Employee Performance Review Checklists

What Is an Employee Performance Review?

A performance review is a formal assessment in which managers evaluate an employee’s work performance, identify relevant strengths and weaknesses, offer constructive feedback for skill development, and assist with goal setting.?

The two primary goals are:

1. deliver an accurate and actionable evaluation of the employee’s performance
2. develop that person’s skills in line with current and future job requirements

There are several different types of performance review examples, including:

• annual performance reviews
• quarterly performance evaluations
• monthly performance check-ins
• weekly one-on-one meetings
• project-based reviews
• 360-degree feedback from multiple sources (peers, direct reports, clients)

The right mix depends on your organization’s needs, but it’s generally best to use a combination of regular check-ins supplemented by formal reviews. Regardless of format, the spirit of the review should be future-focused and centered on promoting employee growth and development.

Why Are Performance Reviews Important?

Effective performance reviews are a powerful tool for driving both individual and organizational success. Key benefits include:

• aligning individual roles and responsibilities to broader business goals?
• clarifying job expectations and setting employees up for success?
• providing employees with regular, constructive feedback on their performances?
• identifying development goals and career paths?
• motivating employees by demonstrating their contributions are valued?
• enabling recognition and rewards for strong performance

By tying individual performance to organizational objectives, reviews keep everyone working toward a shared vision of success. Managers can also use them to help inform an employee’s performance improvement plan and promote improved interpersonal skills in the workplace .

How to Conduct a Great Performance Review

Delivering a meaningful, growth-oriented review conversation requires advance planning. Key steps include:

• Schedule ample meeting time and minimize distractions
• Gather and review relevant input, such as the employee’s self-evaluation, peer feedback, and job description
• Prepare specific feedback with examples of strengths and areas for development
• Ask the employee to come ready to share their perspectives and questions
• Discuss top priorities and co-create SMART goals to work towards before the next review

During the conversation, focus on behaviors and outcomes rather than personality traits. Share feedback with empathy and position it as an opportunity for growth. Actively seek the employee’s input and be open to their feedback as well.?

Performance Review Criteria Examples

Specific evaluation criteria will vary based on the role, level, and organization; however, most performance reviews typically cover the following:

• Goals, performance, and results
• Demonstration of company values and culture
• Job-specific skills and competencies
• Behavioral skills like collaboration, communication, and problem-solving
• Compliance with policies and procedures

To ensure a well-rounded assessment, gather input from multiple sources, including the employee’s self-evaluation, peer and client feedback, and your observations.

How to Phrase Things Carefully in a Performance Review

When delivering feedback, avoid generic phrases in favor of specific guidance. For example:

Instead of: “You had a great year! Let’s aim even higher next quarter.”

Effective performance reviews require careful communication. Here’s what to embrace and avoid:

Embrace:

• Using specific behavioral examples: “Your presentation to the client last month effectively addressed their concerns and led to a 20% increase in our contract value.”
• Focusing on actions and outcomes: “By implementing the new inventory system, you’ve reduced stockouts by 30% this quarter.”
• Providing balanced feedback: “While your technical skills are strong, there’s an opportunity to improve your project management abilities.”
• Using “I” statements: “I’ve noticed that you consistently meet deadlines, which greatly contributes to the team’s success.”

Avoid:

• Using absolutes like “always” or “never”: These are rarely accurate and can put employees on the defensive.
• Making personal attacks: Focus on performance, not personality.
• Comparing employees to each other: This can create resentment and is not constructive.
• Using vague praise or criticism: “Good job” or “needs improvement” without specifics is not helpful.

Examples of effective phrasing:

Instead of: “You’re not a team player.”

Instead of: “Your work is sloppy.”

Instead of: “You need to be more proactive.”

Remember, the goal is to provide specific, actionable feedback that’s focused on future improvement. By phrasing feedback carefully and constructively, managers can turn performance reviews into powerful tools for employee development and organizational success.

How to Prepare for a Performance Review

When prepping for a performance review, use these tips to set the right tone for a constructive two-way dialogue:

• Schedule the meeting at least two weeks in advance
• Ask the employee to complete a self-evaluation and come prepared with questions
• Write out your feedback, citing specific examples
• Draft an agenda covering past performance and future goals
• Allow ample time for the employee to respond and add to the discussion

The most productive reviews feel more like a conversation than a top-down evaluation. Approach it with a spirit of curiosity and a genuine desire to understand the employee’s experience and support their continued growth.

How to Write a Performance Review

Writing an effective performance review requires careful preparation and thoughtful composition. Here are key steps to follow:?

Gather relevant information

• Review the employee’s job description
• Collect performance data and metrics
• Consider feedback from colleagues and clients
• Review past performance reviews and goals

Start with a clear structure

• Introduction summarizing overall performance
• Detailed assessment of key performance areas
• Discussion of strengths and achievements
• Areas for improvement and development
• Future goals and objectives

Use Specific Examples

• Cite concrete instances of performance, both positive and areas for growth
• Quantify achievements where possible (e.g., “increased sales by 15%”)

Be Objective and Balanced

• Avoid personal biases
• Provide a mix of positive feedback and constructive criticism

Other Considerations

• Discuss actions and results rather than personality traits
• Use clear, professional language
• Avoid jargon or overly complex terms
• Be direct but tactful in addressing areas for improvement
• Include actionable feedback
• Offer specific suggestions for improvement
• Outline steps for skill development
• Set SMART goals
• Leave space for the employee’s self-assessment and comments
• Ensure the review is clear, concise, and free of errors

Remember, the written review should serve as a basis for a productive face-to-face discussion, not a substitute for it. Use it as a tool to promote a healthier company culture and guide meaningful conversations about performance and development.

Cementing Progress After the Performance Review

The performance review is a critical milestone, but it’s not the end of the road. Sustaining progress requires an ongoing effort from both manager and employee:

• Provide the employee with a written summary of their review
• Have them formally acknowledge receipt and add their comments
• Schedule regular 1:1s to check on goal progress and maintain alignment
• Look for opportunities to provide coaching and real-time feedback
• Recognize and celebrate incremental wins along the way

Performance management works best as a continuous dialogue, not a once-a-year event. By adopting a future-focused, employee-centric approach to reviews, you can transform them from a dreaded chore into a meaningful tool for driving individual and organizational success.

Wize Words

Employee performance reviews provide a powerful opportunity to acknowledge contributions, fuel employee development, and drive organizational alignment and results.

By positioning reviews as a two-way growth dialogue, you can boost employee motivation, productivity, and retention—all of which are essential for business success.