a ship out on the open sea, then the performance review process is like plotting your course or setting your compass. It helps ensure that the employee has a future at your organisation and that your organisation is still providing them with a path for growth.
A good performance review structure fulfils this by accomplishing several things:
You can visualise how to run a monthly performance review similarly to preparing for an interview, in that it requires proper preparation on both sides so that you and the employee being reviewed can make the most out of the time you have.
Here’s what you can do to help make sure the performance review goes smoothly and is as effective as possible:
A simple way to streamline these tasks is to use performance review software like CharlieHR. With Charlie, you can automate the feedback exchange process between team members and direct reports, saving you tons of time and repetitive admin.
Now it’s time for the big day. The employee is likely to be nervous and on edge, the same way you might feel if you were an ant under a microscope or a butterfly pinned to a corkboard.
However, your review meeting should be a way to help team members in their professional growth.
Therefore, remember to treat your employee performance review similarly to your other one-on-one meetings: this isn’t an interrogation or a trial, but a two-way conversation.
Before jumping in a performance conversation, make sure you have an action plan:
Once you’re ready, this is what your performance review structure is going to look like:
Once the pleasantries are out of the way, you can get right into the heart of the review by discussing their performance. Refer back to previous performance reviews, feedback and data. Be as objective as possible, and consider using a STAR (Situation, Task, Action, Result) framework to structure the feedback. It will help to keep the performance review grounded in actionable insight and plans for change.
Give credit where credit is due. Most employees are going to be fearful of you grilling them. That’s not a way to bring across a message. If anything, the performance review is a good place to give high performers credit for their achievements and success in their role.
Did they go the extra mile on an important project? Now’s the time to tell them. Did they ace that client meeting, or close that high-ticket sale? Better let them know. A little bit goes a long way when it comes to positive reinforcement. Everyone likes to be seen and acknowledged for good work.
Use the performance appraisal process as one of the key steps to acknowledge success and reward your employees, maybe with a promotion or a pay rise.
Here comes the hard part - the part where you have to tell the employee what they need to do better.
It doesn’t necessarily have to be a negative experience, however. Even this part of the interview - the difficult part - can be a learning opportunity (and a good way to have a look at how you're using L&D at your business).
Begin by acknowledging their hard work and achievements, then provide clear, realistic, specific, and time-bound goals in your performance review to be achieved within a certain time frame by moving key metrics. In other words, set goals that are SMART (Specific, Measurable, Achievable, Relevant, Time-bound). Remember at all times, that this performance review is a two-way street, not your way or the highway. Encourage them to share their thoughts, be real with you, and be willing to reach a compromise.
If you use HR software like CharlieHR, you can easily set goals for your team members to then be able to check progress at each performance review cycle.
You should also think about creating a personal development plan for each of your team members so they have a clear direction of where they need to go.
There are several aspects that come into play and should be the final result of what employees and managers can get out of a performance review meeting.
Ultimately, you should think about having the following answers when the meeting is over:
The hard part is over. Now, with goals and expectations put in place, you can help set your employee and teammate up for success, so the following performance appraisal is even better. A performance review isn’t a one-and-done interview, but an ongoing conversation and an iterative process.
Here’s how you can help make the next performance review go even better.
First thing first, document the conversation so you can refer back to your discussion during subsequent meetings. That way, there is no ambiguity about what the expectations were when you revisit the conversation again.
You may consider using performance management software like Charlie to store all your review conversations in one place.
The performance review cycle builds off of what was discussed before and keeps both your teammate and your organization moving forward, and growing together. Have regular check-ins to ensure progress is being made, and in the right direction.
Encourage your team members and employees to share their thoughts or opinions both in and out of the review process. Keep your ear on the ground, and find ways to enable your team to be better at their jobs. This is your opportunity to be a leader, not just a boss.
You can even help it by running 360-degree performance reviews.
As a manager, you should be very careful as to how you run a performance process. To do this, you need to have extremely polished communication skills. It can sometimes be difficult to strike the right balance between firm and friendly.
To help you do that, here are the five ultimate don'ts you should avoid when speaking to your employees:
Performance reviews are a part of any working environment — but they don’t necessarily have to be nerve-wracking or a slog. You can streamline the process by using HR automation tools.
Manually creating, documenting, scheduling, and optimising your performance review process is a lot of work, even for experienced HR professionals.
If you want to make your performance review process as quick and painless as possible, then make use of CharlieHR’s reviews feature. You can automate recurring tasks using customisable templates (such as a 360 degree review template) and a simple review builder setup to launch employee performance reviews with minimal effort.
Start a free trial of Charlie and turn a potentially scary, gruelling, and hard performance review experience into one that helps your entire organisation grow.
Want to find out more about performance management? Simply look at our resources: