That time of year: conducting employee evaluations without dread

All processes benefit from improvement, and most employee evaluations are no exception. By knowing the purpose of evaluations, how to properly prepare for them, what pitfalls to avoid, good methods for conducting the review, and how to follow up with employees, this can be a true learning experience for the employees who receive them and the managers and supervisors who write and conduct them. The purpose of doing a performance appraisal each year is to measure the employee's performance against standards set by your organization and to give meaningful feedback to that employee. Preparing well for the evaluation is key to a successful outcome. While reviewing the employee's file, the reviewer should ask him/herself what the employee did well, what compliments can be given, what areas need to be improved, what activities have reflected well or poorly on their performance, if the employee successfully reached last year's goals (for a new employee, these will not be available), and what the reviewer would like to see the employee accomplish this year. Each employee needs to feel that the time spent discussing their annual review is focused on them. Make an appointment with each employee, forward your phone to voice mail, and set the tone that "we are in this together" by sitting next to the employee, not across a desk, which can be perceived as a power play ("I am more important than you because I am behind this desk"). At the end of the time, give the employee a copy of the evaluation so they have a guide and reminder for achieving the new goals and objectives. The goals determined for the employee should have measurable outcomes set against the organization's standards. Do not remove responsibility for this process from the employee. Listen to his or her thoughts, ideas and feelings. Provide support by writing the action plan together. The employee's success is in his or her hands, and each employee should have a system set up that allows for self-monitoring of progress.