Mastering Performance Reviews: 11 Do's and Don'ts for Effective Management

Performance reviews are a vital aspect of a manager's role, shaping the future success of their team members and the organization as a whole. However, conducting effective performance reviews can be a daunting task, especially for those new to leadership positions.

In this comprehensive guide, we'll explore the essential do's and don'ts that every manager should keep in mind to ensure performance reviews are productive and beneficial for all parties involved.

**1. Do Make Sure Performance Reviews Happen Frequently One of the fundamental aspects of a successful performance review process is its frequency. It's crucial to move beyond the traditional annual review and establish a regular cadence of check-ins. We recommend incorporating monthly "performance conversations" alongside formal quarterly and yearly reviews. This approach ensures that both you and your team members stay aligned on goals, performance, and next steps throughout the year.

2. Don't Get Hung Up On The Past 

While it's essential to acknowledge past performance, dwelling on past mistakes or shortcomings won't lead to growth. Instead, focus the majority of the performance review on the future. Discuss goals, next steps, and expectations, empowering your team members to move forward with a positive outlook.

3. Do Lay The Groundwork Preparation is key to a successful performance review. Two weeks before a formal review, remind your employees to reflect on their achievements and any notable outcomes since the last review. This proactive approach sets a positive tone for the discussion. Additionally, gather feedback from senior team members to gain a holistic perspective on the employee's performance.

4. Don't Wait Until Review Time To Address A Problem Avoid saving up feedback about problems or behavioral issues for the performance review. Address these concerns as they arise, fostering a culture of continuous improvement and open communication.

5. Do Make Sure Performance Reviews Are A Two-Way Conversation 

A performance review should not be a one-sided conversation. Encourage a two-way dialogue where both you and your team member can share thoughts, questions, and expectations. Ask open-ended questions such as "How do you think you're tracking towards your goals?" and be prepared to provide guidance and resources if necessary.

6. Don't Give A Cookie Cutter Review Recognize that each team member is unique and tailor your feedback accordingly. Avoid the outdated "sandwich" approach and focus on providing feedback that caters to the individual's performance and needs. Strive to build a trusting, effective relationship with each employee.

7. Do Keep A Paper Trail Of Feedback And Performance Review Outcomes 

Maintain a detailed record of feedback and performance outcomes throughout the year. This documentation serves as a valuable resource when conducting performance reviews. Additionally, address critical issues promptly rather than saving them solely for the review.

8. Don't Give General Feedback – Especially To Poor Performers When addressing performance issues, clarity is essential. Provide specific feedback and outline clear next steps, particularly for underperforming employees. Transparency regarding improvement expectations is crucial.

9. Do Separate Performance Reviews And Discussions Around Pay Money discussions should be separate from performance reviews whenever possible. If company policy dictates combining these conversations, save salary discussions for the end to maintain focus on performance during the review.

10. Don't Avoid Awkward Conversations Or Negative Feedback Addressing challenging topics is a necessary part of a manager's role. Be direct, concise, and fact-based when delivering constructive criticism. Actively listen to the employee's perspective and seek their feedback on the issue at hand.

11. Do Use These Phrases If You’re Stuck On How To Word Feedback Choose your words carefully during performance reviews, especially when providing challenging feedback. Utilize these template phrases to guide your communication and ensure that your feedback is constructive and actionable.

Mastering performance reviews as a manager is a continuous journey that requires dedication and skill. By following these do's and don'ts, you can conduct performance reviews that motivate, improve, and empower your team members. Remember that open communication, clear feedback, and a focus on the future are the keys to success in the world of performance management.