Writing Performance Appraisals

Tuesday, November 3, 2009 at 2:58PM
Gary L Kelley in IT, People

I hate writing performance appraisals, or reviews.

In my mind, people sit down twice a year and formally document staff performance. Inexperienced managers often write “nice” reviews, with little constructive feedback. More senior managers often skip writing the performance appraisal altogether, again limiting feedback. Reviews in many ways give an objective appearance to a subjective process.

My personal dislike of reviews has to do with the fact they are generally documenting an extended period. My preference is to have an ongoing daily/weekly dialog, with the review capturing a snapshot of those discussions over an extended period.

When writing a review, I like to start by

having the reviewed submit a self appraisal. Most people are tougher on themselves than you may think, and I find it good to capture what the individual is thinking.

It’s nearly impossible for me to write reviews during the work week. There are simply too many distractions. Reviews are reserved for weekends, in the office, with the music loud.

To pull together the document, I need the:

• Objectives – objectives are developed at the beginning of the review period. They should be SMART – Specific, Measurable, Attainable, Realistic and Trackable. Be aware objectives evolve over time, and your review needs to reflect this


• Personal 1:1 notes – capturing discussions over the review period


• Self Appraisal – The reviewees self appraisal


• Prior Reviews – checking for any prior “messaging”

Your company probably has a format for the review. You’ll need to follow the company format. IN general, you’ll want to:

• Review objectives achievement - thoughtfully review each objective and the commitments. Be cognizant of any evolution in the objectives (hopefully this is captured). I try to be as objective as I can, recognizing it’s easy to make this totally objective while the better result often lies in subjective analysis


• Comment on the individual’s progress against a series of skills competencies – if your company doesn’t have these, I suggest using a tool (such as http://www.performancereview.com). One benefit of a tool approach is the commentary around each of the competencies. It’s fast to pull together this section of the review on a consistent basis


• Write a summary – The summary is often the place where the entire review is captured (hence – summary). Personally, I use a structure of:
  
  
  
  
  • Opening sentence capturing the review
    
  
  
  • Specific examples of good competency achievement
    
  
  
  • Specific examples of where competencies need improvement
    
    
  
  
  • Thoughts around related objectives/education for the following review period
    

With the review written, sleep on it. Give the benefit of a day or two to evolve your thinking. Go back, and edit the review with the benefit of time. Make sure your messages are clear; for a particularly challenging review, have your boss and/or HR review the review.

When it comes to presenting the review, hopefully the messages are very direct and not a surprise. You certainly don’t want the review meeting being the first time someone is hearing the content.

Set aside a time and location for the meeting. I like using a conference room or some other neutral place. I give the person their review, and leave the room for ten minutes to give them time to review (unless the messaging might incite someone, such as a extremely rare review ending in termination.)

Upon return, I then go through the entire review top to bottom paraphrasing each section. To me, the discussion is the most important part of the review. Make sure it is a dialog and not a monolog in presentation.

When finished, I always ask:

• Did I capture the essence of you? What didn’t I capture? – If I missed something in preparing the review, let’s discuss now.


• How am I doing? What can I do to better support you? – Always keeping the questioning on how to better the reviewed.

This summarizes writing a performance appraisal in a very short form. Multiple day classes are offered detailing the subtleties around reviews. My biggest message to you is to:

• Give honest feedback on an ongoing basis – NO SURPRISES


• Take the time to reflect balanced feedback in the review


• Make sure the discussion is well rounded.

You are there to help lead your staff, and the performance review is one tool as your disposal.

Article originally appeared on Gary L Kelley (http://garylkelley.com/).