Performance review report
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I. Contents of performance review report
Writing an employee performance appraisal takes preparation that begins on the employee's first day of work with your company. Performance management starts early in the employee's career and doesn't end until his retirement or resignation. Managers who begin the evaluation process early by providing regular feedback throughout the year–rather than waiting until the performance appraisal meeting–will have less difficulty preparing the appraisal report. While some employers have appraisal forms to use for evaluating an employee's performance, others use a freestyle and more casual approach to constructing a written appraisal report.
Create a departmental file for your new employee. The contents of this file are identical to the file maintained in the human resources department, with the exception of health-related information that your company's HIPAA officer retains. Your department file contains attendance records and performance feedback, including any discipline records.
Keep your employee's department file up-to-date and always document feedback you provide to your employee throughout the year. This process of performance management starts at the beginning of his career and it is your responsibility to ensure he receives regular feedback. If you have questions about the type of informal feedback that's appropriate to document, see your human resources department for guidance. For your role in writing the performance appraisal report, keep in mind advice offered by the consulting firm, DMJ, in “Tips For Documenting Employee Performance” by remembering that “Writing a performance appraisal can be completed more efficiently when supervisors plans ahead. Supervisors should never rely solely on memory to evaluate employee performance.”
Consult your company's human resources leader for tips on how to administer discipline. If your company has a progressive discipline policy, it's extremely important to maintain all documentation related to each incident. Disciplinary action forms are available from the human resources department; supervisors and managers are trained in the proper use of the forms and the overall discipline process. Supervisors and managers are also trained on how to provide effective feedback to commend or motivate employees to reach high performance levels. Documentation of any interaction with your employee is necessary for a complete department file.
Prepare for the annual employee appraisal meeting well in advance. Calendar the date for your meeting and begin drafting the areas in which you have performance standards. The various areas will include job skills, interpersonal communication, team-building and other factors, such as initiative and follow-through. Characteristics that include initiative and motivation may be difficult to judge because there is an amount of subjectivity involved in evaluating these areas; however, you can often measure initiative by observing how often your employee helps his colleagues without being asked or how many times he's asked you for additional projects.
Review your employee's department file for documentation about the employee's performance throughout the year. Gather all feedback, discipline and commendation forms. Prepare a draft appraisal form and consider carefully the job expectations and the employee's performance over the last year. If your company has self-evaluations for employees to complete, provide your employee with the necessary forms. Remind your employee of the appraisal meeting, and explain to him what he should expect to transpire during the conference to discuss his performance. Upon completing the evaluation form, provide the employee with a copy of documentation and make copies for the department file and the human resources department file.
II. Useful materials for performance review report
• 11 performance appraisal methods
• Top 28 performance appraisal forms
• 300+ performance review phrases
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Performance review report updated: July 7, 2014 author: