How to Fill Out an Employee Personal Performance Review
As a supervisor, you are responsible for conducting employee performance reviews; in most cases, these reviews occur at least once a year. The review process begins when you complete a written employee appraisal. This form contains details of the employee's past work record, as well as a summary of your expectations for his future job performance. You must keep a record of this document on file so you can refer back to it to track your employee's progress when you conduct the next review. Therefore, you must ensure that you complete the form accurately and do not omit any pertinent information.
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Instructions
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Complete the first section of the review form, which contains basic information such as the employee's full legal name, job title and Social Security number. If other people have access to personnel files, you should only list the last four digits of the employee's Social Security number to prevent it from falling into the wrong hands. Check payroll records to ensure that you enter the employee's details correctly, so as to avoid any confusion.
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List the employee's basic job description in the first section of the report. Include a list of specific duties and special tasks the employee has to perform on a regular basis, as well as tasks performed on an infrequent basis. In the next section, you have to rate your employee's performance, so if you intend to rate his performance in a particular area, then you must include it in the list of job responsibilities.
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Develop a simple grading system that includes four or five tiers of performance ratings. Review any specific data that relates to the job performance of your employees, such as sales results, and apply your scoring system to the results, so employees who had results above a specific level receive the highest rating. Determine the cutoff point for each level of the performance rating, and use the data and scale to calculate the ratings for each employee.
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Complete the performance rating section of the employee's performance review by awarding grades based upon your rating system. Some skills, such as customer service skills or the ability to work in a team, are difficult to quantify, so you should briefly describe how your employee performed in these areas, rather than trying to grade these skills.
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Set specific performance goals for your employee in the "Goals and Objectives" section of the report. After reviewing the employee's past job performance, you should identify the employee's areas of weakness. Acknowledge the employee's strengths, but clearly explain the actions the employee must take to improve his job performance. Try to set specific goals for the employee to reach.
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Tips & Warnings
You must review the completed appraisal with your employee. If possible, conduct the review in the presence of a neutral third party, such as a human resources representative. If you conduct reviews alone, some employees may feel that you unfairly favor certain employees and give unnecessarily harsh reviews to others. Including a third party in the review process shows that you are attempting to treat your employees equally.
You violate federal and state employment laws if you discriminate against an employee on the basis of race or religion. You cannot give an employee a bad performance review unless you can justify that review based on the employee's overall job performance. Use job-related documentation to support the review, such as sales figures, attendance reports and any other tangible data that justifies a poor review.
