April 13, 2023 | By David M. Wagner

Whether performance reviews are right around the corner or a long way ahead, there are steps you can take now to ensure staff evaluations go smoothly.

Here are ten characteristics of successful performance reviews, stated from the perspective of staff – and what you can do, as a leader, to make them true for your team.

Before the Evaluation: Clear Expectations

• Staff know what to expect from the process. Imagine walking into your first review being told you that you rated a “3.” Is that good? Bad? Tell staff well in advance how the process works.

• Staff know what is expected of them. After each review, set clear, measurable goals with each team member as the basis for their next evaluation.

During the Evaluation: No Surprises

• Staff are not surprised by the feedback they get. Share feedback often, not just during evaluations. Good performance reviews summarize feedback that staff have already received during routine check-ins, as well as their progress in making any needed adjustments.

• Staff understand the basis of the evaluation. Provide clear, objective evidence of how well team members satisfied their goals.

• Staff understand the impact of their performance. This is key to making performance reviews meaningful for staff. Demonstrate how their behaviors and results have impacted the organization’s mission, for better or worse.

• Staff are clear about where they stand. Don’t send mixed messages by offering constructive criticism to top-performers or by identifying needed improvements in a feedback sandwich. Make your feedback direct and consistent.

• Staff have an opportunity to provide feedback, both on their evaluation (don’t assume you have the full picture without their side of the story!) and for you as a leader. This helps cultivate a culture of feedback. Prime staff for input by letting them know in advance what questions you’ll ask them.

After the Evaluation: Follow-Through

• Staff are clear about any follow-up expected of them. Evaluations are not “final” conversations. What’s next? Are corrections needed? Should top-performers be looking for advancement opportunities? Get clear with staff about what they should do next with your feedback.

• Staff get the support they need to accomplish goals. Leaders bear some of the burden for helping staff with their “what’s next” – whether that’s providing coaching, training, new opportunities, or something else.

• Staff observe leaders following through on feedback to them. If you do ask for feedback from staff (and I strongly encourage you to!), be sure to follow through as well. If you heard criticism, acknowledge what you heard, commit to appropriate changes, and ask to be held accountable.

Note that one characteristic that is not on this list is that staff are happy with their evaluations. Not everyone will be. But if you tackle the tips above, it is unlikely that anyone will have just cause to dispute their review. And if your performance reviews could use some improvement, schedule a call to talk about a tune-up!