In this file, you can ref free useful materials about effective performance review phrases and other materials for employee performance review.

1. Effective performance review phrases
In this file, you can ref free useful materials about effective performance review phrases and other
materials for employee performance review.
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Performance review guides
Language, tone and the way you phrase sentences all help determine the effectiveness of a
performance evaluation. Whether your aim is to reward or correct behaviour, the phrases you use
can encourage an open dialogue and set the stage for continued employee growth and
development. For this reason, it is important not only to use effective phrases yourself, but also
to ensure that anyone who conducts performance evaluations, including peers, co-workers and
supervisors, includes them is any evaluation dialogue.
Definition
In order to create and use effective phrases, it is essential to understand their meaning. By
definition, a phrase is part of a sentence that starts, but does not complete a full thought. As this
relates to phrases in performance evaluations, effective phrases often act as adjectives, or words
that will describe or modify the remainder of your sentence. For example, "specialised
knowledge," "works with honesty and integrity" and "level of professionalism" are phrases you
might consider using in a performance evaluation.
Identification
The ultimate objective of a performance evaluation is growth. As such, anything you can do to
achieve this objective, such as taking care to use effective phrases during the planning and
execution of the evaluation, benefits you, your employee and your company. The key to
effectiveness lies in combining the right phrase into a sentence that also includes the appropriate
amount of detail and measurable examples. Effective phrases, no matter how many times you
include them in a sentence, are clear, specific and mean something to the person with whom you
are speaking.
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2. Features
Effective phrases feature appropriate words to convey your message. For example, adjectives
that relate to attitude include dedication, loyalty, initiative and flexibility while those more
appropriate for an area such quality of work include accuracy, thoroughness and productivity. In
addition, effective phrases emphasise the point you are trying to make and relate directly to your
point, especially important in statements involving constructive criticism. A sentence such as
"You can improve work productivity by delegating administrative tasks to others" uses the
phrase "improve work productivity" effectively as it emphasises and relates directly to your
point.
Considerations
The phrases you use during a performance evaluation will be less effective in the absence of
strong supporting statements, examples and documentation. Make sure your statements are fair
and accurate and focus on the facts. In addition, keep in mind that to increase the effectiveness of
phrases and motivate employees, focus on those that convey a message of positive
reinforcement.
II. Performance review tips
1. The employee should never hear about
positive performance or performance in
need of improvement for the first time at
your formal performance discussion meeting,
unless it is new information or insight.
Effective managers discuss both positive
performance and areas for improvement
regularly, even daily or weekly. Aim to make
the contents of the performance review
discussion a re-emphasis of critical points.
2. No matter the components of your performance review process, the first step is goal
setting.
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3. It is imperative that the employee knows exactly what is expected of his or her performance.
Your periodic discussions about performance need to focus on these significant portions of the
employee’s job. You need to document this job plan: goals and expectations in a job plan or job
expectations format, or in your employer's format. Without a written agreement and a shared
picture of the employee’s goals, success for the employee is unlikely.
3. During preparation and goal setting, you need to make how you will evaluate the
employee’s performance clear.
Describe exactly what you’re looking for from the employee and exactly how you will evaluate
the performance. Discuss with the employee her role in the evaluation process. If your
organization’s performance review process includes an employee self-evaluation, share the form
and talk about what self-evaluation entails.
4. Avoid the horns and halo effect in which everything discussed in the meeting involves
positive and negative recent events.
Recent events color your judgment of the employee’s performance. Instead, you are responsible
to document positive occurrences such as completed projects, and negative occurrences such as a
missed deadline, during the entire period of time that the performance review covers. (In some
organizations, these are called critical incident reports.) Ask the employee to do the same so that
together you develop a comprehensive look at the employee’s performance during the time
period that your discussion covers.
5. Solicit feedback from colleagues who have worked closely with the employee.
Sometimes called 360 degree feedback because you are obtaining feedback for the employee
from his boss, coworkers, and any reporting staff, you use the feedback to broaden the
performance information that you provide for the employee. Start with informal discussions to
obtain feedback information. Consider developing a format so that the feedback is easy to digest
and share by the manager.
6. If your company uses a form that you fill out in advance of the meeting, give the
performance review to the employee in advance of the meeting.
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4. This allows the employee to digest the contents prior to her discussion of the details with you.
This simple gesture can remove a lot of the emotion and drama from the performance review
meeting.
7. Prepare for the discussion with the employee.
Never go into a performance review without preparation. If you wing it, performance reviews
fail. You will miss key opportunities for feedback and improvement and the employee will not
feel encouraged about his successes. The documentation that you maintained during the
performance review period serves you well as you prepare for an employee's performance
review.
8. When you meet with the employee, spend time on the positive aspects of his or her
performance.
In most cases, the discussion of the positive components of the employee’s performance should
take up more time than that of the negative components. For your above average performing
employees and your performing employees, positive feedback and discussion about how the
employee can continue to grow her performance should comprise the majority of the discussion.
The employee will find this rewarding and motivating.
9. The spirit in which you approach this conversation will make a difference in whether it is
effective.
If your intention is genuinely to help the employee improve, and you have a positive relationship
with the employee, the conversation is easier and more effective. The employee has to trust that
you want to help him improve his performance. He needs to hear you say that you have
confidence in his ability to improve. This helps him believe that he has the ability and the
support necessary to improve.
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