Performance reviews. Two words that many human resources professionals dread to hear or think about. Performance reviews are an activity that both managers and employees do not particularly enjoy but as human resources professionals we know the critical role candid and timely reviews play in employment decisions - decisions affecting everything from promotions to coaching to disciplinary actions, and sometimes even in determining compensation.
So, the question becomes, how can we make this a more positive experience for all involved? This is a multi-facetted process that actually involves a few steps prior to the performance review. And, if these steps are taken, will make the process so much smoother.
THE PRE-WORK
One of the first things HR professionals can do to make this process easier is to make sure accurate, current job descriptions are in place and distributed to employees. Performance reviews need to be based on the essential functions and qualifications required for each particular position. This will help in validating the accuracy of the review to both the employee and any outside parties if your process is ever questioned. Job descriptions do not need to be elaborate or difficult. They do need to tell the employee what tasks are expected of them and to provide enough detail to identify what it takes to be considered successful in the role. Letting managers and employees take the lead in the development of job descriptions will help to ensure their accuracy.
Once the job descriptions are in place, performance standards, or success factors, can be established for the position. These need to be quantifiable and clearly communicated to the employee.
THE REVIEW
Now that the job has been defined and the success factors identified, a review can be conducted. Performance reviews should be done at least annually and sometimes more frequent reviews are appropriate. A goal of performance reviews is to help the individual succeed and therefore, the organization succeed. By communicating this information clearly, the employee knows what is expected, how their performance is to be measured and how they can adapt their behaviors to meet those factors. Setting these clear expectations will help the employee perform day to day. Employees should be allowed to respond to the review both verbally and in writing and both the manager and the employee should sign the document after the review discussion is complete.
Here are a few more steps you can take to make the process easier for everyone….
Provide clear, written instructions to managers explaining the importance of reviews, the timelines and the steps that are necessary in your process. This information should be communicated in a timely manner and managers need to understand that they are a key element of the procedure.
Get the employees involved. While managers do play a critical role, involving employees in the process (developing job descriptions, job standards and even in writing their own review), will take away some of the stress and time burdens put on the managers and the employees will feel a part of the process when they are asked for their input.
Provide training to managers on how to conduct the review. Reviews are not always positive and some of the stress associated with them will be dissipated if a manager has the opportunity to work through possible scenarios before the actual review.
Help the managers stay on track. HR should monitor the process by ensuring managers are completing the steps on time and therefore avoid becoming overwhelmed when everything is due.
Coach managers on the fact that it is easier to conduct these annual reviews if they try to integrate performance reviews, both good and bad, throughout the year. Instruct managers to make note of their employees' accomplishments and challenges as they occur and use those notes in conjunction with the job descriptions and success criteria to simplify the year-end review.
Performance reviews can be daunting but do not need to be impossible. By investing a little time on the front end you will be greatly surprised at the benefits you will experience in the long run.
If you are struggling with getting your job descriptions written or your review process in place, give us a call. We have several tools that can be used to make this an easier process for everyone!
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