- Preparation and planning
- Review process
- Providing feedback
- Employee development
- Post review follow-up
- FAQs
With the end of the year approaching, now is the time to start thinking about your employee reviews and reflecting on your team’s performance over the last twelve months.
Employee reviews demand more than a few scribbled notes on a page about how your team has been doing lately.
Having accurate records for what needs to be discussed in a performance review meeting is essential.
You may at some point even need to revisit past review notes to facilitate improved performance management from one review to the next.
An employee review template can be used to record each staff member’s goals from their previous review, and the progress towards achieving these objectives in the future.
Nicole Gorton, director at Robert Half and workplace expert has been on the receiving end and the one giving an employee review in her 20 years of experience in recruitment. She understands how important it is to use this time effectively to speak about the past and focus on the future so an employee can take educated steps in improving their performance.
"Employee reviews are more than just a formality; they're a vital investment in your team's growth and your organisation's success. They provide a valuable opportunity for feedback, recognition, and open communication, fostering a culture of continuous improvement and driving performance to new heights," says Nicole.
To streamline the review process, Robert Half has provided an employee review template that addresses an employee’s goals – past and present, their performance characteristics, and an opportunity to rate how well employees are fulfilling the demands of their role.
The format of our performance review template can be modified for your company and different employee roles.
If you are new to conducting an employee review, the following steps will help you structure the process and understand how beneficial a template can be.
It’s important to schedule reviews well in advance to allow ample time for preparation and avoid scheduling conflicts – this is for the benefit of both you and your employees.
Make sure you provide a clear outline of the review process for your employees, so they feel they have the opportunity prepare and be informed – you don’t want your staff feeling caught off-guard for a formal meeting such as this.
Whether you choose to leverage our free employee review template or you are creating your own framework, it’s necessary to ensure there is both consistency and fairness. This means developing questions that guide conversations and encourage meaningful discussions.
Nicole reminds us that employee reviews are not an interrogation. She says, “they are an opportunity to ask your employee about how they feel their contributions led to team goals or what challenges they may have overcome this past year.”
Leveraging an existing template or creating your own performance review template can help you better plan and prepare for upcoming end-of-year assessments.
Related: How to conduct a performance review
On the day of the review, use your review template to highlight the employee's contributions and express appreciation for their work throughout the year, as this helps create a comfortable and supportive atmosphere.
From here, you can briefly recap the goals that you both agreed upon from the last performance review and compare how the employee’s performance aligned with those goals.
It is vital that you illustrate both their achievements and areas to improve with clear, recorded examples, and avoid generalisations.
“The importance of this balance cannot be overstated. Focusing too much on the negatives can turn what is meant to be a constructive conversation into a demotivating experience that damages morale and hinders future growth,” says Nicole.
Don’t spend too much time dwelling on negative aspects – instead drive the conversation to focus on areas where the employee can develop through constructive feedback and recommendations to approach in the new year.
Make sure that your employee feels they have your support for growth and development. This is especially an important time to demonstrate your active listening so that your employee feels their concerns are heard and they know you have created a safe space to express themselves.
After the review is completed, partner with them to set new goals for the new year, ensuring that those goals are aligned with the company’s overall objectives and organise informal catchups throughout the year to monitor their progress.
Related: What is the impact of a bad performance review?
During the employee review, you can’t simply say, “You need to improve your communication skills over the next twelve months.”
As a manager (and leader), it is your responsibility to not only provide specific examples of instances where an employee’s communication could have been more effective, but also leverage your review template to provide tips and guidance to work on improving their skills.
Nicole recommends providing personal references as a way to demonstrate how to improve. “For example, if an employee needs to improve their communication skills, I could give an example of how I achieved the same thing. Options like mentorship, workshops and extra learning opportunities are all actions I have taken to improve something in my career and referencing that as an example to the employee I am speaking to can remind them that we are all on a journey to improve in our role.”
When providing feedback, focus on the behaviour, not the individual. Show your empathy towards how the employee might have been feeling during certain situations and offer alternate solutions that they could consider in the future.
Providing effective feedback through your review template to your employees is about adopting a coaching mentality to help your employees grow, develop and ultimately succeed.
Year-end reviews are a great platform to discuss career aspirations and long-term goals.
This is especially important if employee retention is one of your organisation’s goals.
The review is a chance for you to have open communication with your employee about their career ambitions and identify how the company can align with their long-term career objectives.
Even before the discussion, think about training programs you can recommend, mentoring opportunities you can organise with other senior leaders, and explore ideas such as job rotation if your employee has ambitions to expand their knowledge portfolio – and highlight these in your review template.
A thorough documentation of the employee review is essential for maintaining a record of the discussion, goals, and commitments made.
Nicole says one of the reasons for this is because “the review template can also serve as a reference for future assessments, performance evaluations, and development planning.”
Make sure you record the goals and objectives agreed upon, the performance assessment, feedback and recommendations, immediate action items, and a follow-up schedule with your employee.
Regular follow-up meetings are crucial for monitoring progress, addressing any challenges, and providing ongoing support. These meetings can be scheduled at predetermined intervals, such as monthly or quarterly, depending on the employee's needs and the nature of their role.
During these meetings, the manager and employee can discuss:
Progress made towards set goals
Identify challenges and obstacles encountered
Request additional support
Make adjustments to goals
Beside the formalities, don’t overlook this as a chance to provide encouragement and positive feedback on areas that your employee has made progress towards.
Looking for an annual performance review template? Download your complimentary template today.
How does using an employee review template mitigate unconscious bias during an employee review?
Using an employee review template can mitigate unconscious bias by providing a structured framework that focuses on objective criteria and performance metrics. This helps to ensure that the review process is consistent, fair, and free from personal biases or prejudices, ultimately leading to more accurate and equitable evaluations.
Why is it important to give ongoing feedback through the year following the annual employee review?
Ongoing feedback throughout the year is crucial for maintaining open communication, fostering employee development, and ensuring that employees are aligned with company goals. It provides opportunities for timely adjustments, addresses issues proactively, and demonstrates a commitment to employee growth and success.
Can I use data to develop more targeted improvement plans for struggling employees?
Yes, data can be a valuable tool for developing targeted improvement plans. Managers can analyse performance metrics, identify trends, and understand individual strengths and weaknesses to create more effective and customised plans that address the specific needs of struggling employees, increasing their chances of success.
How do a performance review template align employee goals with organisational objectives to support their career development?
A performance review template can align employee goals with organisational objectives by discussing and setting goals that are both relevant to the employee's role and contribute to the overall success of the organisation. This alignment helps employees understand how their work contributes to the broader company goals, motivating them to take ownership of their responsibilities and develop their skills in ways that benefit both themselves and the organisation.
Can employee reviews be used to identify high-potential employees ideal for succession planning?
Yes, employee reviews can be a valuable tool for identifying high-potential employees. Through assessing their top performance, unique skills, and growth potential, organisations can identify individuals who possess the qualities necessary for future leadership roles, making them ideal candidates for succession planning.
