Employee Onboarding
10M

The first 90 days: Proven strategies to accelerate new hire productivity

Published on 
August 12, 2024

A strong onboarding can increase employee time-to-productivity by a staggering 70% (and retention by 82%). So, what constitutes a mighty onboarding? And how do you know if your company has one?

In this article, we explore a 3-step strategy that ensures those crucial first 90 days set your new hires — and your organization — up for success.

Why an organized onboarding is so important 

The first 90 days of employment are pivotal for new hires, setting the stage for their future at your company. A well-structured onboarding program does more than ramp up productivity — it also instills a strong sense of loyalty and belonging. This period is critical because it significantly influences job satisfaction and employee performance metrics while concurrently lowering turnover rates.

The Society for Human Resource Management (SHRM) notes that 54% of businesses observe a boost in employee engagement with a solid onboarding strategy in place. And organizations with structured onboarding programs enjoy a 60% year-over-year improvement in revenue per full-time employee and a 63 percent year-over-year improvement in customer satisfaction. 

{emphasize}

Having a structured onboarding program leads to 

77%

of new hires hitting their first performance milestone

54%

boost to employee engagement

60%

YoY improvement in revenue

{emphasize}

Remember: onboarding isn't just for new hires. This process is equally crucial for employees transitioning to new roles within the company (cross-boarding) or returning from an extended leave. Adapting these onboarding strategies to fit various employee scenarios can further enhance their effectiveness and ensure all team members successfully integrate into their new roles.

Step 1: Preboarding

Why preboarding is mission-critical 

To have a well-oiled onboarding program, you can't overlook preboarding. Preboarding is a crucial phase of the employee onboarding process that occurs after a new hire has accepted their job offer but before their official start date. It serves as a bridge between the hiring process and the formal onboarding program, helping keep new hires enthusiastic, informed, and ready to contribute from their very first day on the job. And it pays off, 83% of high-performing organizations begin onboarding before the new hire's first day. 

83% of high-performing organizations begin onboarding before the new hire's first day. 

SHRM

Preboarding enhances employee engagement. By initiating contact before a new hire's first day, companies demonstrate that they value their new employees, which can boost excitement and commitment. This early engagement establishes a positive tone and shows the organization's proactive approach to making sure the new hire feels welcomed.  

It can also reduce anxiety for new hires. Knowing what to expect on the first day, understanding the company culture, and having a clear picture of their role and responsibilities can help mitigate the nervousness that often accompanies starting a new job. This clarity and preparation make the transition smoother and less daunting. 

Unsurprisingly, preboarding also leads to faster productivity. When new hires are familiar with the company's tools, processes, and expectations from the get-go, they can hit the ground running. This familiarity allows them to contribute more effectively and quickly, reducing the usual ramp-up time needed to reach full productivity. 

Lastly, a well-executed preboarding experience can lead to improved retention rates. The initial interactions and preparations during preboarding help build a foundation of job satisfaction and commitment to the company, which are crucial in retaining talent. When employees feel prepared and valued from the start, they are more likely to stay with the company long-term. 

How to actively engage your new hires (and your team) before day one 

Key components of preboarding include: 

  • Communication: Regular, personalized communication, such as welcome emails and updates about the company, helps keep new hires engaged. 
  • Documentation: Providing necessary forms and documents beforehand can streamline the administrative process, allowing the first day to focus more on integration and less on paperwork. 
  • Access to tools: Granting access to company systems, email, and other tools early can help new hires familiarize themselves with essential technology and platforms. 
  • Introduction to team and culture: Sharing information about team structures, company culture, and values can help new hires feel connected and understand their new work environment. 
  • Training materials: Offering initial training materials or resources can help new hires learn about their roles and responsibilities ahead of time. 

{emphasize}📝 Follow this employee preboarding checklist to plan the welcome and bring your newcomer up to speed. {emphasize}

While the new hire is the focus of this process, remember to prepare your team(s) for their arrival as well. Before your newcomer joins, consider holding a team meeting with your employees to address any questions they have about their new colleague's position and how it will affect their own roles and responsibilities. Alternatively, if a group setting doesn't fit your scenario, consider adding it as a talking point in your next one-on-one meeting with your employees. 

Collaborative career interaction: Woman approaches coworker working on laptop, symbolizing teamwork and professional growth
Foster productive conversations between managers and employees with Workleap's simple one-on-one meeting software.

Step 2: Mentorship

Double the value: Assigning mentors or buddies to newcomers 

Assigning a mentor or buddy to a new hire is an absolute must. Doing so enriches the onboarding process for everyone involved: new hire, mentor, and your organization. No wonder high-performing organizations are 2.5x more likely to assign a mentor or coach during the onboarding process.

Mentorship in onboarding: 

  • Accelerates the learning curve: Mentors and buddies can provide one-on-one guidance, helping new hires understand their roles and responsibilities faster and more effectively. 
  • Enhances social integration: A mentor or buddy acts as a social anchor, introducing new hires to team members and helping them navigate the organization's social dynamics. 
  • Increased confidence: Regular support and feedback from an experienced colleague can boost a new hire's confidence in their skills and role within the company. 
  • Higher job satisfaction and retention: Having a reliable point of contact for questions and concerns can improve job satisfaction. This support can significantly reduce feelings of isolation and the likelihood of early turnover. 
  • Channels culture: Mentors and buddies are culture carriers, imparting company values, expectations, and norms to new hires in a more personal and relatable way. 

Choosing the right partnership is clutch. Take some time to think about the fit during preboarding, referring to these tips to help guide you in creating the best experience possible: 

{emphasize}

Checklist for selecting and pairing mentors for new hires 

  • Align on goals and values: Make sure that the mentor or buddy shares the company's values and understands the mentorship program's goals. This alignment helps transmit the right message and culture to the new hire. 
  • Consider personality and communication styles: Match mentors and buddies with new hires based on compatible personalities and communication styles. This compatibility can make the relationship more productive and enjoyable for both parties. 
  • Experience and expertise: Choose mentors with a proven track record in their roles and possess the skills and knowledge the new hire needs to learn. This relevance ensures that the mentor is well-equipped to guide the new employee. 
  • Training for mentors/buddies: Provide training to mentors and buddies on how to effectively support new hires. This training should cover communication skills, confidentiality, and how to provide constructive feedback. 
  • Regular check-ins: Establish a system for regular check-ins between the mentor or buddy and the new hire and between the mentor and manager or HR. This system helps monitor progress, solve issues, and adjust the pairing if necessary. 
  • Feedback loop: Create a feedback loop where new hires can provide their input on the mentorship experience. This feedback is crucial for improving the program and making necessary adjustments. 

{emphasize}

Step 3: The onboarding plan

How to structure onboarding plans 

Once you've lined up all your preboarding activities, it's time to get to the employee's first day and beyond. A structured onboarding plan should encompass orientation, training sessions, and goal setting to guide new hires through their initial months. 

Orientation 

Orientation is often the new hire's first formal experience within the organization. This includes: 

  • Introduction to the company's history, culture, and values 
  • Overview of organizational structure and key personnel 
  • Administrative setup, such as HR documentation and IT accounts 

Training 

Training brings new hires up to speed in their specific roles and the tools they will be using. Practical training sessions might include: 

  • Role-specific training to understand job responsibilities 
  • Technology training on company software and tools 
  • Compliance and security training relevant to the industry and job 

Goal setting 

Set clear, achievable goals to help new hires focus and understand what is expected of them. Goals should be: 

  • Specific, Measurable, Achievable, Relevant, and Time-bound (SMART) 
  • Aligned with team and organizational objectives 
  • Discussed and agreed upon with their manager or mentor 

{emphasize}Learn more about how to set onboarding goals (and why they're so essential). {emphasize}

Feedback and evaluation 

Regular feedback sessions are crucial to ensure the newcome integrates well and addresses any concerns they might have. This could involve: 

  • Weekly or bi-weekly check-ins with a manager or mentor 
  • Formal reviews at 30, 60, and 90 days 
  • Integrating into the performance management system, setting expectations for their roles and the metrics by which they will be evaluated 

Team integration 

Planned activities that help new hires build relationships with colleagues can be very beneficial. These might include: 

  • Team lunches or social events 
  • Collaborative projects to foster team interaction 
  • Introduction meetings with key team members across the department 

A well-rounded onboarding plan that covers these components ensures that new hires are well-prepared to begin working and more likely to be engaged and stick with your company for the long run. Each element of the plan should be tailored to fit the specific needs of your organization and the individuals being onboarded. 

{emphasize}📝 Get planning: Share this simple employee onboarding template with your team leaders. It includes a checklist and sample activities to help them map out preboarding through to the 1-year mark. {emphasize}

Enhancing employee onboarding (and saving HR time) with AI

Much like every other facet of business, Artificial Intelligence (AI) is revolutionizing the way companies onboard new employees. How? By automating and personalizing the process. 

Manual data input and paperwork required in onboarding cause wasted time and productivity and risk errors. Research from Career Builder finds that HR managers who don't fully automate lose an average of 14 hours a week manually completing tasks that could be automated. Further, more than a quarter (28%) waste 20 hours or more, and 1 in 10 (11%) spend 30 hours or more! 

AI can analyze large sets of data to tailor onboarding experiences to individual needs, track progress, and predict potential challenges before they arise. Your organization may wish to incorporate AI into its employee onboarding process to help teams save time with tasks, including: 

  • Automate administrative, often tedious activities like processing paperwork 
  • Personalize learning experiences based on job role or learning style 
  • Provide real-time answers to new hire questions via AI-driven chatbots 

Take Workleap's AI Onboarding Wizard, for example. With a simple drag-and-drop, you can transform your old PDF, Word, or Excel onboarding documents into beautiful and engaging digital onboarding experiences. Think of the time your HR team can regain and redirect toward strategic planning. Everyone can benefit from a lighter load.

Workleap Onboarding AI Wizard drag and drop
Workleap AI Onboarding Wizard in action.

 

While it's exciting to embrace AI to refine and enhance your onboarding process, it's also important to keep ethical standards front and center. Explore our detailed one-pager, Ethical AI in Recruitment & Onboarding, to discover key practices for responsibly integrating AI in recruitment and onboarding. This guide will help make sure that your AI implementations not only boost efficiency but also uphold fairness and transparency across your HR operations. 

Workleap: Your strategic partner for streamlined onboarding

As the demands on your HR team continue to expand, aligning with a partner that understands the nuances of effective onboarding can dramatically lighten your team's workload and elevate their success. Workleap stands out, offering tailored solutions that streamline the onboarding process and enhance new hire experiences.  

Consider the experience of Lexop, a fintech startup that restructured and scaled its onboarding processes with Workleap's help. The result was not just more efficient procedures but a remarkable increase in new hire satisfaction — soaring from 72% to an impressive 98% within three months. This success story illustrates how Workleap's simple, focused approach can turn the crucial first days of a new hire into a strategic advantage for your organization.

Lexop CEO Amir Tajkarimi  pictured from chest up. He's smiling with arms crossed, wearing a black t-shirt with Lexop written on it.

New hire satisfaction went up from 72% to 98% in just 3 months using Workleap Onboarding.

Amir Tajarimi, CEO at Lexop

{emphasize}

Ready to see the results in your organization? Request a demo now and see firsthand how our platform can transform the first 90 days for your new hires.

 {emphasize}

Streamline, organize, and automate your onboarding process like magic.

What's in this article
This is some text inside of a div block.

A strong onboarding can increase employee time-to-productivity by a staggering 70% (and retention by 82%). So, what constitutes a mighty onboarding? And how do you know if your company has one?

In this article, we explore a 3-step strategy that ensures those crucial first 90 days set your new hires — and your organization — up for success.

Why an organized onboarding is so important 

The first 90 days of employment are pivotal for new hires, setting the stage for their future at your company. A well-structured onboarding program does more than ramp up productivity — it also instills a strong sense of loyalty and belonging. This period is critical because it significantly influences job satisfaction and employee performance metrics while concurrently lowering turnover rates.

The Society for Human Resource Management (SHRM) notes that 54% of businesses observe a boost in employee engagement with a solid onboarding strategy in place. And organizations with structured onboarding programs enjoy a 60% year-over-year improvement in revenue per full-time employee and a 63 percent year-over-year improvement in customer satisfaction. 

{emphasize}

Having a structured onboarding program leads to 

77%

of new hires hitting their first performance milestone

54%

boost to employee engagement

60%

YoY improvement in revenue

{emphasize}

Remember: onboarding isn't just for new hires. This process is equally crucial for employees transitioning to new roles within the company (cross-boarding) or returning from an extended leave. Adapting these onboarding strategies to fit various employee scenarios can further enhance their effectiveness and ensure all team members successfully integrate into their new roles.

Step 1: Preboarding

Why preboarding is mission-critical 

To have a well-oiled onboarding program, you can't overlook preboarding. Preboarding is a crucial phase of the employee onboarding process that occurs after a new hire has accepted their job offer but before their official start date. It serves as a bridge between the hiring process and the formal onboarding program, helping keep new hires enthusiastic, informed, and ready to contribute from their very first day on the job. And it pays off, 83% of high-performing organizations begin onboarding before the new hire's first day. 

83% of high-performing organizations begin onboarding before the new hire's first day. 

SHRM

Preboarding enhances employee engagement. By initiating contact before a new hire's first day, companies demonstrate that they value their new employees, which can boost excitement and commitment. This early engagement establishes a positive tone and shows the organization's proactive approach to making sure the new hire feels welcomed.  

It can also reduce anxiety for new hires. Knowing what to expect on the first day, understanding the company culture, and having a clear picture of their role and responsibilities can help mitigate the nervousness that often accompanies starting a new job. This clarity and preparation make the transition smoother and less daunting. 

Unsurprisingly, preboarding also leads to faster productivity. When new hires are familiar with the company's tools, processes, and expectations from the get-go, they can hit the ground running. This familiarity allows them to contribute more effectively and quickly, reducing the usual ramp-up time needed to reach full productivity. 

Lastly, a well-executed preboarding experience can lead to improved retention rates. The initial interactions and preparations during preboarding help build a foundation of job satisfaction and commitment to the company, which are crucial in retaining talent. When employees feel prepared and valued from the start, they are more likely to stay with the company long-term. 

How to actively engage your new hires (and your team) before day one 

Key components of preboarding include: 

  • Communication: Regular, personalized communication, such as welcome emails and updates about the company, helps keep new hires engaged. 
  • Documentation: Providing necessary forms and documents beforehand can streamline the administrative process, allowing the first day to focus more on integration and less on paperwork. 
  • Access to tools: Granting access to company systems, email, and other tools early can help new hires familiarize themselves with essential technology and platforms. 
  • Introduction to team and culture: Sharing information about team structures, company culture, and values can help new hires feel connected and understand their new work environment. 
  • Training materials: Offering initial training materials or resources can help new hires learn about their roles and responsibilities ahead of time. 

{emphasize}📝 Follow this employee preboarding checklist to plan the welcome and bring your newcomer up to speed. {emphasize}

While the new hire is the focus of this process, remember to prepare your team(s) for their arrival as well. Before your newcomer joins, consider holding a team meeting with your employees to address any questions they have about their new colleague's position and how it will affect their own roles and responsibilities. Alternatively, if a group setting doesn't fit your scenario, consider adding it as a talking point in your next one-on-one meeting with your employees. 

Collaborative career interaction: Woman approaches coworker working on laptop, symbolizing teamwork and professional growth
Foster productive conversations between managers and employees with Workleap's simple one-on-one meeting software.

Step 2: Mentorship

Double the value: Assigning mentors or buddies to newcomers 

Assigning a mentor or buddy to a new hire is an absolute must. Doing so enriches the onboarding process for everyone involved: new hire, mentor, and your organization. No wonder high-performing organizations are 2.5x more likely to assign a mentor or coach during the onboarding process.

Mentorship in onboarding: 

  • Accelerates the learning curve: Mentors and buddies can provide one-on-one guidance, helping new hires understand their roles and responsibilities faster and more effectively. 
  • Enhances social integration: A mentor or buddy acts as a social anchor, introducing new hires to team members and helping them navigate the organization's social dynamics. 
  • Increased confidence: Regular support and feedback from an experienced colleague can boost a new hire's confidence in their skills and role within the company. 
  • Higher job satisfaction and retention: Having a reliable point of contact for questions and concerns can improve job satisfaction. This support can significantly reduce feelings of isolation and the likelihood of early turnover. 
  • Channels culture: Mentors and buddies are culture carriers, imparting company values, expectations, and norms to new hires in a more personal and relatable way. 

Choosing the right partnership is clutch. Take some time to think about the fit during preboarding, referring to these tips to help guide you in creating the best experience possible: 

{emphasize}

Checklist for selecting and pairing mentors for new hires 

  • Align on goals and values: Make sure that the mentor or buddy shares the company's values and understands the mentorship program's goals. This alignment helps transmit the right message and culture to the new hire. 
  • Consider personality and communication styles: Match mentors and buddies with new hires based on compatible personalities and communication styles. This compatibility can make the relationship more productive and enjoyable for both parties. 
  • Experience and expertise: Choose mentors with a proven track record in their roles and possess the skills and knowledge the new hire needs to learn. This relevance ensures that the mentor is well-equipped to guide the new employee. 
  • Training for mentors/buddies: Provide training to mentors and buddies on how to effectively support new hires. This training should cover communication skills, confidentiality, and how to provide constructive feedback. 
  • Regular check-ins: Establish a system for regular check-ins between the mentor or buddy and the new hire and between the mentor and manager or HR. This system helps monitor progress, solve issues, and adjust the pairing if necessary. 
  • Feedback loop: Create a feedback loop where new hires can provide their input on the mentorship experience. This feedback is crucial for improving the program and making necessary adjustments. 

{emphasize}

Step 3: The onboarding plan

How to structure onboarding plans 

Once you've lined up all your preboarding activities, it's time to get to the employee's first day and beyond. A structured onboarding plan should encompass orientation, training sessions, and goal setting to guide new hires through their initial months. 

Orientation 

Orientation is often the new hire's first formal experience within the organization. This includes: 

  • Introduction to the company's history, culture, and values 
  • Overview of organizational structure and key personnel 
  • Administrative setup, such as HR documentation and IT accounts 

Training 

Training brings new hires up to speed in their specific roles and the tools they will be using. Practical training sessions might include: 

  • Role-specific training to understand job responsibilities 
  • Technology training on company software and tools 
  • Compliance and security training relevant to the industry and job 

Goal setting 

Set clear, achievable goals to help new hires focus and understand what is expected of them. Goals should be: 

  • Specific, Measurable, Achievable, Relevant, and Time-bound (SMART) 
  • Aligned with team and organizational objectives 
  • Discussed and agreed upon with their manager or mentor 

{emphasize}Learn more about how to set onboarding goals (and why they're so essential). {emphasize}

Feedback and evaluation 

Regular feedback sessions are crucial to ensure the newcome integrates well and addresses any concerns they might have. This could involve: 

  • Weekly or bi-weekly check-ins with a manager or mentor 
  • Formal reviews at 30, 60, and 90 days 
  • Integrating into the performance management system, setting expectations for their roles and the metrics by which they will be evaluated 

Team integration 

Planned activities that help new hires build relationships with colleagues can be very beneficial. These might include: 

  • Team lunches or social events 
  • Collaborative projects to foster team interaction 
  • Introduction meetings with key team members across the department 

A well-rounded onboarding plan that covers these components ensures that new hires are well-prepared to begin working and more likely to be engaged and stick with your company for the long run. Each element of the plan should be tailored to fit the specific needs of your organization and the individuals being onboarded. 

{emphasize}📝 Get planning: Share this simple employee onboarding template with your team leaders. It includes a checklist and sample activities to help them map out preboarding through to the 1-year mark. {emphasize}

Enhancing employee onboarding (and saving HR time) with AI

Much like every other facet of business, Artificial Intelligence (AI) is revolutionizing the way companies onboard new employees. How? By automating and personalizing the process. 

Manual data input and paperwork required in onboarding cause wasted time and productivity and risk errors. Research from Career Builder finds that HR managers who don't fully automate lose an average of 14 hours a week manually completing tasks that could be automated. Further, more than a quarter (28%) waste 20 hours or more, and 1 in 10 (11%) spend 30 hours or more! 

AI can analyze large sets of data to tailor onboarding experiences to individual needs, track progress, and predict potential challenges before they arise. Your organization may wish to incorporate AI into its employee onboarding process to help teams save time with tasks, including: 

  • Automate administrative, often tedious activities like processing paperwork 
  • Personalize learning experiences based on job role or learning style 
  • Provide real-time answers to new hire questions via AI-driven chatbots 

Take Workleap's AI Onboarding Wizard, for example. With a simple drag-and-drop, you can transform your old PDF, Word, or Excel onboarding documents into beautiful and engaging digital onboarding experiences. Think of the time your HR team can regain and redirect toward strategic planning. Everyone can benefit from a lighter load.

Workleap Onboarding AI Wizard drag and drop
Workleap AI Onboarding Wizard in action.

 

While it's exciting to embrace AI to refine and enhance your onboarding process, it's also important to keep ethical standards front and center. Explore our detailed one-pager, Ethical AI in Recruitment & Onboarding, to discover key practices for responsibly integrating AI in recruitment and onboarding. This guide will help make sure that your AI implementations not only boost efficiency but also uphold fairness and transparency across your HR operations. 

Workleap: Your strategic partner for streamlined onboarding

As the demands on your HR team continue to expand, aligning with a partner that understands the nuances of effective onboarding can dramatically lighten your team's workload and elevate their success. Workleap stands out, offering tailored solutions that streamline the onboarding process and enhance new hire experiences.  

Consider the experience of Lexop, a fintech startup that restructured and scaled its onboarding processes with Workleap's help. The result was not just more efficient procedures but a remarkable increase in new hire satisfaction — soaring from 72% to an impressive 98% within three months. This success story illustrates how Workleap's simple, focused approach can turn the crucial first days of a new hire into a strategic advantage for your organization.

Lexop CEO Amir Tajkarimi  pictured from chest up. He's smiling with arms crossed, wearing a black t-shirt with Lexop written on it.

New hire satisfaction went up from 72% to 98% in just 3 months using Workleap Onboarding.

Amir Tajarimi, CEO at Lexop

{emphasize}

Ready to see the results in your organization? Request a demo now and see firsthand how our platform can transform the first 90 days for your new hires.

 {emphasize}

Related content

When you hear "performance review," what comes to mind? As a manager, do you think of it as a once-a-year task that's just part of your checklist? Or perhaps, do you think of it as a laborious process with no clearly useful output?

Rest assured; the performance review process can be utilized strategically and absolutely be done in a way that is structured, effective, and impactful.

In this article, you'll find your ultimate guide to employee performance reviews. We'll walk you through the essential steps involved in conducting effective performance reviews and provide guidance on what a successful review should look like — before, during, and after. When done right, they can contribute to employee growth, development, and higher business performance.

Here is everything you need to conduct successful employee performance reviews

What is an employee performance review?

Let's first cover the basics. At its core, a performance review is a structured process that evaluates an individual's job performance and provides constructive feedback. Performance reviews are an essential part of the performance management process and support goal-setting, monitoring, and accountability.

Traditionally, a performance review has been an annual event, but in the modern workplace, with continuous performance management gaining traction, performance reviews have taken different forms — be it regular check-ins or ongoing feedback to foster employee development and improvement. In this new era of performance management, managers become more like coaches who empower their employees to reach their full potential.

👉 Find our guide to the modern way of conducting performance reviews with insightful tips and case studies to get inspired.

Why are employee performance reviews important?

Performance reviews don't have to be complicated, just as long as you don't undervalue their power either. They offer numerous benefits for both individuals and organizations at every level. They:

  • Improve communication
  • Identify strengths and weaknesses
  • Facilitate goal setting
  • Enhance employee engagement
  • Strengthen employee-manager relationships

By investing in performance reviews, you pave the way for continuous improvement and foster a more positive work culture.

Key elements of an effective performance review

Performance reviews play a crucial role in driving employee growth and development while contributing to higher business performance. To conduct impactful performance reviews, it's essential to incorporate key elements that foster a supportive, collaborative, and ultimately thriving environment.

Here are the key elements of an effective performance review process:

Frequent review cycles

Break away from the anxiety-inducing annual performance review and normalize conversations about performance. Implementing regular review cycles allows for ongoing feedback, ensuring employees stay on track and have the opportunity to grow continuously.

For example, quarterly or monthly check-ins provide timely feedback and help address any performance gaps promptly.

Two-way conversations

Performance reviews shouldn't be one-sided. By involving employees in two-way conversations, you demonstrate that their opinions and insights are valued, fostering a sense of ownership and engagement.

Encourage open dialogue and create a space for employees to share their perspectives, offer suggestions, and actively participate in the review process.

Focused on improvements

Modern performance reviews shift the focus from dwelling on past mistakes to emphasizing growth and development. By adopting a forward-thinking approach, you inspire a growth mindset and create a culture that supports continuous learning and development.

Encourage employees to reflect on their experiences, learn from them, and set goals for improvement.

Transparent and honest

Transparency and honesty are paramount in fostering trust between managers and employees. Establish clear communication channels to ensure employees understand how their performance is being assessed and how feedback will be provided.

Transparency also involves clearly communicating the evaluation criteria and ensuring employees have access to the necessary resources for improvement.

Fair and objective review process

A fair and objective review process is essential for employee morale and engagement. Use standardized evaluation criteria that are consistently applied across the organization. This helps maintain fairness and ensures that employees feel their performance is evaluated on an equal basis.

Objective evaluations foster trust and provide employees with a sense of confidence in the review process.

How to prepare for a performance review

To conduct an effective performance review, managers need to prepare in advance. Here are the key prep steps to get ready:

1. Align on performance evaluation criteria

Performance evaluations require a clear understanding of the criteria and metrics used to assess employee performance. It's essential for managers and employees to have a shared understanding of what constitutes good or poor performance.

For example, you might establish criteria such as meeting project deadlines, demonstrating strong communication skills, or displaying proactive problem-solving abilities. By aligning these criteria, you can ensure fairness and consistency in your evaluations.

2. Gather employee data and examples

To provide meaningful performance feedback, gather relevant qualitative and quantitative data, as well as examples that illustrate an employee's performance.

There are different methods of performance evaluation, all of which can be pooled to build a comprehensive performance picture. Qualitative data can come from employee self-evaluation, peer reviews, or supervisor assessments. Whereas quantitative data can come from sales figures or other productivity metrics.

By collecting a range of data and examples, you'll have a well-rounded view of the employee's performance that considers all factors — not just numbers.

3. Use a performance review template

Templates exist for a reason. They provide a pre-existing structure from which you can build on and customize. They also save you time!

Performance review templates provide a set of targeted questions that guide you through each aspect of the review, ensuring you cover all relevant areas with your employee. Using a template saves prep time and helps maintain consistency across each team member's evaluation. It also ensures that no important topics or questions are overlooked.

Officevibe includes performance review templates designed to make the review process even more streamlined, effective, and data-driven.

A preview of Officevibe's employee performance review template
Use performance review templates in Officevibe.

4. Prepare a meeting agenda

Before the performance review meeting, create a detailed agenda to guide the discussion. Outline the specific topics you want to cover, such as achievements, areas for improvement, and future goals. Consider including specific examples or projects to discuss during the meeting.

Having a clear agenda helps keep the conversation focused and ensures that all important points are addressed. It also shows employees that you have taken the time to prepare and value their performance.

👀 Check out our one-on-one meeting agendas that cover most manager-employee scenarios, including performance reviews, performance improvement plans, career development, and more!

5. Schedule your performance review meeting

Set a date and time for the performance review that works for both you and the employee. Choose a time when you can give your undivided attention and create a comfortable environment for open and honest conversation.

Avoid scheduling the review during particularly busy or stressful periods to ensure you can devote sufficient time and attention to the discussion. Scheduling the meeting in advance demonstrates your commitment to the employee's growth and development.

By following these steps and adequately preparing for the performance review, you set the stage for a productive and valuable discussion with your employees. Effective preparation ensures that you have the necessary information, structure, and focus to provide meaningful feedback and pave the way for future growth.

[ov_cta id="5122598"]

How to conduct an employee performance review

Now that you're prepared, let's explore how to conduct an effective performance review. This is the time to engage in a productive conversation that supports employee growth and development.

The following guidelines provide the performance review framework you need to promote employee development, foster positive relationships, and drive organizational success:

1. Set a positive and constructive tone during the review

Approach the review with a supportive and coaching mindset. It's critical to create a safe space for open dialogue, which fosters collaboration much better than when employees don't feel like they have input. Remember that the goal is to empower employees in their future performance by emphasizing what they are capable of rather than reinforcing what they may not be doing well enough.

2. Share positive feedback and recognition

Similar to the compliment sandwich approach, balancing positive feedback with areas for improvement can go a long way. Make sure to share your own feedback and words of acknowledgment to strengthen your manager-employee bond. Additionally, pass on any feedback you received from other colleagues or leaders, which could help the employee feel valued and appreciated.

3. Offer constructive feedback

Discuss any performance challenges or areas of underperformance directly and constructively. By framing things in a constructive way and using specific examples to illustrate your points, you provide more actionable solutions for growth. Navigate difficult conversations with empathy and a focus on finding solutions together.

Need the inspiration to find high-quality feedback? Here are 22 constructive feedback examples and tips to help you deliver feedback that gets results.

4. Give specific examples

By providing specific examples, you can ensure clarity and facilitate productive discussions. Make sure to back up your feedback with concrete examples to make it more impactful and actionable. Contextualizing feedback with current and past performance examples, helps employees understand the specific behaviors or situations that need improvement or reinforcement.

5. Address performance challenges

During the review, address any performance challenges or areas of underperformance directly and constructively. There are many ways to approach poor work performance issues, just remember to lead these conversations with empathy and a focus on finding solutions. By addressing challenges head-on, you can work together with the employee to identify strategies for improvement and growth.

Granted, some conversations are a little bit more difficult than others. Hey, managers are only human. Read our difficult conversation tips to ensure the message (and solution) isn't getting lost in translation.

6. Listen actively

During the performance review, practice active listening to show genuine interest in the employee's perspective. Pay attention to their thoughts, concerns, and aspirations. By actively listening, you create an environment where employees feel heard and valued, fostering trust and engagement.

Active listening is definitely one of those skills that can help anyone in all areas of life — not just at work! So read our tips on how to practice the art of good listening.

7. Define the next steps

Collaborate with the employee to identify actionable next steps. This could look like:

  • Creating a development plan
  • Setting clear goals for improvement
  • Adjust existing performance targets as necessary

By involving employees in the process of defining the next steps, you empower them to take ownership of their growth and development.

Remember, conducting a performance review is not just a one-time event but part of an ongoing performance management system. Ultimately, ensuring continuous feedback and regular check-ins throughout the year helps set, align, and adjust employee goals when appropriate, which contributes to employee growth and success.

What to do after a performance review

The performance review doesn't end with the meeting. Here's what you can do to ensure continuous improvement and growth.

1. Follow up on the next steps

After the performance review, it's crucial to stay involved and provide ongoing support. Follow up on the next steps that were identified during the review. Schedule frequent one-on-ones and other touchpoints to monitor progress and measure results. This demonstrates your commitment to the employee's growth and helps ensure they are on the right track toward achieving their goals.

🤔 Not sure how often to schedule one-on-ones? Find your best formula for one-on-one frequency.

For example, if one of the next steps identified during the review was for the employee to improve their time management skills, you can schedule a follow-up meeting a month later to discuss their progress. During this meeting, you can ask specific questions about their strategies for improving time management, inquire about any challenges they may have encountered, and provide additional guidance or resources if needed.

By following up on next steps, you show that you are invested in your employees' success and provide an opportunity for course correction or further development.

2. Keep the performance conversation going

Embrace the beauty of continuous performance cycles by conducting regular check-ins and one-on-one meetings. These ongoing conversations provide opportunities to discuss progress, address challenges, and provide timely feedback. By maintaining an open line of communication, you can support employees in their growth journey and ensure that performance remains a priority.

For example, you can schedule bi-weekly or monthly one-on-one meetings with your employees to discuss their ongoing projects, address any obstacles they may be facing, and provide guidance or feedback. These meetings create a space for employees to share their achievements, seek guidance on their work, and discuss any new challenges that may have arisen, to assess at your next employee performance review. By keeping the performance conversation going, you demonstrate your commitment to their development and create an environment where continuous improvement is encouraged.

Officevibe supports continuous performance management. This feature provides tools and resources to facilitate ongoing feedback, goal tracking, and one-on-one meetings!

Effective performance review phrases to use in your next review

Crafting meaningful feedback is key to a successful performance review. Here are some examples of performance review phrases, be them appraisals or constructive, to inspire your next review:

  • Creativity: "Your innovative thinking has led to impressive solutions, pushing our team to new heights."
  • Communication: "Your clear and concise communication style has greatly improved team collaboration and project outcomes."
  • Accountability: "You consistently take ownership of your responsibilities, delivering results with a high level of accountability."
  • Productivity: "Your exceptional time management skills and efficient work habits have significantly increased productivity within the team."
  • Collaboration: "Your collaborative approach fosters a positive team environment, encouraging open communication and idea-sharing."
  • Coaching: "Your dedication to mentoring team members has empowered them to grow and excel in their roles."
  • Areas of improvement: "To further enhance your performance, focusing on improving your presentation skills will help you engage stakeholders more effectively."
  • Problem-solving: "Your analytical thinking and resourcefulness have consistently resulted in creative problem-solving and successful outcomes."

Again, following up on any performance feedback with specific examples will make the feedback itself more impactful by giving it context. This will also show the employee you gave the feedback thought. For example, you could pair praise about problem-solving with something along the lines of: "Last month, when we had an issue with project X, you managed to fix this by doing A, B, and C and that ensured we could deliver on time! Thank you."

⭐️ Find more examples of employee feedback that creates an impact, especially relating to more sensitive issues like the need for additional training or failing to meet deadlines, and best practices for delivering them.

Use performance management software

Theoretically, you can master your performance review approach all on your own. Logistically, however, there are ways you can make the entire performance management process infinitely easier for yourself (and your employees).

Performance management software like Officevibe turns the review process into a fun and dynamic aspect of the employee experience. With data-driven features such as goal setting, continuous feedback, and performance tracking, it simplifies, streamlines, and enhances the entire performance review process, making it fair, efficient, and engaging for both managers and employees.

By utilizing performance review software, you can maximize the benefits of performance management, foster employee development, and cultivate a positive work culture.

Elevate growth, engagement, and success with Officevibe

Mastering the art of employee performance reviews is essential for managers looking to drive growth, engagement, and success within their teams. By following the key steps outlined in this guide, you can conduct effective performance reviews that inspire improvement, empower employees, and contribute to overall organizational success.

Remember, performance reviews should be a collaborative and continuous process that prioritizes growth, feedback, and open communication. Embrace the opportunity to support your employees' development and create a culture of excellence!

MONTRÉAL — Nov. 25, 2024 — Workleap, a leading Canadian software company behind products that empower 20,000 companies in more than 100 countries to build better employee experiences, announces its fall platform release introducing new solutions and integrated features into an all-in-one simple-to-use platform. This release marks a new milestone in Workleap’s ongoing commitment to transform the employee experience by empowering HR leaders to drive organizational performance and achieve business goals.

Workleap’s comprehensive platform helps HR lead organizations to thrive in the modern setting of hybrid, remote, and distributed work environments. The consolidated solution for understanding employee engagement, driving performance, and developing employees is the best add-on to your existing HRIS and HR technology, allowing companies to add simple experiences across the employee lifecycle. Bringing these functions together in one platform, Workleap enables HR professionals to create a more responsive, agile and employee-centric work environment.

What's New

  • Workleap Performance streamlines performance management reviews and enables HR teams to guide managers to provide meaningful feedback, align teams with business goals, and easily track progress—all in one place.
  • Workleap Pingboard, an intuitive org-chart, visualization, and company building solution, will be integrated within the Workleap platform before the end of the year.
  • Integrated tools to help HR: Easily visualize employee engagement data within your org chart, streamline onboarding and learning workflows, accelerate content creation with AI designed for HR, and launch custom surveys across the employee journey.
  • Unmatched value: Game-changing bundled pricing lowers the barrier for HR teams of any size to enhance the employee experience.

Why It Matters

Hybrid work has completely reshaped the role of HR. It’s no longer just about managing employees—it’s about building the right frameworks, fostering authentic connections, and leveraging tools that drive meaningful outcomes,” said Simon De Baene, Co-founder and CEO of Workleap. “At Workleap, our mission is clear: make work simpler. The Workleap platform brings together the tools HR teams and leaders need to focus on what matters most—creating workplaces where people feel supported, connected, and empowered to grow. By continuing to invest in our platform, we’re accelerating innovation with solutions like Workleap Performance—designed to be simple, effective, and built to keep HR and leaders ahead as the future of work evolves.”

To learn more about Workleap’s employee experience platform, visit workleap.com.

About Workleap
Workleap is the best add-on to your HRIS to build better employee experiences. The all-in-one Workleap platform empowers organizations to make work simpler by unifying onboarding, engagement, performance, and development —in one platform.

Workleap is a Montréal, Canada-based company building the operating system for hybrid work—unifying the experience to streamline talent management and scale productivity tools across 20,000 companies in more than 100 countries.

Media Contact
Jaclyn Pullen
PANBlast for Workleap
workleap@panblastpr.com

At Workleap, we believe that strong employee experiences stem from three core HR actions:  

  • Understand how your employees feel to make them feel heard.  
  • Help managers to connect their teams and drive them to perform.  
  • Develop your employees, grow their careers, and help them deliver for your business.  

HR work should be human work, supplemented by the right tools.    

It sounds simple (and appealing, no?), but the reality is, finding a simple software solution to unify and streamline this work is like finding a needle in a haystack.   

Refreshingly simple employee experience software  

According to HR.com's State of Today's HR Tech Stack and Integrations 2024 report, 37% of respondents are juggling five to eleven (or more) paid HR solutions in their tech stacks. Your job is certainly complex — but the last thing you need is to manage endless tools and increase costs.  

Workleap's employee experience platform brings the simplicity you're looking for — one solution to unify and streamline everything you need understand your people, connect teams, drive performance, and develop careers. 

Engagement surveys, anonymous feedback, performance management, new employee onboarding, learning management, and career progression — yes, all of this, in one place! It seamlessly integrates with your existing HRIS, adding a layer of simple (and consistently used) experiences. 

And with such a breezy setup, you finally have the breathing room to collect the right inputs, take time to analyze and reflect, and plan concrete actions.  

Hybrid work has completely reshaped the role of HR. It’s no longer just about managing employees—it’s about building the right frameworks, fostering authentic connections, and leveraging tools that drive meaningful outcomes. At Workleap, our mission is clear: make work simpler. The Workleap platform brings together the tools HR teams and leaders need to focus on what matters most—creating workplaces where people feel supported, connected, and empowered to grow. By continuing to invest in our platform, we’re accelerating innovation with solutions like Workleap Performance—designed to be simple, effective, and built to keep HR and leaders ahead as the future of work evolves. - Simon De Beane, CEO and Founder at Workleap 

A main takeaway from the HR.com report is that employee experience is the top priority that businesses want to address with their tech stack. Over half of respondents don't have any capabilities at all!   

We know you know it's time to boost your employee experience. And here's how you do it.   

Understand your people. Make them feel heard.  

Listening is a basic human skill — but in the HR context, it's taken to a whole new level. 

Continuous employee listening involves:   

  • Providing a safe space for employees to answer questions and provide feedback   
  • Acknowledging and analyzing employee responses  
  • Actioning on employee feedback and communicating changes  

Ensuring your people feel heard is a key element of employee listening. As McKinsey senior partner, Carolyn Dewar, says: “You need to genuinely listen and learn, because the organization will sense if you are asking questions but not interested in the answers.” 

While there are many moving parts, continuous listening should be top priority because it goes hand in hand with one of HR's key metrics, employee engagement. In fact, highly engaged employees are three times more likely to say they feel heard at their workplace (92%) than highly disengaged employees (just 30%).   

Good news is, there are tools out there that help you collect constant feedback, regardless of location or time zone.   

How Workleap helps amplify your listening skills   

In a recent Workleap webinar, we brought in HR experts to break down effective listening. (Here's the link to the guide they created for attendees.)  

During the webinar, we talked about the how: How can HR leaders hear and analyze the perspectives of hundreds (or thousands) of employees? Their answer? Find yourself a really good survey and feedback tool.   

Cue: Workleap Officevibe’s engagement surveys and anonymous feedback.  

Both tools offer a safe space and an easy user experience to increase employee participation rates, which means greater insights for you! More recently, we updated our pulse survey tool to enable flexible listening. Now, you can deactivate or add custom questions to help you measure what matters to your organization. 

My team and I enjoy using Workleap Officevibe because we can instantly view our department's engagement temperature while continuously addressing learning and implementing strategies based on employees' voices. - Sivakumar Muniandy, Head of Singapore Contact Centre Operation, AIA Shared Services 

To close the loop, we recommend sharing updates with your people on what you're hearing and doing to address their needs. Open communication is key!  

Connect teams and drive performance 

Patrick Lencioni, author of The Five Dysfunctions of a Team: A Leadership Fable, captures the power of alignment and connection perfectly when he wrote: 

“If you could get all the people in an organization rowing in the same direction, you could dominate any industry, in any market, against any competition, at any time.” 

When your people are connected, you’re a force to be reckoned with. Without this, the business goes nowhere. People work inefficiently. Decisions are made more slowly. Alignment ensures everyone works in lockstep. And that can make a big difference on revenue. 

What can you do, as an HR leader of a hybrid organization, to connect your teams from the comfort of your home office? Read on.  

How Workleap helps you connect and drive performance 

When you crack the code for driving alignment, you'll discover endless opportunities. There are many ways to get individuals and teams together and moving in the same direction.   

One way is through performance management. Once organizational goals are defined, then all other individual and team goals can feed this North Star.   

The reality is, however, that many HR pros are struggling to find a performance management solution that blend the flexibility needed to adapt to changing needs with the simplicity and user-friendliness that fosters widespread adoption and efficiency. 

With our new Workleap Performance product, you can finally have a flexible and customizable framework to build performance cycles that fit like a glove. You can easily customize questions and evaluation criteria that align with your organizational goals, mission, and values — while still ensuring a consistent and fair process across managers and teams.   

Another way to align people — that's especially valuable for hybrid or remote workforces and incredibly easy to implement — is by helping people connect with the right collaborators across their company. A tool as simple as a dynamic org chart and employee directory can foster faster relationships by showing who you need to speak with to progress your work.   

With Workleap Pingboard you can instantly improve alignment by fostering connections between employees, streamlining resource planning, and improving internal communications.   

Foster continuous learning and development  

Employees care about learning, development, and growth opportunities. This isn't new news.   

We've seen the data, too. When an organization provides these opportunities, great talent flocks and they stick around. According to the LinkedIn Workplace Learning Report 2024, organizations with strong learning cultures have a +57% retention rate and +23% internal mobility rate.   

Talent development starts from day one and it can be tackled with a strong onboarding process. Fresh training and courses will keep people engaged and growing.   

But we know the behind-the-scenes work of an L&D program — planning, managing, and tracking — can be time-consuming, hard to scale, and frustrating to maintain.   

How Workleap helps you develop talent at scale  

The secret to scaling your learning, development, and growth programs is leveraging AI, tried-and-tested templates, and other tools that remove the heavy lifting, so you can focus on the big picture: building a culture of continuous learning.   

Workleap Onboarding, Workleap LMS, and Workleap Skills all offer templates, automation, and AI to streamline manual admin processes and reduce busywork.  

Need to create new safety training? Hop into Workleap LMS and leverage AI to create a course outline in minutes with a few simple prompts. Want to integrate this course into your new hire's onboarding plan that you just built in Workleap Onboarding? Easy peasy! 

Unifying these product experiences isn’t just great for you — it also helps new hires transition smoothly from onboarding to role-specific training.  

When onboarding, training, and career plans are easier to create and manage, you'll see higher engagement — from your HR team, managers, SMEs, and employees. 

All you need to build impactful employee experiences 

With Workleap's unified platform, you have all you need to tackle the key areas of the employee experience:  

  • Understand how your employees feel to make them feel heard with Workleap Officevibe 
  • Help managers connect their teams and drive them to perform with Workleap Pingboard and Workleap Performance.  
  • Develop employees, grow their careers, and help them deliver for your business with Workleap LMS, Workleap Onboarding, and Workleap Skills 

Let's get back to the work we love to do, simply.