The Nuts and Bolts of the Review Process
By Dawn Robson
A little feedback goes a long way and while immediate feedback is welcome and often expected within the work environment, it is also important to provide more formal feedback in order to support personal and organizational growth.
The traditional performance review does have its’ share of challenges. This annual event is often seen as “backward looking” and can be overly impacted by recent events or the halo effect. Managers often dislike the process, while employees can dismiss the results too easily, focusing just on how much of a raise they may (or may not) be given.
It is important to highlight the benefits and purpose of the review when considering a format that will work for you and your organization. The performance review should act as a formal account of accomplishments and challenges over the course of the year/quarter and it should set out agreed upon objectives and terms of support for the upcoming period. While recognition and feedback/coaching should happen on a regular basis, the review should document the contributions made and reinforce your commitment to your staff member.
Here are a couple of considerations for your review process.
- Assessment factors of the review vary and may be based on job responsibilities and goals, the values of the organization or both. Providing specific feedback on projects or duties and the impact to the organization is important in fostering continued commitment and focus. Documenting the individual’s commitment to live the organizational values and work alongside their colleagues is also important as it will encourage the culture that you are working towards.
- Self-assessments are a great component to include in your reviews. This allows the employee to document their accomplishments (and may well remind you of something that you have forgotten). It will also help you to understand their perception of how they did during the year – and then you can put your feedback alongside theirs to balance or confirm the accomplishments from the organization’s perspective.
- Rating scales may or may not be used in the reviews. Recent research indicates that this is an unneeded factor which often preoccupies both time and energy when the meeting should be focused on communication. While a rating is sometimes used as a factor in compensation adjustments, it is important this does not preoccupy everyone’s mind and detract from the actual feedback.
- Planning for the next period helps to focus your staff member on the work that needs doing and allows you to commit to how you are going to support them. Remember, if you commit to provide training or an opportunity – you need to follow through!
Knowledge of the factors of the review should be provided well in advance so that your employees can focus their attention on what the organization deems important. This will help to drive a cohesive culture for your organization.
Most employees are committed to embracing their workplace culture and in doing a good job for the organization. Make sure that you do your part in providing them with the feedback and support that they need to honor this commitment.
And if you are looking for support in designing your performance review process – we can help!