How to conduct performance reviews to boost employee performance

The effectiveness of a business rests on the performance of its employees, and for managers, keeping a finger on the pulse of their team's productivity is crucial. Employee performance reviews are not just a formality but a dynamic tool that, when used wisely, can lead to significant improvements.

In fact, Gallup reveals that 80% of employees say that meaningful performance feedback helps them feel more engaged. Performance reviews and their feedback opportunities shouldn't be overlooked. But what truly constitutes an effective and successful performance review, and how can it be harnessed to elevate employee performance?

Whether you're a seasoned manager or just stepping into a leadership role, the insights we're about to unravel will sharpen your skills in conducting impactful reviews. Let's get started on the journey to a more motivated, productive, and high-performing team!

What do successful employee performance reviews look like?

An effective and successful employee performance review is much more than a routine chat about job performance. It's a strategic meeting that aligns an individual's efforts with broader organizational goals. It encompasses the appraisal of past performance, the identification of areas for growth, and the setting of clear goals for the future.

There are, of course, many ways to go about this — be it by having an annual performance review, ongoing touch points, or a combination of both.

That said, all you have to remember is that a successful employee performance review plays two roles: It is a reflective process (looking at past performance) and also a proactive planning exercise to set up employees for success (creating new goals and next steps).

Mastering the employee performance review process is a surefire way to boost current and future performance. Read on!

How successful review help boost an employee's performance

Great performance reviews aren't simply a ritual where employees are passively assessed and given feedback. When structured and conducted effectively, they serve as a dynamic process that can significantly enhance performance.

Here's why:

• Clarification of expectations: Through performance reviews, employees gain a clearer understanding of their roles, responsibilities, and expectations. This clarity empowers them to perform better.
• Goal alignment: Effective reviews align individual employee goals with the organization's objectives. When employees see how their work contributes to the bigger picture, they're more motivated to excel.
• Feedback and improvement: Feedback during performance reviews identifies strengths to celebrate and areas for improvement. This feedback is crucial for personal and professional growth, helping individuals understand their performance relative to expectations.
• Recognition and accountability: Reviews serve as a platform for recognition and accountability. Outstanding performance and employee success are acknowledged and rewarded. Simultaneously, the process holds individuals accountable for their responsibilities, promoting a fair and transparent work culture.
• Skill enhancement: Reviews can identify areas where an employee might need training or development. Addressing these gaps can lead to a more skilled and competent workforce.
• Career development: Reviews often include discussions about career development within the organization. This forward-looking approach encourages employees to envision a future within the company, fostering retention and loyalty.

Performance reviews should be seen as an opportunity for growth and development, not just a yearly evaluation. When done right, they are a catalyst for boosting employee performance and driving organizational success.

A great way to prepare an employee for an upcoming review is by sharing a breakdown of what's going to be discussed. Use one of our templates to help you write and send this preparatory email ahead of time.

Objectives of an effective performance review

Performance reviews, also called performance appraisals or performance evaluations, serve several crucial objectives.

First and foremost, an effective performance review's primary purpose is to provide employees with constructive feedback, pinpointing strengths to celebrate and areas that need improvement. While it's important to ensure ongoing communication through informal touchpoints, formal reviews allow for more time and a deeper dive into feedback. This richer feedback is vital for personal and professional growth.

A performance appraisal must also aim to align employees' goals with the organization's objectives. By discussing performance in relation to company goals, employees can better understand their role in achieving the company's mission. It's always helpful for employees when you connect the dots between day-to-day individual performance and the big picture! This fosters a sense of belonging and reinforces an employee's value within the company.

Finally, an employee's performance review has the goal of creating recognition and emphasizing accountability. Reviews should allocate time to acknowledge outstanding performance, motivating employees to excel, while simultaneously holding individuals accountable for their responsibilities. It always feels nice to do a good job and be recognized for it.

The performance review process in 7 steps

To achieve these goals, it's important to set up your performance reviews the right way. An effective performance review process typically involves 7 steps, from self-assessments and goals setting:

Step 1: Request an employee self-assessment: Ask the employee to provide a self-assessment ahead of their actual review. This offers them an opportunity to reflect on their performance, highlighting their accomplishments and recognizing areas where improvement is needed. Their answers can help guide performance conversations.

Step 2: Collect peer feedback: Incorporating peer feedback in a review can add even more dimension to performance conversations. They provide valuable insights from colleagues who work closely with the employee, offering a well-rounded perspective on their performance. This feedback should always be collected ahead of time.

Step 5: Conduct evaluation and share feedback: The heart of the performance review process is the evaluation and sharing of both manager and peer feedback. Pooling from performance metrics, self-assessment insights, and peer feedback, assess the employee's performance based on previously set goals, performance standards, and competencies. Share these notes with the employee during your one-on-one. It's essential to maintain a constructive and supportive tone during this conversation.

Step 1: Setting clear goals: The process kicks off with goal setting, where employees and managers collaboratively establish specific, measurable, achievable, relevant, and time-bound (SMART) performance goals, and objectives and key results (OKRs). These goals should align with the employee's role and the broader organizational objectives.

Step 6: Development planning: Once the evaluation is complete, managers and employees create a development plan for the future. This plan includes specific actions aimed at improving performance, expanding skills, and achieving personal and professional objectives.

Step 7: Follow-up: Effective performance reviews don't end with the meeting. Managers and employees should maintain regular check-ins throughout the performance period to track progress, address issues, and ensure the development plan stays on course.

Familiarizing yourself with this process is critical for conducting effective performance reviews. The key is to conduct them regulary throughout the performance cycle.

Performance review best practices: Tips for conducting meaningful employee appraisals

The performance review conversation should be collaborative and a two-way dialogue — employees can contribute greatly to the process. However, as a manager, you play a crucial role in making performance reviews meaningful and effective by leading.

But don't sweat under the pressure. Here are some best practices to consider:

#1: Performance reviews should be future-focused

Sure, reviews are here for learning from mistakes as well as what worked well. But, good or poor performance, don't dwell solely on the past. Use the review as an opportunity to set future goals and expectations.

For instance, with a sales team member, aim for the discussion to be about how they can further develop their customer relationship management skills, targeting future goals.

#2: Ask the right questions

Framing questions effectively is essential. Ask open-ended questions that encourage employees to reflect and share their thoughts.

This could look like, "What strategies do you think will best help you achieve your goals next quarter?" or "Is there anything you don't have access to right now that could help improve your performance?"

#3: Choose your words with care

Use constructive, supportive language when discussing areas for improvement. Your words can significantly impact how feedback is received. Avoid demoralizing or vague language as this doesn't help the employee improve.

Replace "You didn't do a good job this month." with more constructive phrasing such as "I see your efforts. That said, there is room to improve your sales quota. Let's look at strategies to make that happen."

#4: Make time for performance reviews

Allocate adequate time for each review. Rushed performance conversations feel unresolved and can lead to overlooked issues or missed opportunities for growth.

Our rule of thumb for each review meeting is an hour to ensure comprehensive discussions and address all relevant points. Make sure you save the last 15 minutes for employees to share their own feedback too.

#5: Follow up after every performance review

The performance conversation doesn't end when the review does. Make sure to follow up with your employees to discuss progress and provide ongoing support.

For example, allocate time in your regular one-on-ones to discuss the progress towards their agreed-upon goals. This not only provides ongoing support but also ensures the objectives set during the review are on track.

#6: Align on expectations

Ensure that both you and your employees are clear about expectations moving forward. This alignment is crucial for a productive partnership.

You can say something like, "So, we both understand that we're focusing on improving response times and customer satisfaction for the upcoming quarter. Is there anything you'd like to add or clarify?"

#7: End the review with agreed-upon next steps

Once the discussion is complete, set specific next steps where both manager and employee find a shared understanding of what needs to get done to enhance employee performance.

Let's say your employee has identified that additional training would be beneficial. You might agree that they'll enrol in a relevant online course by the end of the month.

How the right performance management software can make life easier

The world of performance management has evolved. Thankfully, you don't need to tackle employee reviews alone. The right software can transform the process, providing insights and efficiencies that make your job easier.

Continuous performance management software is a modern solution that not only simplifies and enhances the review process but transforms it into a continuous conversation throughout the year. It automates administrative tasks, such as scheduling and data collection, freeing up your time to focus on valuable, in-depth performance conversations and feedback on an ongoing basis.

Keep your eye out for features like 360-degree feedback, flexible goal setting, and development planning features. When tools serve you in more than one way, they can be a worthwhile investment and help you avoid the corporate trap of diluting your management efforts across too many programs.

Great reviews lead to greater performance

Effective reviews are more than a routine task — they're a strategic tool for enhancing your team's performance. They set the stage for success, encourage thoughtful dialogue, and provide a path for improvement.

By consistently implementing these best practices, you'll fuel growth and success in your organization. Go get 'em!