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Tips: Performance Review

Using the Performance Rating Scale

When using the rating scale (example below) the distribution curve shows in an organisation where you would likely to see most of the organisations performance ratings.  The midpoint in this example is between 2 and 3.  When rating team members the 1 is showing minimal poor performers and 4 showing minimal top performers.  In ideal performance management processes the way managers should manage team members is to shift the distribution curve to the right – poor performers are pushed to become better performers and top performers are stretched and challenged to become even better.

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             1                                      2                                    3                                     4

An example using a 4 point scale

Exceeds expectations

(4)

The team member consistently performs at a level often above and beyond the skills indicated for the target level of their role.

Meets Expectations

(3)

The team member consistently performs the skills needed for the target level of their role.

Below Expectations

(2)

The team member sometimes demonstrates the skills needed for the target level of their role. Further development or improvement is required.

Development Need

(1)

The team member is not demonstrates the skills needed for the target level of their role. Further development or improvement is required./p>

 

Writing Performance Review Comments

DO

DO NOT

Use short, familiar words

Use long and complex sentences

Use specific examples

Include your opinions

Be precise (use exact words and numbers)

Use ambiguous words

Use the second person singular (“You are…” rather than “He is…”)

Make assumptions or conclusions drawn from speculation

State facts and observed behaviors

Use technical jargon that might be unfamiliar to the team member

 

Suggested Language for Positive Attributes

Active

Adaptable

Ambitious

Artistic

Adventurous

Alert

Appreciative

Assertive

Calm

Capable

Clear Thinking

Competent

Confident

Conscientious

Consistent

Cooperative

Creative

Determined

Discrete

Effective

Energetic

Efficient

Enthusiastic

Flexible

Focused

Friendly

Helpful

Honest

Imaginative

Independent

Insightful

Intelligent

Logical

Loyal

Mature

Methodical

Motivating

Optimistic

Organised

Original

Patient

Practical

Precise

Realistic

Responsible

Reliable

Steady

Tactful

Thorough

Understanding

Resourceful

Outgoing

 

Suggested Language for Developmental Attributes

Ambiguous

Apprehensive

Argumentative

Authoritative

Belligerent

Blunt

Biased

Careless

Critical

Cynical

Defiant

Dependent

Disorderly

Disorganised

Distracted

Domineering

Emotional

Fearful

Frustrated

Hasty

Hostile

Indecisive

Inefficient

Inflexible

Inconsistent

Incompetent

Negative

Intimidating

Negligent

Pessimistic

Preoccupied

Short sighted

Submissive

Uncommunicative

Unreliable

Vague

 

Writing Your Self Performance Review

When writing review comments it may help to think about your accomplishments to enable you to provide proactive, meaningful input to your manager about the results achieved during the performance review period

•        Review the objectives that you and your manager agreed upon for the review period. Highlight the most significant accomplishments and achievements and prepare a list for the entire performance year.

•        Make the connection between what was achieved and done and why this matters to the results of the Company.  Think of why the Company is better off because of this achievement or contribution remembering to be able to describe the tangible benefits. 

•        Think about your 2-3 strongest skills and how you applied them in achieving the objectives. Describe the overall results and impact that these had on the department/Company.

•        Think about 2-3 skills that are a development area for you in the next performance year.  This will help when drafting the development plan to focus on your next move to the next level in your role/career.

•        Collect data that relates to your performance over the entire performance period.

Receiving Feedback during a Performance Review

During the performance review the manager will at times provide feedback on the team member’s performance.  How you receive and react to the feedback is important.  Although you would expect most feedback to be motivational typically leaving a team member with a positive experience there are sometimes occasions when a team member will receive feedback that they disagree with and sometimes this may turn into a debate especially if it is related to non performance. 

It is important to benefit from managers feedback, below are some tips when receiving feedback.

When receiving feedback, try to:

•        Actively look and listen for useful information which may help you improve your performance.

•        Remain objective and calm.

•        Accept the fact that some feedback can be uncomfortable.  Be willing to admit that you made a mistake.

•        Accept the giver’s point of view (whether or not you agree with it).

•        Pause and reflect before responding.  Make sure you hear the entire message before reacting

•        Don’t seek to justify or become defensive. - maintain an open mind and be willing to consider change.

•        Summarise to test your understanding and look for ways to make improvements with your manager

•        Remain open to suggestions.

•        Thank your manager for giving you their feedback to you