How to Give a Performance Review of an Employee

Steps

1. Use phrases for performance reviews. What to say: "Delivers feedback in a constructive manner. She was able to help tech support understand our needs for change." What not to say: "Delivers feedback in a constructive manner."
2. Avoid surprises. Provide immediate feedback when issues arise and work with the employee to address issues. Meet with the employee throughout the review period. What to say: "As we discussed before." What not to say: "I?ve been meaning to tell you."
3. Prepare. Document exemplary and poor performance throughout the year to keep track and be automatically prepared when review time comes using process improvement forms and documentation such as the ?Instant Performance Documentation Form.? What to say: "I?ve reviewed my records from the past year and found" What not to say: "I didn?t have time to."
4. Keep it professional. Stick with issues related to the employee?s performance and conduct in the workplace. What to say: "We?re here today to review the successes and lessons from last year and to make plans for next year." What not to say: "How are the kids?"
5. Balance positive and negative: Acknowledge the employee?s contributions and positive efforts. What to say: "There was some improvement in the area of. What not to say: "I can?t find anything to acknowledge you for."
6. Show respect. Don?t raise your voice, make personal attacks, use sarcasm or belittle. Speak with respect. What to say: "I understand you?ve given this your best effort, and you need to know that it?s still not up to standard." What not to say: "If this is what you do when you try, I?d hate to see what would happen if you didn?t."
7. Be committed to accuracy. Don?t make promises you cannot deliver on. Speak accurately. Make sure ?possibilities? are presented as such. What to say: "The goals and improvements we set will increase your chances to be in a position to." What not to say: "This time next year, you?ll be in a position to this time next year."
8. Review your best and your worst. Don?t skip the review for employees who are doing a good job. Discuss specific strengths and set goals. Consider using a ?Bonus Superlative Phrase.? What to say: "I?m looking forward to your review because it?s been a great year." What not to say: "You?re past needing a review. I don?t have time."
9. Don?t do all the talking. Acknowledge their explanations, even if you do not intend to change your conclusions. What to say: "I invite your input in the review. I want to hear how you see it." What not to say: "You?re just making excuses."
10. Document accurately. Don?t document conclusions. Only facts are relevant in court. Document concrete examples of performance that lead you to your conclusions, without documenting the conclusion. What to say: "Called me a 'micromanaging witch.' " What not to say: "Doesn?t like working for a woman."

Tips

• Always be fully prepared for an employee's Performance Review.
• Look the employee in the eye to show sincerity but, don't go for a "stare down" which could be understood by the employee to be a challenge. Especially if that person's review is less than wonderful.

Warnings

• A Performance Review can be used in court. Be sure that your Reviews are as accurate as possible.

Sources and Citations

• How to Give a performance Review of an Employee *http://www.speakstrong.com/articles/performance-management/performancereviewdosanddonts.html
• How to Say It: Performance Reviews
• http://www.speakstrong.com/store/perfomancereviews.html

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