Why Your Company Should Have Quarterly Performance Reviews
Performance reviews can be an integral part of a high-performing, engaged culture, but unless implemented consistently each quarter and properly managed, they can do more harm than good. The key is to make them a part of an ongoing, larger effort to support and develop employees. In this blog post, we will explore the importance of quarterly performance reviews, best practices to follow, common review questions, and much more.
The Importance of Performance Reviews
Performance reviews provide a structured way to evaluate an employee's strengths, weaknesses, and contributions. They help align individual goals to business objectives and create a roadmap for employees, enhancing productivity. Feedback helps employees understand expectations and areas for improvement, fostering growth.
Additionally, reviews encourage open communication between employees and managers. These discussions address concerns, acknowledge achievements, and strengthen relationships. Regular feedback builds trust, morale, and engagement, boosting job satisfaction.
Performance Reviews - Best Practices
To make performance reviews effective and meaningful, organizations should follow some best practices. Here are a few:
1. Separate Performance Reviews from Compensation
While many organizations tie compensation to the performance review process, we believe in keeping these separate. Performance reviews that are tied to compensation create a “blame-oriented” culture and tend to demotivate rather than motivate. Detaching compensation from evaluations can also ease the anxiety employees and managers may have about performance reviews and keep the conversation focused on employee growth and development.
2. Hold Performance Reviews Quarterly
Rather than conducting annual reviews, consider implementing quarterly performance reviews. This approach allows for more frequent check-ins, enabling timely feedback and course correction. Quarterly reviews also foster a continuous improvement mindset that encourages ongoing professional development.
Not every quarterly performance review has to be formal. You may want to have one formal review annually and more casual discussions once a quarter. These talks are an excellent time to connect with your employees on core values and shared goals. One of our favorite versions of performance management is the EOS Quarterly Conversation methodology. We have also created our own Performance Review Template that you can duplicate and customize. Get the template here.
3. Make Performance Reviews Quick
The quarterly performance review process should be contained to 30 days. Keeping the entirety of the process within a single month fosters feelings of efficiency and utility within the team. In-between these formal performance reviews, managers and team members can also have more frequent “check-ins” to address quick feedback and ideas.
4. Avoid Bias in Performance Reviews
To ensure fairness and objectivity, it's crucial to avoid bias in performance reviews. Train managers and evaluators to recognize and mitigate unconscious biases that may influence their assessments. Establish clear evaluation criteria and provide specific examples to support ratings. Encourage multiple perspectives by involving different stakeholders in the review process.
Unfortunately, avoiding bias is easier said than done. A survey from Harvard Business Review found that only 10% of training programs gave attendees strategies for reducing bias. Effective strategies include calling out stereotyped views, gathering more individualized information about people, reflecting on counter-stereotypical examples, adopting the perspectives of others, and increasing interactions with different kinds of people.
Free Employee Performance Review Template
If you don’t know where to start with quarterly performance reviews, download our free employee performance review template. This tool will help you uncover employee strengths, align them with opportunities for growth, and set measurable goals and objectives. Download our performance review template today.
Performance Reviews at Different Levels
Performance reviews may differ based on an employee's role within the organization. Let's explore how they vary for different levels:
Leadership Performance Review
For leaders, performance reviews often focus on strategic vision, decision-making, and the ability to inspire and lead teams. Assessments may include evaluating their impact on organizational culture, goal achievement, and leadership development efforts.
Manager Performance Review
For managers, reviews typically assess their ability to effectively manage teams, delegate tasks, and provide guidance and support to their direct reports. Evaluations may also consider their communication skills, coaching abilities, and their role in developing the talent within their team.
Individual Contributor Performance Review
Individual contributor reviews concentrate on an employee's ability to meet performance targets, contribute to projects, and demonstrate technical proficiency. Assessments often evaluate their collaboration skills, problem-solving abilities, and overall contributions to the organization.
Peer Performance Review
Peer reviews offer a valuable perspective by allowing colleagues to provide feedback on an individual's performance. Peer evaluations can offer insights into collaboration, teamwork, and interpersonal skills, enhancing the overall review process.
Self-Performance Review
You may also want to ask your employees to conduct their own self-appraisal. Self-assessments give voice to employee aspirations and concerns. They also give managers a chance to see where employees may be undervaluing their contributions or need to improve.
Performance Review Questions
When asking questions for performance reviews, use thoughtful and relevant questions to spark a meaningful conversation. Here are some examples:
What are your key accomplishments since the last review period?
What challenges did you face, and how did you overcome them?
What are your career goals, and how can we support your professional development?
Are there any areas where you feel you need additional training or support?
How can we enhance your work environment to improve your productivity?
How to Handle a Bad Performance Review
Receiving a negative performance review can be disheartening, but it's essential to approach it constructively. Here's what you can do:
Remain calm and avoid becoming defensive.
Seek clarification and ask for specific examples to better understand the feedback.
Reflect on the feedback and identify areas for improvement.
Develop an action plan with measurable goals and timelines to address the identified areas.
Seek support and guidance from your manager or HR to facilitate your development.
Same Page HR helps small business owners and operators who need HR support with tasks like performance reviews. A fractional HR Generalist becomes your employee-facing HR pro and manages your HRIS, onboarding, payroll, compliance, and more. Learn more about our services, or book a call below.
