Introduction
Once you have arranged a performance review discussion with each team member, it is essential that you give yourself time to prepare.
What you need to do
Performance reviews are structured around three main topics:
Your team member should use the performance reviews - employee guidance to prepare for the performance review discussion. This will encourage them to work through the topics above and make notes on what they would like to discuss.
It is also a good idea for you to review each of the topics before you meet. This will not only add value to the performance review, but it’ll make it easier for you to keep the review on track and keep the discussion going.
Follow the steps below to get started:
1Download the template
2Make notes
On the rest of this page you’ll find guidance on what actions you can take to prepare for each of the performance review topics.
They are not exhaustive and you may have other ideas of things you can include.
We recommend that you make notes in the template. You may also find it useful to look ahead to the guidance we have put together for when you carry out the performance review.
Performance over the past year
Collect data and examples of your team member’s performance over the last year. This can include:
- project outcomes
- key achievements
- any metrics or key performance indicators (KPIs) that are relevant to their role
- feedback from colleagues and/or others they have worked with
- actions and outcomes from check-ins that have taken place since the last performance review.
Make sure you refer back to their previous performance review to help with this.
Feedback from others
If your team member has created a 360 degree survey to receive feedback on their performance, you can access a summary report of the responses they have received. This is useful to discuss with them at the performance review discussion.
Also collate any feedback you have received from colleagues, and other stakeholders who have worked with your team member over the past year. This feedback may have been given verbally, via email or on Teams. It can provide extra insights into their performance and areas where there are opportunities for growth.
Future work goals and objectives
Write down any corporate initiatives, changes, or performance targets that your team member needs to be aware of.
Then think about any actions your team member will undertake, or any projects they’ll need to get involved in, to help with these. These points will form the discussion around your team member's goals and objectives for the next year.
Personal development and support
Opportunities for development
Identify any training or development opportunities that could help your team member enhance their skills and performance. This could be to:
- address any areas for development identified from their performance review last year
- make sure they undertake any ongoing training to uphold the skills required for their role
- explore fresh opportunities for them to broaden their knowledge and stay up-to-date with emerging industry standards.
Health and wellbeing support
Consider potential questions or concerns that your team member may have during the performance review and prepare responses accordingly.
For example, you may be aware that they are experiencing personal challenges, pressures or difficulties outside of work. Look at opportunities to support them, for example you could:
- offer flexibility in their work schedule or allow them to work from home more
- refer them to the employee assistance programme or the health and wellbeing section
- remind them of the importance of self-care and encourage them to priortise activities that promote their physical and mental health
- follow up on previous wellbeing conversations, like those held during check-ins, to review progress and make any necessary adjustments.