How to Handle Performance Reviews Diplomatically
Performance reviews can be a challenging time not only for employees, but for the managers delivering them as well. When you have to deliver a negative performance review, deliver it in a diplomatic manner. This means keeping the conversation professional and focused on the performance of the employee. Even if you have a personal issue with the employee, do not let that influence the review. It must stay on the subject of the employee’s work performance.
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Things You'll Need
- Conference room or office to conduct performance review
- Written performance review
Instructions
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1
Explain the criteria on which the employee's review was based. This should not only include the categories in which the employee was reviewed, but also an explanation about what each score means. Saying an employee received "four out of five points" may mean very little unless you explain what the criteria was to receive that score.
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2
Be specific when explaining the scores. Do not speak of vague or broad terms. If you indicate an employee is unreliable, provide specific examples. An example could be that the employee reported late for work 13 percent of the workdays during the year.
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Relate the categories that the employee is being evaluated in to the goals of the company. As an example, from Step Two, explain how the employee's tardiness effected the completion of a project. Provide specific examples of how other employees were delayed in completing their portion of the project as a result of that employee's tardiness.
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Avoid putting the employee on the defensive. Do not make the review about the employee, but about his performance instead. Avoid using “you” in the performance review. Instead refer to the task.
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Ask questions of the employee. Ask her if she felt she did the best job she could in the categories she is being reviewed in. If not, ask her how she feels she could have performed at a higher level. Ask her if there are things you could have done or resources you could have provided to help her perform in the task more effectively.
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Create a plan for improving before the next review. Involve the employee in creating an action plan for how to improve in categories he struggled in. Work together to develop a plan for additional training or education that can help improve her performance.
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Monitor the improvement of the employee throughout the year. Agree to meet with the employee on a regular basis and review areas of both success and ones that need improvement. Monitor the employee’s weaknesses while ensuring her strengths remain strong.
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Tips & Warnings
Encourage the employee to put any comments down in writing in response to his review. Emphasize that this is the opportunity for him to provide feedback.
If you are uncomfortable giving the review on your own due to fear of the reaction from the employee, have someone else attend. Ask your human resources department for someone to attend. If this is not possible, ask a manager from a different department to sit in on the review with you as a witness.
References
Resources
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