Giving the review
Step1
Devote the time required to write out each review in full. Oral reviews aren't worth the paper they aren't written on.
Step2
Begin by reviewing the employee's job description, then list accomplishments and evaluations. Support your statements-- both pro and con--with specific examples. Always survey the employee's subordinates and peers for additional input.
Step3
Remember that the goal is not just to reveal salary and bonus decisions. The review's most important purpose is to improve the employee's performance by encouraging him to build on his strengths and work on his weaknesses.
Step4
Give specific examples of the employee's positive impact (on a project, account or team; turning a difficult situation into a positive outcome; making a great sale). Acknowledge excellence and express appreciation for supreme efforts and accomplishments.
Step5
Suggest specific areas for improvement, but don't overload the number of messages. Target a few key points and make actionable suggestions. If there is a significant gap between performance and expectations, write up a list of specific actions the employee needs to take and have him or her sign it. See 213 Fire an Employee.
Step6
Give the review to the employee shortly before the meeting so he can read it in private and absorb its major points before discussions begin. Never, however, give it out more than half a day before the face-to-face session.
Step7
Take time to discuss any plans for the employee to take on a new role or project, and also what specific performance goals need to be met. Listen to any plans he or she might have for additional work or new projects.
Step8
Have the employee sign the review. This is simply a record that he or she has seen the document, not necessarily that he or she agrees with it in full.
Receiving the review
Step1
Be well prepared. It's your job to present your case regarding your accomplishments and merit, and to collect data to support it long before the actual review date. Keep a brief journal of projects you've completed and their value to the organization.
Step2
Take a detailed list of accomplishments to the review. This should include quantifiable data such as specific benchmarks achieved that met or exceeded your job description, deadlines made and new ideas implemented. Include e-mail messages, notes or memos from others as backup.
Step3
Use the review session to ask for compensations besides an increased salary. This can be a good time to request a more flexible schedule, more administrative support or a better benefits package.
Step4
Practice your pitch with a trusted co-worker before you go into the review to build your confidence and clarify your message.
