There is a great divide on the topic of annual performance reviews and whether they belong in today's workplace. Some believe that performance reviews are outdated (Forbes) and ineffective (inc.com). And yet, many companies continue the practice and allocate some level of importance to them. While the annual performance review might be going through a makeover to better reflect today's dynamic workplaces, it continues to hold some relevance.
No one enjoys performance reviews, which is perhaps why there is some backlash against the practice these days. We believe however, that if all participants arrive with some level of preparation, then it's easier to see the value in the process. Here is a collection of the best ways to prepare for an annual performance review - for both those giving the review and those receiving the review.
Preparation Tips for the Reviewer
Being Clear and Concise - Starting at Hiring
Clear descriptions of job responsibilities, expectations, and how performance will be measured should be listed in the job description. This will continuously be referred back to at performance reviews so the more detailed, the better. In addition, all new goals and expectations that are set at year end reviews should be typed out, and shared as a record between employee and manager to refer back to.
Conduct Regular Check-Ins
There should be no surprises for employees at their annual reviews, as feedback should be given at regular intervals. Actual problems should be addressed as they occur. Notes from your regularly scheduled check-ins will become great content to work with when piecing together the annual review.
Keep Notes Throughout The Year
Keep records that include discussions on performance, feedback from customers or fellow employees, attendance records, or other statistics. This helps to prevent any "Recency Errors" where recent performance offsets your view of the entire year's performance. Records should be part quantitative and part qualitative.
Ask for Self-Assessment in Advance
This makes the employee feel that they have a say in the process. It also challenges him or her to take an honest look at their contributions. It also may help to uncover important items that you might have overlooked.
Have Examples Ready
For each piece of feedback you give to your employee, it should be backed up by actual examples from throughout the year.
Preparation Tips for the Employee
Refresh Your Memory
Review all formal goals for the past year, as well as your job description from when your first started the position.
Collect Performance Data
Skim through your calendar over the past year as well as through emails. This will help you to remember all achievements and challenges that occurred. Collect any objective data you can. Collect records to back up all of your accomplishments (ex. letters from customers, emails, certificates, recognition's, awards). Don't just focus on the last few months.
Track Goal Achievements
For each of your listed goals from last year's review, be prepared with what you have accomplished, how you accomplished it, as well as what you learned during the process.
Conduct a Self-Evaluation
Even if your company does not officially practice self-evaluations. Be honest with yourself as you go through each competency/expectation of your job description. Identify areas where you struggle and areas where you excel. Even if you do not share the self-evaluation officially, the sense of self-awareness will help you during your review.
Establish Your Own Goals
Reflect on your current position with the company and where you'd like to be. This awareness will help you communicate your goals during your performance review and your manager may be able to help you with those goals.
Work on Being Receptive
Prepare yourself to go into your performance review with an open mind. Work on not becoming defensive when receiving feedback. You will learn a lot more and therefore develop further if you remain receptive.
