Administering performance-based evaluations to your employees can increase the morale and productivity of your workforce. Receiving regular feedback tells employees if they are achieving the standards of their jobs or if improvement is needed in certain areas. Evaluations also encourage open discussions between staff members and supervisors, while having goals and objectives helps employees focus on completing tasks competently and advancing the mission of your company.
Perform a job analysis. Break down the the position into major and ancillary duties, depending on how much time is expected to be spent performing each one. For example, the most important duties for an accountant may be to analyze financial records and issue reports, but this holder of this position also might act as a liaison with other departments if questions arise.
Determine performance standards for each major task, being as quantifiable as possible. For example, satisfactory performance for the accountant in the example is to issue reports with a maximum of three errors by the monthly deadline. One or two mistakes is above standard, while zero errors can represent an outstanding rating. In addition, having the report ready before the deadline, if possible, also earns a higher rating.
Write the performance plan based on the job analysis and discuss it with your employee. Both of you should sign the document, indicating it was received and understood. Inform the employee of the end of the performance period when the evaluation will be administered.
Document an employee's performance by taking informal notes during the evaluation period to remember accomplishments and areas needing improvement. If an employee merits immediate
reward or discipline, don't wait until the appraisal is administered to communicate your feedback.
Use your informal notes to assess the employee's level of performance. Give a rating that best describes how the employee meets each job standard and an overall average rating. Terminology can differ from company to company, but the types of levels you might consider include less than satisfactory, satisfactory, above standard and outstanding.
Rate universal job standards, such as communication, organization, timeliness and attendance. If these areas need improvement, they can negatively impact an employee's overall rating.
Write an explanation for each standard that is below or above satisfactory. Use the details from your documentation to explain your rating. This is important for performance that does not meet expectations, so the employee understands why the rating was given and what needs to be done to improve.
Compose goals and objectives for the employee during the next performance rating period. If the review is less than satisfactory, tell the employee how you will help to improve performance, such as training or mentoring, and plan for a follow-up evaluation during the next 30-to-90 days to document changes. If the employee is satisfactory or above, write goals and objectives to increase productivity and allow for possible career advancement.
Place a space for signatures at the end of the evaluation to prove that it was administered to the employee. If an employee refuses to sign, this does not invalidate the review. Make a note of the refusal and offer the employee an opportunity to attach a rebuttal to the formal appraisal, which becomes part of his permanent personnel file.