Many people dread performance evaluation. This goes for both employees and managers alike. It seems like a corporate rite of passage that gets everybody anxious. Worse, it happens regularly. And, some may say, it happens way too often. Also, there is much doubt whether the process is wholly accurate or complete. Moreover, some managers may even find it a burden to make time for it given their busy schedules and things going on in their personal lives. However, when done correctly, evaluations can help not only improve performance but also employee engagement.
In this article, we take a look at the diverging views of employees, managers, and HR leaders on employee evaluations. We explore actionable recommendations for writing comments on performance reviews, plus sample phrases you can use for core aspects of employee performance.
The annual performance review is one of the most commonly used feedback methods in organizations. Yet, according to a survey by Reflektiv (2019), 92% of American professionals prefer receiving feedback more frequently than once a year. In the survey, 72% of the respondents said that they want to be given feedback at least monthly. On the other hand, 49% said that they want feedback from their manager at least weekly. Feedback is very important as they can form the basis of your instructional design using various models such as ADDIE.
Source: Reflektiv
Designed byEmployees and managers do not seem to be on the same page on how frequently performance appraisals should be done. The Growth Divide Study conducted by Wakefield Research shows that 70% of companies still use annual or bi-annual performance review schedules. Moreover, 94% of company executives think that employees are satisfied with their performance review process.
However, this could not be farther from the truth. The same study shows that 62% of employees say that their process is incomplete, 61% think it is outdated, 22% say that it is too general, and 6% say that it is too infrequent. An overwhelming majority (94%) also said that they want their managers to point out their mistakes and development opportunities in real-time.
Source: The Growth Divide Study
Other issues prevent companies from utilizing performance reviews as an effective feedback tool. One of these is the perceived inaccuracy of annual performance reviews versus semiannual or more frequent reviews (SHRM & Globoforce, 2018). Secondly, executives do not prioritize giving performance reviews. As a result, they often delay or reschedule them. Therefore, the feedback is not timely or relevant anymore. Lastly, biased reviews can lead to employees being bypassed for promotion.
Industry surveys confirm that having an ineffective feedback process impacts employee engagement and retention. Based on research by Reflektiv (2019), 85% of American workers will think of leaving their jobs after an unfair job review. Conversely, 89% of HR professionals said that ongoing peer feedback has a somewhat or very positive impact on the organization. As such, managers should make the most of performance review sessions and give employee evaluation comments effectively.
Knowing where to start can be the hardest part of writing performance evaluation comments. However, there are various frameworks and approaches you can use to lend structure to your feedback. Consider using the techniques below to get the ball rolling on your performance review.
A SWOT analysis (Strengths, Weaknesses, Opportunities, and Threats) is a planning technique that is commonly used for helping guide an organization’s business strategy (Parsons, 2018). However, this framework can also be used to identify the employee’s training needs (Moore, 2019). Strengths and Weaknesses are internal attributes while Opportunities and Threats are external factors.
Start by writing the positive attributes of the employee, followed by his skills gaps and negative attributes that hinder him from achieving his goals. Next, explore opportunities like training programs that address those skills gaps and other ways for the employee to improve performance. Lastly, think of possible threats that can adversely impact his work (Indeed, 2019).
Giving employee evaluation comments on areas for improvement helps them build the relevant skills they need to be promoted or get a raise. To make such kind of feedback meaningful, check how they are fulfilling their job requirements and the organization’s goals. Common areas for improvement include time management, experience, engagement, communication, and accepting feedback.
Aside from these, you can also revisit their performance review from the previous period to see the progress they have made. Take note of any new skills, training, or certifications they have acquired within the review period (Indeed, 2019). Of course, there are many digital tools that make processing data easier. Information processing theory research literature suggests that data handling and processing can improve business performance. So, it is also best to see which digital technology aids would fit your organization.
You can help your peer or direct report move forward in their career by suggesting SMART goals. SMART stands for goals that are Specific, Measurable, Achievable, Relevant, and Time-Bound. This system, which is credited to management guru Peter Drucker, helps people avoid setting goals that are too vague or unrealistic. It also identifies an action plan and the support needed to make someone’s goal possible. (Mind Tools, n.d.).
To make the goal specific, be clear about what the person should accomplish and why he/she should do it. Measurable goals mean there should be a way for the employee to know if he is progressing towards your goals. To be achievable, the person must be able to accomplish it within a certain time. On the other hand, relevance answers whether or not the goal is worth pursuing based on the employee’s long-term goals. Lastly, a time-bound goal means that there is a deadline for when it should be accomplished (Mind Tools, n.d.).
By writing down goals, the employee has a higher chance of achieving them. This is supported by a study from psychologist Dr. Gail Matthews who found that people with written goals accomplished significantly more than people who did not write down their goals.
Source: Matthews (2015)
Focusing too much on positive comments makes employees feel like they have nothing more to improve on. On the other hand, feedback that mostly dwells on negative aspects of one’s performance can make employees feel unappreciated. Constructive feedback is a delicate balance between both. It recognizes the strengths of an employee while also giving them points for improvement (Jones, n.d.).
To give constructive feedback, it helps to focus on facts and outcomes, not the employee’s personal attributes. It should also be given as close as possible to when the event happened. More importantly, it should be delivered in a sincere and straightforward fashion to be effective (Jones, n.d.). And, while you do, put some extra effort into personalizing your feedback by getting to know an employee’s situation. You may want to phrase similar feedback—let us say about tardiness—differently when addressing a typical employee or when giving it to someone working full-time in college. The latter may have different HR needs and other plausible pathways to success.
Employees need motivation. Your words matter. Sometimes simple employee motivation quotes or thoughts help. More importantly, performance reviews will help them grow. As such, it is important to consider reviews carefully. If you are at a loss for words, below are some sample phrases to get you started. Whether you are giving positive or negative feedback, you can use these as starting points for a fruitful conversation.
Meets or exceeds expectations:
Below expectations:
Meets or exceeds expectations:
Below expectations:
Meets or exceeds expectations:
Below expectations:
Meets or exceeds expectations:
Below expectations:
Meets or exceeds expectations:
Below expectations:
Meets or exceeds expectations:
Below expectations:
Giving performance evaluation comments is no easy task. This is especially so when employees, managers, and HR leaders have conflicting views of how often these assessments should be done. And, this might not be something that you would really learn after graduating fresh with an HR degree. Still, that does not mean that performance reviews are without value and should be scrapped altogether.
Workers participating in the review process can make it less of a painful experience by following a few guidelines. These include giving a holistic view of the employee’s performance using the SWOT framework. Pointing out areas for improvement, recommending SMART goals, and providing constructive feedback also make the conversation more productive. No matter what kind of feedback you are giving, being mindful of one’s language helps to frame the discussion from a results-based and action-oriented approach.
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