Best Practices for Managers and Employees to Prepare for Performance Evaluations
The performance evaluation is a crucial part of the ongoing dialogue between managers and employees.
It summarizes ongoing performance and development conversations and provides a record of past performance and expectations for work moving forward.
Best Practices
- Shared responsibility in a collaborative and open feedback process
- Recognition for contributions and coaching for improvements
- Alignment of individual tasks to the team and departmental goals
- Clarification of expectations and resources
- Commitment to continuous improvement and follow-through
When both the manager and employee prepare for the performance evaluation, it can lead to an effective and meaningful process. Begin the process by:
- Reviewing documents and conversations
- Last year’s performance evaluation
- Mid-year check-ins
- Job description
- Employee Self-Assessment (If applicable)
- Notes accumulated during the year
- Identifying the following:
- Accomplishments
- Progress on goals
- Areas of exceptional performance
- Areas of growth
- Additional responsibilities were taken on
- Contributions to special projects
- Challenges encountered
- Areas where development is needed or desired
- Key messages to convey
- Use clear, concise language to describe:
- Performance compared to agreed-upon expectations
- Key accomplishments and contributions
- Examples of strengths and development opportunities
- Key expectations for the coming year
- Focus on observable and measurable performance
- Cite specific examples
- Provide actionable feedback
- Avoid vague statements and exaggerations
- Celebrate successes and position shortfalls as an opportunity for learning and adjustment
- Use bullet points, if desired
The most important aspect of a performance evaluation is the conversation. Preparing for the meeting will help guide a productive conversation. Consider what to communicate and what you want to learn:
- Review accomplishments, strengths, obstacles, and areas for development
- Consider achievement towards goals and what might be needed moving forward
- Determine the most important messages to convey
- Determine the right setting and amount of time needed for the conversation
- Be prepared to give and receive feedback
During the performance evaluation conversation, the manager and employee should:
- Review any agreed-upon “next steps” or commitments from the most recent performance conversation
- Review successes since the last conversation, making sure to identify specific results achieved
- Review any obstacles encountered since the last conversation. Why did they arise? What are some possible ways to deal with them?
- Establish SMART goals for moving forward (Specific, Measurable, Attainable, Realistic, Time-bound)
Following the performance evaluation conversation, the manager and employee should:
- Record notes from the meeting
- Reflect on how the meeting went and what you could do differently for future meetings
- Plan for a follow-up discussion on any open issues and to check in on goals