Becoming a Better Boss Secret 18: Appraising Performance

Many managers admit that writing performance appraisals is dreadful. Why is this a difficult task? Well, you are being asked to judge another person. Not only will you write down what you think of the person’s performance, you’ll have to justify your thoughts and show this document to that person!

Here’s how it often works. You realize it is time for the performance appraisal. You scramble to put together information to cover the period of time included in the appraisal. It is not easy to pull together information for a whole block of time. Too often, the appraisal is written purely from memory and the form is filled out merely to complete a requirement.

To ensure no more disagreements with employees about their performance, a factual evaluation, and no surprises, try thinking of performance appraisal as a three-phase process.

PHASE 1: Planning

This is the beginning. Organize, prepare, and update required forms. Define methods for collecting data, meeting regularly with the employee, and expectations for employee reporting. Meet with the employee and review the job description, the evaluation form, and your expectations.

PHASE 2: Management

This is the longest period and includes all the time in between planning and actual evaluation. During this time, you are collecting data and documenting performance successes and challenges. You will need to meet one-on-one during this phase to review progress, celebrate success, and chart corrections when needed.

PHASE 3: Evaluation

Now you will use all the data collected including documentation of performance, notes compiled during employee meetings, and work products. A great practice is to invite your employee to give input – what do they believe went well during the evaluation period and what challenges did they face? Write the evaluation being specific and using fact, not opinion. Meet with the employee uninterrupted to discuss performance and begin discussion of objectives and expectations for the next cycle. Put the paperwork in order – submit – and go back to Phase 1!

EIGHT TOP TIPS
1. Appraisals are important, treat them with importance.
2. Prepare at the start of the cycle. Organize, define methods and expectations, and communicate with your employee.
3. Manage the process throughout by collecting data, documenting, and communicating.
4. Perform periodic checks to make sure goals and expectations are still applicable.
5. At evaluation time, write in plain language, set specific goals, and include your employee.
6. Use specific statements and examples to back up your ratings.
7. Involve your employees throughout the process.
8. Never underestimate the value of this process, and your role.

For more information and 24 more secrets, check out Becoming a Better Boss – Your Guidebook to 25 Fundamental Management Responsibilities is now available at Amazon.com!