In this post, you can ref useful information about performance review documents. You can ref more materials for performance review documents such as: performance review methods, performance review forms…
Giving an employee a poor performance evaluation is seldom a pleasant event. However, the poor appraisal should not come as a surprise. If you brought issues to his attention along the way, he should know what to expect. Minimize the opportunity for successful challenge by maintaining focused, detailed documentation of the performance issues and other problems that resulted in the poor evaluation.
Make your expectations clear for each employee at the beginning of the appraisal period. Identify those areas that need improvement. Specify what constitutes poor performance and what the resultant consequences are. Ensure the employee is familiar with company policies about reprimands and disciplinary actions.
Document in writing all instances in which the employee fails to perform up to standards. First issues may require only a verbal warning, but as the supervisor, you should create a written record of the warning for your records. Subsequent problems typically result in written reprimands. Present each of these in person to the employee. Discuss the reprimand with him and obtain his signature on the dated document. You should sign it as well. Give the employee a copy and keep the original in his personnel file. Warn him of the potentially serious consequences of continued performance issues.
Keep written documentation of behavioral issues. Pursuant to company policy for such problems, issue verbal and written warnings for infractions. As with performance problems, maintain documentation in the employee’s file. Discuss each write-up with the employee privately. Sign and date it and keep copies. If behavioral issues prompt written complaints from an employee’s co-workers, maintain copies of these materials in his file as well.
Review the employee’s file in preparation for writing the evaluation. Concisely write up the cumulative results of the employee’s performance in accordance with company policy, referring to specific incidents or performance failures as appropriate. Do not add in undocumented infractions or random observations, either of which can be denied or challenged by the employee. Your case will be stronger if you can show a pattern of sustained behavior problems or progressively serious performance issues, particularly when the employee has failed to correct his behavior following reprimands.
Meet with the employee privately to discuss the poor performance appraisal. Calmly and directly present him the evaluation, allow him to review it and ask him if he has any comments. If company policy permits it, give him the opportunity to provide written explanations or comments for the issues resulting in the poor evaluation. Tell the employee to sign and date the evaluation form to acknowledge that he has seen it and understands it. Give him a copy and keep the original in his personnel file. Specify clearly what the next step will be if improvement is not forthcoming. Include your notes of his reaction and any materials he presents on his behalf.