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How do you conduct effective performance reviews and feedback sessions?

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Performance reviews and feedback sessions are essential components of the performance management cycle for supervisors. They help you assess, recognize, and develop your employees' skills, achievements, and areas of improvement. However, conducting effective performance reviews and feedback sessions can be challenging, especially if you want to avoid common pitfalls such as bias, vagueness, or demotivation. In this article, you will learn how to prepare, conduct, and follow up on performance reviews and feedback sessions that are fair, constructive, and motivational.

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1 Set clear and SMART goals

Before you conduct any performance review or feedback session, you need to have a clear and specific framework for evaluating your employees' performance. This means setting SMART goals that are Specific, Measurable, Achievable, Relevant, and Time-bound. SMART goals help you and your employees align on the expectations, criteria, and standards of performance, as well as the resources and support needed to achieve them. You should involve your employees in setting SMART goals, as this will increase their ownership, engagement, and commitment.

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Claudia Gehm

LinkedIn Top Voice Gest?o de Contratos | Gerente | Head | Administrativo | Contratos |
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Para conduzir avalia??es de desempenho e sess?es de feedback eficazes, é fundamental estabelecer um ambiente de confian?a e abertura, garantindo que as discuss?es sejam construtivas e focadas no desenvolvimento individual. Isso envolve oferecer feedback específico e direcionado, reconhecer conquistas e identificar áreas de melhoria de forma colaborativa. Além disso, é importante definir metas claras e mensuráveis, proporcionar oportunidades de crescimento e estar aberto ao feedback dos colaboradores. Prepare-se para este momento e fa?a um roteiro com tópicos para poder ser assertivo em suas observa??es.

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2 Use multiple sources and methods of feedback

To ensure effective performance reviews and feedback sessions, it’s important to gather and analyze data from multiple sources and methods of feedback. This will prevent relying on subjective impressions, memory, or preferences, which can lead to bias, inconsistency, or unfairness. Sources and methods of feedback could include self-assessment, peer feedback, customer feedback, observation, and metrics. For example, you could ask employees to rate their own performance and achievements, as well as their colleagues or team members to provide feedback on their performance and behavior. Additionally, you could ask customers or clients to provide feedback on your employees' service quality. Lastly, you could use quantitative measures such as sales, productivity, quality, or customer satisfaction to evaluate your employees' performance and results.

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3 Plan and structure the review and feedback session

To ensure effective performance reviews and feedback sessions, it’s important to plan and structure them in advance. This will help to avoid wasting time, confusing or overwhelming employees, or missing important points. You should schedule the session well ahead of time and inform your employees of the date, time, location, and agenda. Additionally, choose a private and comfortable setting that is free from distractions and interruptions. Before the session, review the SMART goals, feedback data, and performance records of your employees. Prepare a list of questions, comments, and suggestions that are relevant, specific, and constructive. Lastly, allocate enough time for the session and stick to the agenda.

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Claudia Gehm

LinkedIn Top Voice Gest?o de Contratos | Gerente | Head | Administrativo | Contratos |
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Um gestor nunca pode ir a uma sess?o de feedback com sua equipe sem ter previamente se preparado e reunido fatos e dados. O "achismo" n?o faz parte de uma avalia??o de desempenho, ent?o, se você é um gestor, e pretende dar o feedback para os membros da sua equipe, prepare e organize suas informa??es. Lembre-se que mesmo que haja um feedback negativo, os principios da comunica??o n?o-violenta devem ser amplamente respeitados. A ideia é fazer com que a equipe evolua com a avalia??o de seu desempenho e n?o que fique desengajada, com base em comentários soltos e sem fundamenta??o. Cuidado com a forma de comunicar.

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4 Use the sandwich technique and the SBI model

To conduct effective performance reviews and feedback sessions, you need to use communication techniques that are positive, respectful, and actionable. One of the techniques you can use is the sandwich technique, which involves starting and ending the session with positive feedback, and sandwiching constructive feedback in between. This will help you balance praise and criticism, and avoid demoralizing or discouraging your employees. Another technique you can use is the SBI model, which involves describing the Situation, Behavior, and Impact of your employees' performance. This will help you provide specific, factual, and objective feedback, and avoid vague, personal, or emotional feedback.

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5 Invite dialogue and feedback

To conduct effective performance reviews and feedback sessions, it is important to invite dialogue and feedback from your employees. This encourages two-way communication, builds trust and rapport, and allows you to understand your employees' perspectives, needs, and concerns. Inviting dialogue and feedback can be done by asking open-ended questions that allow employees to share their opinions, feelings, and experiences. Additionally, actively listening and attentively responding to employee responses by paraphrasing or summarizing them is essential. Acknowledging achievements, efforts, and challenges while expressing appreciation and recognition is also important. Finally, asking employees for feedback on your own performance as a supervisor can help you provide better support.

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6 Agree on action plans and follow up

To conduct effective performance reviews and feedback sessions, you and your employees should agree on action plans and follow up. This will ensure accountability, monitor progress, and provide ongoing support and guidance. Asking your employees to set SMART goals for their future performance and development, as well as to identify the actions, resources, and timelines needed to achieve them is a great starting point. You should also agree on the roles, responsibilities, and expectations of both parties in implementing the action plans, and document them in writing. Scheduling regular check-ins and feedback sessions to review the action plans, celebrate successes, address challenges, and make adjustments if needed is also important. Finally, providing continuous coaching, mentoring, and training can help employees improve their skills, knowledge, and confidence.

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Claudia Gehm

LinkedIn Top Voice Gest?o de Contratos | Gerente | Head | Administrativo | Contratos |
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O plano de a??o, que deve ser elaborado após o feedback de uma avalia??o de desempenho, n?o pode ser construído pelo líder, ele tem que ser construído a 4 m?os, pelo menos. O avaliado precisa se envolver na elabora??o do seu plano de desenvolvimento, para que esteja comprometido tanto com as tarefas a serem realizadas, quando com o alcance de seus objetivos. Nesta etapa, o líder apoia o avaliado, para que ele apresente a sua proposta de melhoria para os pontos a serem desenvolvidos.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Doug Ward, MBA

Leadership Development | Organizational Transformation | Team Effectiveness | Change Management | Certified Practitioner, Everything DiSC | Former Vice President, Comcast Cable
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When evaluating leaders' performance, I've found success in collaboratively writing reviews together. Performance appraisals should not surprise employees. By scheduling dedicated time to mutually discuss evaluations, employees get a clear voice in their rating while calibrating on their greatest moments and challenges from the past year. This collaborative approach allows leaders to set aligned goals at the start of the year and transparently assess development areas at the end, enabling actionable steps for future growth. Engaging in open dialogues cultivates trust and propels productivity.

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How do you conduct effective performance reviews and feedback sessions?

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1 Set clear and SMART goals

2 Use multiple sources and methods of feedback

3 Plan and structure the review and feedback session

4 Use the sandwich technique and the SBI model

5 Invite dialogue and feedback

6 Agree on action plans and follow up

7 Here’s what else to consider

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