Performance Reviews: From Dread to Dialogue - Tips for Stellar Conversations

Performance reviews often conjure up images of awkward silences, nervous pacing, and dreaded feedback. But what if they could be transformed into engaging dialogues that propel both employee and team forward? Here's how you, as a manager, can make performance reviews more productive and meaningful:

Setting the Stage:

Just like any important conversation, you might find it helpful to get yourself ready before jumping right in to summarizing someone’s entire year into a 30-minute conversation. Investment at this stage will ensure that you are not only prepared to have a meaningful conversation, but your employee will surely notice the work you’ve put in.

• Preparation is key: Don't wing it! Review employee goals and self-assessment, achievements, and past feedback. Gather specific examples to support your points. Pro tip- create a folder in outlook to throw emails and meetings you’ll want to reference at year end. You can also check your sent items and filter emails from that employee to help jog your memory.
• Embrace a two-way street: This isn't a one-sided lecture. Encourage your employee to come prepared with their self-assessment and questions. Set the expectation for participation at the start of your meeting. Ask open ended questions to prompt self-assessment and further the dialog.
• Create a safe space: With virtual environments this is more metaphorical but start by letting the employee know it’s important that they feel good to discuss and offer feedback. Make sure you have your space, distraction-free where open communication feels comfortable. (put your IM on DND, close Outlook, etc)

Shifting the Focus:

• Start with appreciation: Acknowledge the employee's contributions and hard work. Use specifics and detail to highlight what you would like to see more of from the employee. A genuine "thank you" can go a long way to setting a positive tone from the start. Beginning with the positive puts the employee at ease and helps to allow them to hear ideas for improvement.
• Focus on growth, not just goals: While achieving objectives is important, delve deeper into their learning journey. Did they overcome challenges? Develop new skills? What did they learn and be prepared to offer insight. Make it more than just numbers focused.
• Embrace the anecdote: Stories stick! Share specific examples of their impact, both positive and constructive. Remember, "John consistently exceeded his sales targets" is powerful, but "John closed the Smith deal, saving us $10,000, thanks to his creative negotiation skills" is easier to understand what John did to succeed.

The Art of Feedback:

• Specificity is your friend: Avoid vague terms like "good" or "needs improvement." Use concrete examples and data to illustrate strengths and areas for development. More details the better, it will help drive home the point and give importance to your feedback.
• Frame it constructively: Focus on "how to" rather than "what went wrong." Offer actionable suggestions and resources for improvement. I try and be forward looking as in, “what can we do next time to ensure we meet our objective?”. The use of “we” shows support you as the leader should be offering to help develop.
• Listen actively: Give your employee space to respond and ask clarifying questions. Show genuine interest in their perspective. Don’t feel like you need to respond to every thought they have, allow for dialog and time to reflect.

Building the Future:

• Co-create goals: Don't dictate objectives. Work together to set SMART (Specific, Measurable, Achievable, Relevant, and Time-bound) goals that align with both individual aspirations and team needs.
• Focus on development: Discuss training opportunities, mentorship programs, or stretch assignments that support their growth path. Offer to help with introductions, facilitate conversations, or help with project assignment.
• End on a positive note: Summarize key takeaways, express your confidence in their abilities, and reiterate your support for their development. Remember to thank them for their participation and create a look forward towards goals for the new cycle.

Key takeaways

Knowing how someone takes and processes feedback can be key to ensuring you are delivering a message that will be received. Are they introverted or extroverted? Detail-oriented or big-picture thinkers? Understanding these nuances helps you tailor your feedback.

Tailor your approach: Consider individual personalities, communication styles, and cultural nuances. Tailoring performance review conversations is essential for effective communication and employee development.

• For introverts: you may consider providing written feedback in advance, allowing them time to process and prepare for the conversation.
• For extroverts: Engaging in open discussions during the review and encouraging their input can help the conversation be more about them.
• For detail-oriented individuals: Focus on specific examples and metrics. These folks like the numbers and results.
• For big-picture thinkers: Here you may want to highlight overall impact and contributions.

Be honest and transparent: Building trust requires open communication, even when delivering difficult feedback. Managers can tend to have trouble being direct on opportunities employees fails to accurately self asses. The clearer you can be on the opportunity and ways to correct the issue, the better. Don’t leave your employee with questions or ambiguity.

• Clarify and define what trust looks like, for example organizational trust is very different than trust in my leadership.
• Create boundaries and expectations. Don’t let a negative employee rage about issues with he company, as the leader you should look to address these openly and honestly.
• Have details, data, and/or facts to help illustrate your expectations.

Follow through: Don't let the conversation end here. Regularly check in on progress, offer support, and celebrate successes.

• Follow up with goal setting and organizational priorities for the period ahead.
• Set up check in’s on issues raised both good and developmental

 By embracing these tips and fostering open dialogue, you can transform performance reviews from dreaded formalities into valuable growth opportunities, building trust and propelling your team towards shared success.