Performance evaluations are one of the most dreaded practices in organizations. Employees fear them because they don't know what to expect, and managers often avoid them because they often feel ill-prepared.
Evaluations take time, effort, and planning, and many managers feel they don't have the time. When the performance evaluation process is done correctly, it can be meaningful and effective.
Employees need consistent and ongoing feedback to work at their peak potential.
An important part of a leader’s job is to manage the performance of employees. This means providing clarity around expectations, coaching, providing timely and meaningful feedback, developing employees to higher levels of performance, and facilitating difficult conversations, when necessary.
Most employees want to do a good job. For them to be effective, they need consistent information to adjust their performance. An evaluation is essentially feedback and information. The purpose of feedback is to give the employee information to better their performance, or to encourage the employee to continue excellent performance.
Performance Evaluations for employees is a process, not an event.
Managers should provide constructive feedback to each employee on a regular basis. The formal evaluation is a written record of what has already been discussed throughout the year. This means you need to be holding regular coaching and feedback sessions with your employees, as well as giving them on the spot recognition and feedback. There should be no surprises for the employee when they receive their annual evaluation.
The best way to set yourself up for success when writing performance evaluations is to document performance throughout the year. If you use the performance log, it will be much easier to create an effective, meaningful evaluation.
Below are some guidelines for writing the performance evaluation:
➡️ Information shouldn’t be a surprise.
➡️ Be factual and careful with perceptions. For example:
- Perception: You don’t seem engaged in the team meetings.
- Specific/Observable: I’ve noticed you are frequently on your phone during meetings and have only spoken up once in a meeting this past year. In the coming year, please be present in each meeting so that you can engage and share ideas and suggestions. You have a wealth of knowledge in our industry, and your ideas and leadership presence have an impact on the team.
➡️ Be specific (dates, observable behaviors, examples, statistics).
➡️ Avoid the phrases “always” and “never”. Focus on performance, not character:
- “You’re always late” (judging a person’s character)
- “You have been late four times in the past two months.” (behavior)
➡️ Describe the picture of what you are looking for after you cite a development opportunity. Paint the picture of what you want to see in the future. Use phrases like: “In the coming year…”
➡️ Provide suggestions for improvement. A best practice for writing a performance evaluation is to include a combination of documenting specific performance from the previous year, as well as including language that shares what you expect in the coming year. This makes the evaluation a balance of previous performance and future expectations, which is more meaningful and actionable. When citing a development opportunity, be sure to paint the picture of what you are looking for from the employee.
A helpful phrase is: "In the coming year..." For example:
As we discussed in our November coaching session, you have been making repeated mistakes when you submit wires to the accounting department, which causes a delay for the member and more work for your coworkers. For example, on October 21st, you wrote an incorrect ABA number, resulting in the wire being delayed by one day. On October 30th, you deducted the wire amount from the wrong account, which caused overdrafts on the other members account and a delay in the wire being sent. On November 2nd, you deducted the wrong amount from the members account, resulting in the wire being sent back from accounting and subsequently delaying the wire transfer. We discussed these errors in our coaching session on November 15th and you committed to double checking your wires before they are sent to accounting. This has resulted in the reduction of errors and better service to our members. I am confident that our continued focus on accuracy will ensure that our members receive the best service, which includes timely wire transfers. In the coming year, I would like to see you improve your level of accuracy by making no mistakes on wire transfers.
Planning & Planting Seeds
Planning for the performance evaluation meeting should start much earlier than most leaders think. Most of the challenges and stress leaders feel around this process have to do with poor planning. NOW is the time to start planting the seeds and planning for a successful performance evaluation season. The bulk of preparation is documenting performance throughout the year and writing the evaluation.
60% is planning: documenting performance, scheduling the evaluation meetings, preparing your employees, and writing the evaluation.
40% is delivery: framing the conversation, engaging the employee in the discussion, and facilitating the goal setting and plan for the year.
The performance evaluation process does not have to be dreadful. With proper preparation, you can use this practice to have a productive, meaningful conversation with your employee.
In "Part 2 of Performance Management" blog series, I share best practices for facilitating an engaging, productive performance evaluation meeting.
I really love and enjoy this reading. Reading this I learned that when you speak out clearly you thoughts and ideas people see you as winner, because you are not afraid to go straight to the point.
Great article.....And happy belated birthday! Welcome to my world, young lady!
Whenever I have a work project that I keep putting off - I think about delegating that project to someone else - which accomplishes 2 things- it gets the project done and frees us my brain space thinking about it.
Good morning. I loved this read. Thank you so much for sharing. Sincerely, Melissa :)
Thank you for this blog Laurie. I liked most part and specially "As organizations have become more complex, there is a tendency to require employees to do more with less. This is a slippery slope, and often can result in employees feeling overwhelmed and burnt out. One of the biggest contributors to this is not evaluating resources during the strategic planning process." I will use this practice "A best practice is to do what I call Priority Planning—putting important practices on your calendar ahead of time so they become a priority in your day. Examples of activities to Priority Plan include scheduling recurring coaching sessions with each team member, time for strategic thinking and planning, vacations, doctor appointments, important children’s events, and blocks of time for focused work on projects." To be more effective, I will get a good rest so I can have enough energy in the morning. I will read the blog again along with the other links on employee evaluation. Thank you so much Laurie. Best wishes to you and your family.
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I love the feedback on the more than 50 hours of work. AND filling time. So true. Unfortunately, showing that you work longer hours is still seen as being a "hard worker" - not sure how to change that though.
I enjoyed the read. I concur that transitioning from technical skills to delegating results was a task within itself. I did not realize I was almost trying to do the same thing from my previous position, and it was not working. However, I am seeing the results of how delegating daily tasks makes my job and workload easier. Thank you, Laurie.
Thank you for sharing information about your trip Laurie! All 3 things resonate with me - probably #1 being the biggest. I know when I'm gone for a week, I'm still thinking about work and need a vacation when I get back because I did not relax enough. I think your idea of a longer vacation is definitely in my future!!
Hey Laurie, My take on your list - 1 - everyone has a story - listen 2- social media causes interpersonal problems 5- generational differences create hurdles / earn it you aren't entitled / we should help them get there not give it to them 6 AMEN some leaders I would have followed thru Hell, some I wish - well, you know 7- true BUT be as good as your word and 14- Hopefully we leave some good from our efforts, I know the good leaders I have had have. Seen a lot in my career but it really comes down to treat others the way you want to be treated, fair, honest, and straight forward. Good read. Take care
I love this so much and thank you so much for sharing! I really just love realizing that enjoying the simple things sometimes is the best! Also recognizing that what is important and fun to you may not be everyone else's fun on the on the trip. “Do we get to keep these toiletries?” was my favorite!!!! :):) Glad you had a great time and got to spend it with your family!
I very much resonate with lesson no 3! Thank you Laurie
I think the part that you might have missed in their top 5 things, some of which were not "Italian" or even different from home, all of them happened with you, both of you. And i think that is what they will remember too. And you've got tons of photos that will remind them of what the Sistine Chapel looked like - then they might remember what it sounded like or smelled like. Oh- and i agree with you 100% about sleep!
LOTS of great take-aways from this post! Thank you for posting! I especially love "slow down to speed up". That's a keeper!
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the not getting enough rest to be at my best. definitely need to get more quality sleep and make that a priority
It really is hard to narrow down the 3 lessons into one because they are all so interconnected. You need to give your mind and body THE TIME to relax SO THAT you can enjoy the SIMPLE THINGS, including REST. I enjoyed that lesson as a whole. I will take that lesson with me on my next vacation (or staycation). As always, thank you Laurie for your candor and for sharing your own lessons with others so that we too can benefit.
Great information and reminders
Laurie, Thank you for sharing your trip and these nuggets. The lessons that resonate most with me are it does take time to relax and getting proper rest. When you devote 15 plus hours of your day for work, taking care of home and others; the 6-7 hours you lay down does not cut it! For me during this time I'm trying to unwind and find myself thinking fighting not to think about what I have to do tomorrow. Even after I create a to do list for the next day...I find things I need to add. Taking a day off here and there doesn't cut it as well because of all the plans you have for that day. I try to make sure my Mental Health Days remains just that.... time for me to laugh, cry, scream.... whatever I need to release the cares and stress!
Really enjoyed the article... and all very true!
Since I was already well aware of #1 (I'm in the same boat with taking a long time to relax), I think I'm resonating most with #3. I'm learning to prioritize sleep / rest and it's been wonderful. Love that you said "I love sleep.". :)
Welcome back from vacation. Well deserve! Action is the key to success. Shoulder to shoulder, coaching and delegating task to help other employees grow are very important. It is a sacrifice that one must do. Forget about yourself and be with your team day in and out to help them grow, is not always easy. On the long run, your team is stronger, and you can depend on them for the success of the organization. Thank you so much!
So many great tips here, thank you!
I am so impressed you're able to disconnect and these are great tips I'll be sure to try on my next trip!
Such a great post - so inspiring!