PERFORMANCE REVIEW GUIDE
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THE PERFORMANCE REVIEW GUIDE
TABLE OF CONTENTS
Introduction to the Performance Review
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Performance Review Checklist
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The Performance Review Form
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The Performance Review Cycle
Section 1: Performance Goals & Definitions Review
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Section 2: Overall Contribution & Engagement Questions
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Section 3: Potential Career Paths Questions
Section 4: Developmental Objectives Questions
Section 5: General Comments & Results Questions
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THE PERFORMANCE REVIEW GUIDE
INTRODUCTION TO THE PERFORMANCE REVIEW
The performance review is an opportunity to review, summarize and highlight an employee’s
performance over the course of the review period.
Managers should review their performance management notes and documentation generated
throughout the year in order to more effectively assess the employee’s performance. Only issues
that have already been discussed with the employee should be part of the assessment
documentation and meeting. This will ensure that managers deal with performance problems when
they arise and that there are no surprises during the performance assessment meeting.
WHY REVIEW?
Feedback is essential to performance. The performance review is a great opportunity to discuss
successes over the past year, and help employees correct mistakes. A performance review should
formalize conversations that the supervisor and employee have had throughout the year and should
not be a surprise to the employee.
It should be designed to help you accurately evaluate an employee’s performance and set written
goals for the upcoming year. When used properly, the performance review can be a great
communication tool.
To maximize effectiveness, take the time to prepare for the review meeting with the employee.
Accurately fill out the review: acknowledge employees who consistently exceed your expectations,
and inform employees when they need to do better.
THE RATINGS
Be honest in your evaluations: an employee can only meet expectations that are communicated to
him or her.
Rating Scale:
Exceeds
Exceeds Expectations
Fully
Fully meets expectations
Average
Somewhat meets expectations buts needs improvement
Below
Below expectations
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THE PERFORMANCE REVIEW GUIDE
In the performance assessment meeting, employees and managers should:
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Summarize the work accomplished during the previous year relative to the goals that
were set at the beginning of the performance period. This includes capturing the key
results, accomplishments and shortfalls for each of the objectives
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Document challenges encountered during the year and identify areas for training and/or
development
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Identify and discuss any unforeseen barriers to the achievement of the objectives
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Discuss any areas the employee would like to grow or skills the employee would like to
develop
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The employee and the supervisor should sign off on the form. This acknowledges
involvement in the process, but not necessarily agreement by employee with the content
of the evaluation. If an employee disagrees with any part of the performance assessment,
provide them with the opportunity to attach their comments and file with their
performance assessment form
Managers must ensure that the employee receives a copy of the assessment form and the signed
document is put in the employee's file.
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THE PERFORMANCE REVIEW GUIDE
PERFORMANCE REVIEW CHECKLIST
PRE-MEETING:
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Schedule the meeting with the employee and provide them with the details regarding the
performance review process. Give the employee at least a week or two’s notice.
Provide the employee with a copy of the form that you will be using to give them an idea of what
will be discussed at the meeting and ask them to come prepared to discuss.
Set aside sufficient time to meet with them privately.
Gather information for the meeting and prepare for the review – examples, notes, job
description, any previous reviews or documentation.
Take performance from throughout the year – not just most recent
Note: Add your notes on their performance on the form, but go into the meeting with an open mind
to change or add things brought up by the employee. For example: don’t have a formal review form
completed and ready for them to sign during that meeting.
THE MEETING:
Go over the review form sections - get input from employees on how they felt their performance was
and where they think they need to improve. Tie feedback into what the expectations were – if that
was established.
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Start and end on a positive note.
Use objective language that separates the employee actions from their self image.
Use specific, factual examples of behaviour.
Try to ask questions and avoid placing blame.
Give employees a chance to reflect and respond to your comments.
Encourage the employee to suggest ways they can improve.
Provide a balanced review - focus on what the employee did well as well as areas they need to
improve on.
When commenting on work habits, it is important to focus on observable behaviour that impacts
the job versus personal comments. (stay away from what you don’t “like” or comments on their
“attitude” – subjective)
Structure negatives as constructive criticism or opportunities for learning and growth
Ask for feedback on how you could do a better job as their manager or how you can assist them
reach their goals.
MEETING CLOSE:
Review next steps in terms of the process and timing:
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You will document the review – combining both of your comments
You will give it back to them to comment and sign.
If salary adjustment recommended, that will be communicated back to them
Salary increases (if applicable) will be retroactively paid.
Tell them that a new form will be introduced and which will involve setting expectations at the
beginning of the year – you will tell them more about that later.
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THE PERFORMANCE REVIEW GUIDE
[INSERT ORGANIZATION NAME] PERFORMANCE REVIEW FORM:
6 MONTH REVIEW
Employee Name
Employee Title:
Supervisor’s Name:
Supervisor’s Title:
Date of 6 Month Review:
THE PERFORMANCE REVIEW CYCLE
Purpose of the Performance Review & Supervisor/Employee Roles: The purpose of the 6 month performance
review is to celebrate what the employee has achieved over the last period, to identify new responsibilities, goals
and career paths, to articulate their unique contributions, and ultimately, to develop their skills and grow.
The review consists of 5 sections that support the objectives outlined below. Most sections are filled out
separately by both employee and supervisor. Section 2 is filled out solely by the employee but considered by the
supervisor. Section 5 is filled out solely by the supervisor – as outlined below. In all sections, adjustments,
additions and new insights are to be recorded by the supervisor during the co-active Performance Review
discussion.
SECTION
1) REVIEW
PERFORMANCE GOALS
2) OVERALL
CONTRIBUTION AND
ENGAGEMENT
3) POTENTIAL CAREER
PATHS
4) DEVELOPMENTAL
OBJECTIVES
5)GENERAL COMMENTS &
RESULTS
OBJECTIVES
To acknowledge employee accomplishments given
the goals agreed to, to record any changes to
those major goals over the period, and to identify
any performance shortfalls.
To gain insight into the employee’s overall
contribution and engagement level with the
organization.
EMPLOYEE/SUPERVISOR ROLE
Goals to be filled out by the
supervisor. Ratings and
comments filled out by both
employee and supervisor.
Filled out by employee only,
but considered by the
supervisor.
To open dialogue and discuss opportunities about
potential career paths at [INSERT ORGANIZATION].
Filled out by both employee
and supervisor.
To identify employee and supervisor
developmental objectives to support upcoming
goals and career paths, and to address any
performance shortcomings.
For the supervisor to record any comments not
covered in the above sections, and to outline any
promotions.
Filled out by both employee
and supervisor.
Filled out by supervisor only.
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THE PERFORMANCE REVIEW GUIDE
SECTION 1: PERFORMANCE GOALS DEFINITION & REVIEW
This section comments on how the employee performed against the list of major performance objectives taken
from the job description.
It should also be revised to reflect any significant changes to this list. It could also include a note about if and how
the job has changed in responsibility or expected activities. To fill out the Area of Responsibility and Major Goals
portion, simply take the employee’s job description, copy the job duties from the description and paste them in to
the area of responsibility and major goals section. Add any additional responsibilities not stated in the job
description.
Rating Scale:
Exceeds
Exceeds Expectations
Fully
Fully meets expectations
Average
Somewhat meets expectations buts needs improvement
Below
Below expectations
Area of
Major Goals
6 Month Review Rating
Responsibility
Project Coordination
Employee
Supervisor
& Administration
Comments/Examples:
Employee:
Supervisor:
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THE PERFORMANCE REVIEW GUIDE
E
S
E
S
Employer
Communications
Comments/Examples:
Employee:
Supervisor:
Marketing Activities
Comments/Examples:
Employee:
Supervisor:
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THE PERFORMANCE REVIEW GUIDE
SECTION 2: OVERALL CONTRIBUTION & ENGAGEMENT
The purpose of this section is to encourage the employee to think more broadly and creatively about
their contributions and level of engagement at [INSERT ORGANIZATION].
1. What special attributes and talents do I bring to [INSERT ORGANIZATION]?
2. What is great about working at [INSERT ORGANIZATION]?
3. What are the challenges to working at [INSERT ORGANIZATION]?
4. What has been my greatest learning this period?
5. What do I feel most proud of this period?
6. What do I feel least proud of this period?
7. What areas do I plan to improve in and how?
8. How can {INSERT ORGANIZATION] help to increase my performance and engagement?
9. How can my team help to increase my performance and engagement?
10. How can my supervisor help to increase my performance and engagement?
SECTION 3: POTENTIAL CAREER PATHS
1. In what areas would I like to grow in the department or organization?
2. When I look around, what other jobs interest me?
3. What strengths do I have that would be useful to other departments?
SECTION 4: DEVELOPMENTAL OBJECTIVES
Areas of Professional
Development/Needed
Improvement
How will it be
achieved?
Timeframe
Interim Review
Final Results
of Progress
Achieved
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THE PERFORMANCE REVIEW GUIDE
SECTION 5: GENERAL COMMENTS & RESULTS
Supervisor adds comments that are not covered in other sections.
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
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The employee signature indicates that she/he
has read the above review, agrees with it, and
will endeavour to complete suggested
recommendations.
____________________________
____________________________
Employee Signature
Supervisor Signature
Date:
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