Documenting Employee Performance

As we reach the end of Q1 2012, many companies are beginning to address those hated performance appraisals. To ensure you are able to provide the employee with an effective performance appraisal, remember to never rely on your memory to evaluate employee performance! Develop a system that will allow you to track the employees performance over the course of the entire performance period. It can be computer based or simply a file in your desk.

1. Track both the positive and negative behaviors of the employee so that you have a "balanced" review of the employees performance. Don't let the file become a little black book of mistakes and errors.
2. Provide detail, detail, detail. Be very specific with your information. Not that the employee was late three times over the last 2 weeks. But the days, the amount of time s/he was late. What was the excuse? Details. Not your opinion! Are projects late? Are deadlines missed? What have been the employees positive contributions to the workforce? Did the employee come in under budget? Ahead of deadline? Did the employee act as a team leader for a successful project?
3. Summarize every discussion. Include the problem, the action taken to correct or eliminate the problem, the dates, comments, etc.
4. Write OBSERVATIONS, not assumptions. Avoid unsubstantiated claims.
5. Keep a file for all employees.

Performance reviews are difficult for both the employer and the employee. Keep those lines of communication open during the year. Don't bombard the employee with feedback only during the appraisal.

Rule of thumb: Nothing mentioned during a performance appraisal should be a surprise to the employee!