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How to conduct performance reviews

Performance reviews have traditionally been looked upon with dread by both managers and their staff. However, they needn't be an ordeal. By following a few simple guidelines, you can turn the review from a negative experience into a useful tool for you both, which allows you to proactively plan for the year ahead.

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Performance reviews have traditionally been looked upon with dread by both managers and their staff. However, they needn't be an ordeal. By following a few simple guidelines, you can turn the review from a negative experience into a useful tool for you both, which allows you to proactively plan for the year ahead. Ensure that the employee is provided with a self-assessment form prior to the meeting. Make sure that the form is clear and easily understandable and provide guidance notes for the completion of the form.

When holding the meeting, schedule plenty of time and ensure that there are no interruptions.This is an important meeting, not just for management but for the employee. Ensure that the room is set out in a comfortable relaxed manner, provide refreshment and put the employee at their ease. Make sure that you do not dominate the meeting: allow time for questions and responses and try to split the time as evenly as possible.Try not to be negative; if improvement is required, explain where the shortcomings are, why they are perceived as such and allow the employee time to suggest ways and means of improving.

The improvement plan should be a joint management/employee proposal. The employee should be empowered and motivated through agreeing a set improvement plan and time table. This should encourage improvement and engagement as they are helping with the plan it is not being imposed. Training is expensive; it needs to reflect the needs of the business as well as the employee. Always show justification for an agreed training programme. Always ensure that training, once agreed, is actually undertaken. Aim to be able to show that this has been achieved at the next review. At the close of the meeting sum up what has been discussed and review the objectives for the future. Be positive in the final summing by reviewing the good aspects of performance. Ensure that written feedback and a report is given to the employee within a couple of days of the meeting. Allow the employee to reply with their responses to the written report.

To find out how the Forum can help you manage your employees, call us on 0845 130 1722.

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