6 Steps to Improve Performance Evaluations in 2011

Performance evaluations, appraisals, reviews, whatever you call them people have strong opinions about the process. Whether you love them, hate them or fall somewhere in between they are a policy requirement for many organizations. The process can be viewed with trepidation and about as much enthusiasm as a nasty medical procedure or facilitated with forethought and preparation.

Here are six steps for both fans and foes to improve evaluations in 2011.

1. Know the Program

Review any policy that describes the appraisal process, time line, approvals and how results are used. If something is not consistent with practice ask about it. When there is no written policy follow up to identify the expectations. Ask for due dates, formats and flow.

2. Understand the Rating Scale

What does an outstanding rating mean? Is a 3 on a 1 to 5 scale a good rating or merely mediocre? Look for definitions of rating scales and ask questions to make certain you are applying them correctly. Be wary of the philosophy that no one can achieve the top grades. Why have a system that rates from unacceptable to excellent if no employee can be excellent?

3. Do Your Homework

Check all available records and results for documentation, both positive and negative, to back up ratings and comments. Looking at last year’s evaluation is a good place to start, particularly if you were not the manager at the time. If previous evaluations seemed inflated, or overly harsh, pull the team together and explain your philosophy and the tools you will use for the process.

4. Think About the Outcome

What are you trying to accomplish with the performance evaluation conversation? Do you want to motivate the employee to pump up performance, prepare them for a promotion or help them continue to excel? Think about the broader picture and not simply the document on the desk. This is also the time to be ready for possible reactions to good news and reminders of less than stellar results.

5. Make it a Conversation

"Here is your evaluation, sign it," is not an appraisal discussion. (Although I have heard this.) This is your opportunity to sit down with staff and devote time to talking about their performance. Use it wisely and make certain that it is a conversation that helps to build a relationship of trust.

6. Start Planning for 2012

Don’t wait until the 2012 procedure is issued to plan for the next evaluation. Talk to employees throughout the year about performance results, keep notes of your conversations and document the good and the bad. Starting now will make the process easier in the future.

If you need some extra help and hints it’s not too late to sign up for today’s web conference, How to Conduct Motivating and Legally Sound Performance Appraisals. Take the time to prepare and you will improve the experience and results.

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