How to write effective performance reviews?

🎧Prefer to listen? click below to play the audio version of this post

How to write effective performance reviews?

7:28

 

---

Performance reviews might not be everyone's favorite activity, but they're essential for personal and professional growth. Whether you're a manager giving feedback to your team or an employee doing a self-evaluation, performance reviews are a powerful tool to reflect on accomplishments, address challenges, and set future goals. It's more than just a formality. An opportunity for real growth.

In this guide, we'll walk through the process of writing performance reviews, providing examples for managers and employees. By the end, you'll have the confidence to write reviews that are clear, constructive, and, most importantly, helpful.

What is a performance review?

At its core, a performance review is a structured conversation about how someone's doing at work. Managers review employees' work performance over a set period—usually quarterly or yearly—and provide feedback. But it's not just a one-way street. Employees can also use this time to discuss their perspectives on their work and share what support they need to keep growing.

This process helps ensure everyone is on the same page regarding expectations, achievements, and areas for improvement. It's not about catching people off guard with surprise feedback but supporting growth through open communication.

Why performance reviews matter

Why go through the effort of a formal review? Well, think of it this way: performance reviews allow managers and employees to press "pause" and reflect. They help:

1. Clarify expectations: There's less room for confusion if everyone's clear on what's expected.
   
   
2. Foster development: Reviews aren't just about what's happened but about what's next. They help people see where they're growing and where they can improve.
   
   
3. Build communication: Having a structured time to talk about performance opens the door for more honest conversations.
   
   
4. Motivate progress: Knowing someone's paying attention to your growth can be a huge motivator. Plus, constructive feedback can help fine-tune efforts toward even more significant achievements.
   
   

Writing a performance review as a manager

When it's time to write a review, the goal is to offer balanced feedback—highlight what's going well and provide straightforward suggestions for improvement. A great review will leave employees feeling encouraged and ready to tackle their next challenge.

Come prepared

Don't go into a review blind. Collect relevant data, such as key performance indicators (KPIs), project successes, and peer feedback. This way, you'll base your review on facts, not feelings.

Keep feedback balanced

Focusing on the good or the bad is tempting, but balance is key. A helpful framework is the SBI (Situation-Behavior-Impact) method, which keeps feedback specific and objective.

• Situation: Describe the context in which the behavior occurred.
• Behavior: Explain what the employee did.
• Impact: Highlight the results of their actions.

Example of balanced feedback:

Positive: "In the {project name} (situation), you organized daily stand-ups (behavior), which helped the team stay aligned and kept the project on schedule (impact). Your leadership was key in making sure we met all our milestones."

Constructive: "In the {project name} (situation), you sometimes took on too much yourself (behavior), which caused delays (impact). Let's work on trusting your team more with tasks to improve efficiency."

Set clear goals

Once you've reviewed past performance, it's time to look ahead. Work with your employees to set clear, achievable goals. Use the SMART framework—goals should be Specific, Measurable, Achievable, Relevant, and Time-bound.

Example:

"Let's aim to increase client satisfaction scores by 10% over the next quarter. We'll set up regular feedback loops to monitor progress."

End on a positive note

After delivering constructive feedback, wrap things up on a positive note. Reinforce what's going well and express confidence in the employee's ability to continue growing.

Writing a self-evaluation as an employee

Self-evaluations can feel awkward, but they're an excellent opportunity to highlight your achievements and show you're self-aware about areas for improvement. Think of it as your chance to take charge of your development.

Celebrate your wins

Start by outlining what you've accomplished over the past review period. Be specific. If you have numbers to back up your claims, use them!

Example:

"Over the past six months, I led the {project name}, which resulted in a 15% increase in client retention. Our team met all the deadlines, and we stayed within budget."

Acknowledge challenges

No one's perfect, and that's okay. Be honest about the areas where you struggled and what you're doing to improve.

Example:

"I've struggled with time management on certain projects. I plan to use a prioritization tool to help me manage my workload more effectively."

Set goals for growth

Show your manager that you're committed to growth by outlining the specific skills or projects you want to work on in the coming months.

Example:

"My goal for the next quarter is to improve my leadership skills. I'd like to take on more team-oriented projects and sign up for a leadership course."

Invite feedback

Finally, let your manager know that you're open to feedback. This shows that you are eager to grow and improve.

Best practices for performance reviews

Whether you're a manager or an employee, here are some tips to make the most of your performance review:

Be specific

Vague feedback isn't helpful to anyone. Focus on specific behaviors and results, whether you're highlighting strengths or offering suggestions for improvement.

Stay objective

Do not let emotions take over during reviews, but stick to the facts. Use data and examples to support your points and separate personal feelings from professional assessments.

Keep it balanced

Do not focus solely on either the positives or the negatives. Balanced feedback keeps people motivated and gives them a clear path to improvement.

Be consistent

If you're a manager, ensure you're using the same criteria across the board for all employees. Consistency builds trust and ensures fairness.

End with action

Reviews should not end without clear takeaways. Whether setting new goals or outlining a development plan, make sure there's a path forward.

Conclusion

Performance reviews mustn't be daunting. With the right approach, they can be a powerful tool for growth, better communication, and setting a course for future success. By being specific, objective, and balanced, you'll ensure that your performance reviews are more than just a checkbox. They'll be a valuable part of your team's development.

To make your performance review process even more efficient and streamlined, consider using PurelyHR's performance review management solution. It’s designed to simplify the entire review cycle, allowing managers and employees to easily collaborate on setting goals, tracking progress, and providing feedback. With customizable templates, automated reminders, and easy-to-use dashboards, PurelyHR takes the hassle out of managing reviews and helps teams stay aligned on personal and company growth. Plus, it ensures consistency and fairness across all reviews, making it an essential tool for fostering employee development.