Improving Effectiveness

On The Road To

Overcoming Overload

Thoughts and Tips on Overcoming Performance Reviews

Performance reviews, while often resented, are important to individuals and organizations alike.

Here we present a process and a simple tool that may help you in developing a collaborative monthly progress review. We hope this could bring you great personal benefit and reduce the management burden associated with annual performance reviews.

“I hate performance reviews,” said Eve.

“I hate doing them and having them done for me,” said Adam*. “I have an excellent relationship with my boss and we both find this to be really stressful. It sort of puts us in adversarial positions. We have these lengthy forms that take a long time to fill. It is hard to remember the good things I did; my boss tries to find areas that need improvement and we end arguing on compensation.”

Eve looked empathetically. “I know they are very important but I put them off until I get these stern HR reminders. Sometimes I feel guilty. In order to be fair to my staff it takes a lot of time. What I need is a collaborative, encouraging process that focuses on the role, not only on what a person does or neglects to do.”

*The names and titles are changed. The experience is based on participants in our Overcoming Overload Workshop.

If you identify with the frustrations of Adam and Eve, the following process may be helpful to you and your organizational leader:

1.Clearly describe your role: In a previous e-letter we outlined a process to help you define your roles using clear character attributes. Focus on the most important attributes.

2.Establish a monthly progress review: Do this for yourself focusing on how you are doing not only on what you are doing. Ask your boss or coach to participate in a collaborative process by giving you a regular one on one that requires limited effort on his or her part.

3.Use a simple discussion tool: Use a simple form that you update before every monthly one on one. E-mail us your request for an example. This may include:

a. How are you doing: Using a numerical rating such as 5 to 1 scale, assess and seek the opinion of your boss on how you are exhibiting the attributes on which you agreed to focus. If your relationship with your boss permits, we encourage you to do the same for how you are feeling physically, emotionally, and spiritually. On the same form, if applicable, include similar assessments of those who report to you.

b. Critical objectives: List the 5 most important objectives. For each one indicate the target completion date and percentage of completion to date.

c. Key indicators: Reflecting on your areas of responsibilities, include high level indicators. If possible, compare these to targets or budgets.

d. Notable achievements this period: List tangible or non-tangible achievements. Be realistic and include compliments or positive feedback you received.

e. Issues and concerns: There is seldom an advantage to hiding your concerns or struggles. These should be documented and candidly discussed.

f. Needs and expectations: Your boss is busy and likely to forget what you deem important. List what you wish your boss could undertake on your behalf.

4.Monthly Progress Review: This is your personal, high value one on one time. Be well prepared:

Prepare: review events you encountered and update last month’s template. Be candid and realistic. Make a copy to leave with your boss.
Take notes: During your discussion with your boss take notes. Write them on the back of the form you prepared.
File it: In a simple folder save these templates for final review at year end.

5.Annual Review:

· Seek input: Using a simple survey, ask some of your important people how they feel about the way you exhibited the character attributes you decided to focus on. Click here to request more detail on how to do this survey.

· Summarize: Examine the input you received and review the monthly templates you filled. Summarize them and update HR required forms. Have a good discussion with your boss.

Results: Adam used this process in monthly meetings with his career coach. It helped him stay focused on his highest value roles. Eve plans to use this process in helping her team overcome the normal resentment to annual performance reviews.

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