Employee performance reviews are an essential aspect of a company's human resources strategy. They provide an opportunity for managers and their team members to sit down and discuss the employee's progress towards meeting organizational goals. These meetings can serve as an effective tool to provide feedback, recognition, and growth opportunities for employees. However, the success of a performance review meeting often depends on the approach and framework used. With so many templates and methods available, it can be challenging to know where to start.
This is why we've compiled a list of the 15 most common performance review templates, along with examples and insights to help you find the right fit for your company. Whether you're just starting out or looking to revamp your current process, these templates will provide a foundation to build upon and help you measure success and improve your review skills. So let's get started!
What Is a Performance Review?
A performance review is a systematic evaluation of an employee's job performance over a set period of time. This review process is typically conducted by a manager, peer, or other stakeholder and is used to assess the employee's strengths and weaknesses, identify areas for improvement, and provide constructive feedback. The purpose of performance reviews is to help employees grow professionally and improve their job performance, as well as provide an opportunity for managers to clarify responsibilities and accountability. Performance reviews typically take place once or twice a year and are an important tool for promoting employee engagement and preventing talent attrition.
What your performance review process should include
A performance review should generally include the following elements:
- Feedback on employee strengths: The review should highlight the team member's strengths, such as effective problem solving and communication skills. This offers insight into what the employee is doing well.
- Discussion of employee weaknesses: The review should also discuss any weaknesses or areas of opportunity for the employee. Areas of focus could include the ability to work in a team setting or when and how to share ideas more effectively. This is an opportunity for the team member to gain insight into where they have room to improve.
- Rating system: To determine areas of improvement, the performance review should include a system to gauge each employee's skill level in pre-set categories, such as "consistently exceeds expectations" or "needs development." This helps evaluate the employee across different skills, like strategic mindset, communication skills, and team collaboration.
- Review period: The review process should measure an employee's performance relative to a set period, such as annually, bi-annually, or quarterly.
- Goals: Clear and SMART goals (specific, measurable, achievable, realistic, and time-bound) give employees a sense of where they can improve and what they should focus on in the future. This helps clearly define performance expectations for employees.
Note that these elements are commonly included in a performance review, but there may be other considerations, such as individual skills, that can't be easily measured.
How To Prepare for a Performance Review
Performance reviews can be a nerve-wracking experience for both employees and managers, but with the right preparation, they can be a valuable tool for growth and development. Let’s take a closer look at how both employees and managers can get the most out of a performance review. From reviewing your own performance, setting goals, and preparing for active listening, to offering constructive and actionable feedback, this guide will provide you with the tools you need to make the most of your performance review. Whether you're an employee looking to take your career to the next level, or a manager looking to improve team performance, this section is for you.
As a manager
To prepare for a performance review as a manager:
- Review the employee's performance and document their accomplishments and areas for improvement.
- Set goals for the employee and discuss their professional development.
- Plan an agenda and create an open-ended list of questions to ask the employee.
- Consider the employee's perspective and prepare to listen actively.
- Offer specific and actionable feedback, both positive and constructive (will go more into detail on this one).
- Establish next steps and follow-up plan for future improvement.
How to give constructive feedback
Constructive feedback is a crucial tool in developing and managing a productive team. It's a way to provide feedback that helps employees learn and grow, and it's also an opportunity to recognize their accomplishments. Before you begin to craft feedback, you need to understand how to give constructive criticism effectively.
To give effective feedback, be sure to follow these key steps:
- Notify the employee in advance
Notifying the employee in advance of the feedback session is crucial. By giving them time to prepare, you create a positive environment for the feedback session and avoid defensive or passive responses. - Communicate in private
Performance review feedback should be given in a private setting. Feedback given in a group setting can easily be perceived negatively, which is why it's important to keep the feedback session between you and the employee. - Offer actionable feedback
The most effective feedback is actionable. You should provide feedback supported by specific examples and data-backed insights. This creates transparency around the employee's performance and provides the necessary context for improvement. Be sure to include details on what's working well, what needs improvement, and the steps to get there. - Document feedback in writing
Documenting feedback is essential. It helps track progress, measure objectives, and identify areas for improvement. This also applies to positive feedback, which should be documented as well. Keeping track of your team members' major wins is a great way to boost morale, reduce impostor syndrome, and prevent burnout.
Giving constructive feedback is an important aspect of performance review, but it requires preparation, private communication, actionable insights, and documentation. By following these steps, you'll be able to create a supportive and productive environment for your employees.
As an employee
To prepare for a performance review as an employee:
- Review your own performance and reflect on your accomplishments and areas for improvement.
- Think about your career goals and aspirations.
- Prepare a list of questions to ask your manager about your performance and future opportunities.
- Consider your manager's feedback and prepare to listen actively.
- Reflect on specific examples of your successes and areas for improvement.
- Plan to discuss next steps and ask for specific ways to improve.
Performance Review Do's and Don'ts
The goal of a performance review is to guide and support your team members, not to criticize them. Your feedback should help them grow and feel recognized for their achievements.
To ensure your feedback is effective, consider the following tips:
- Start with a positive intent, instead of jumping straight to performance scores.
- Base your feedback on quantifiable data, instead of acting on a hunch.
- Offer constructive criticism, instead of using passive-aggressive statements.
- Highlight the employee's achievements, instead of emphasizing relationships.
- Indicate areas for improvement, instead of suggesting fixes.
- Describe your observations in detail, instead of making blanket statements.
- Comment on the impacts made by the employee, instead of commenting on their actions or behaviors.
- Provide an opportunity for the employee to respond, instead of keeping the conversation one-way.
What To Write in a Performance Review
Performance reviews are an opportunity to candidly discuss an employee's strengths and weaknesses. Unfortunately, only 20% of employees in the United States feel that they have received meaningful feedback in the past week. The goal of performance reviews is to evaluate an employee's accomplishments and assess their strengths, weaknesses, and areas for improvement. Effective feedback should guide, rather than condemn, an employee towards future success.
To provide helpful feedback, try phrasing it in a way that ties the improvement suggestion to past actions, puts fallout into context, and uses positive reinforcement. For example, instead of saying "Your data visualizations weren't great and you should do better next time," try saying "I liked how you brought up data from Power BI in your presentation. But next time, do spend more time visualizing it." This helps to better articulate the need for change and explain its downstream effects on the team, company, and employee's career prospects.
Positive reinforcement is key to encouraging future success. Acknowledge an employee's strengths and explain how they can succeed further, not just avoid failure. For example, instead of saying "You're definitely good with customer service, but still this doesn't fully compensate for the lack of qualifications in social selling," try saying "Customer service is your definite strength. If you work further on improving your sales demo techniques, I can see you moving up to the Lead position."
When writing feedback for a performance review, it's important to approach it like a coach and talk like a mentor. Your feedback should help the employee practice the right actions and feel recognized for their achievements.
After the Performance Review: Follow Up
Performance reviews are a valuable tool for improving employee performance, but they are most effective when paired with goal-setting and progress tracking. It's important to design an accountability mechanism to drive continuous improvements.
Research has shown that when people are held accountable, they set higher goals and perform better. This is why it's important to have a follow-up process in place. This can be documented as an Employee Development Plan or a Performance Improvement Plan (PIP).
Employee Development Plan
An Employee Development Plan, also known as an Employee Growth Plan, provides employees with a roadmap for improving their skills and knowledge. It outlines the steps they need to take to achieve their career goals, such as getting a raise or advancing to a new role. This type of plan helps retain ambitious talent, improve employee engagement, and support succession planning.
Key elements to include in an Employee Development Plan:
- Career development prospects: Outline the steps required to reach a C-level position.
- Extra training and upskilling: List suggested programs, certifications, or courses to advance in their role or get considered for a promotion.
- New responsibilities and duties: Suggest how an employee can contribute more to the company by taking ownership of new initiatives or dedicating more time to new duties, such as mentorship.
Performance Improvement Plan
A Performance Improvement Plan (PIP) focuses on addressing past shortcomings and problematic behaviors. It outlines the steps an employee needs to take to improve their performance, and sets expectations around acceptable performance criteria.
Key elements to include in a Performance Improvement Plan:
- Acceptable performance criteria: Outline general expectations for on-the-job performance with examples of positive and negative actions.
- Specific KPIs: Present a set of quantifiable goals that the employee must meet within a specified period.
- Support resources: Explain how the organization will help the employee address their shortcomings, such as mandatory training, mentorship, or counseling.
- Check-in schedule: State how often feedback will be provided and set up recurring meetings.
- Consequences: Describe what will happen if the employee does not comply with the proposed plan.
Note that if an employee fails to follow the Performance Improvement Plan, punitive action, such as transfer, demotion, or termination, may be taken.
The 15 most popular employee review templates
With the knowledge of best practices for feedback, let's now explore the first type of employee performance review: periodic reviews based on time.
Time-oriented employee review templates
1. Annual performance review
The frequency of this type of performance review is once a year. It provides an opportunity to assess an employee's progress and performance over the course of a year.
The focus of an annual performance review may include evaluating core competencies as well as individual goals related to performance management. This type of review is an excellent way to analyze an employee's performance history.
To ensure the review process is transparent, it is important to document the performance review in a shared space. Keeping a central source of truth for work documentation allows both you and your employee to review what has been accomplished over the course of the year. This helps to clarify expectations and milestones.
2. Mid-year performance review
A bi-annual performance review assesses a team member's achievements over a six-month period. This review method is ideal for teams seeking increased transparency in performance evaluation.
By giving team members regular feedback on their performance, they can identify areas for improvement and make necessary changes. On the positive side, this review also allows team members to recognize their strengths and build on their successes.
3. Quarterly performance review
Improve transparency in communication by conducting a quarterly performance review. This type of review assesses a team member's progress four times a year, providing more frequent opportunities for your employees to address any weaknesses and enhance their strengths.
As with any performance review, it is equally important to give equal attention to both positive feedback and constructive criticism. This promotes positive performance.
4. Year-end performance review
A year-end performance review evaluates an employee's success in relation to the financial performance of the company. This type of review is commonly used for operations and marketing teams, whose work is closely tied to financial revenue goals. The review typically takes place towards the end of the calendar year, when the company assesses its long-term goals.
5. 30-60-90 performance review
A 30-60-90 day performance review provides an assessment of a new employee's performance in their first three months in the role. This type of review is often paired with a 30-60-90 day plan, which helps new employees understand their job expectations and what they should focus on.
This review is important because it helps new employees understand their performance and how they are meeting the expectations of their role. It also offers the opportunity to adjust their priorities and focus areas as they learn more about the role. Without a 30-60-90 day review, a new employee might go several months without any feedback on their performance, which can be demotivating.
As a manager, it's crucial to provide frequent feedback to new employees to show that you're invested in their growth and success. By offering multiple feedback sessions, you can help new employees understand their strengths and weaknesses, and what they need to work on.
Team-oriented performance review templates
As a manager, you have an in-depth understanding of how your team member is performing in their role, but you may not always have a complete view of their activities. To address this, consider using employee performance review templates that focus on team goals, and combining them with traditional manager feedback for a comprehensive assessment.
6. Annual self evaluation review
An annual, bi-annual, or quarterly self-assessment review is an opportunity for a team member to evaluate their own performance, providing valuable insight into how they perceive their skills and abilities. This review should not be seen as a way to shift work responsibilities, but instead offers a chance for the team member to communicate their perspective.
After the self-assessment, you should provide feedback to the employee during a one-on-one meeting, using a physical or digital form, to ensure both viewpoints are aligned. This holistic approach to performance review balances the employee and manager perspectives.
7. Annual peer review
Annual or bi-annual reviews often include a peer review component, where coworkers are given the chance to evaluate each other through written responses to questions. Collect the peer feedback, your feedback, and any self-review feedback during the review period to gain a comprehensive understanding of the employee's performance.
Peer reviews provide valuable insight into how team members are perceived by their colleagues, and can highlight areas of strength and opportunity from different perspectives. Depending on the size of your team and your relationship with your employees, you may not have full visibility into their work. Peer reviews are an opportunity for team members to share their perspective and provide a more complete picture of their performance.
8. Annual team performance review
A team performance review involves a group of individuals rating the performance of the team as a whole. Gathering multiple opinions from different team members can provide valuable insights into the team's strengths and areas for growth. This type of review is particularly valuable for managers.
To conduct a team performance review, ask each team member to complete a self-assessment and answer questions about the team and its goals. Some questions you might consider include:
- How well did the team work together as a group?
- Can you provide an example of effective team collaboration in the past period?
- Can you provide an example of less effective team collaboration in the past period?
- How comfortable are you communicating feedback to your peers and manager?
- What changes could be made to enhance team collaboration?
Performance review templates
If none of the above performance review templates suit your needs, consider using a general employee performance review template that works for most teams and situations.
9. Basic performance review
A basic performance review focuses on phrases that describe performance, rather than numerical data. This is crucial in providing context for team members to understand their performance. A rating without context can be confusing and hinder growth.
Frequency: Annually, semi-annually, or quarterly
This type of review helps maintain clear expectations and is an effective way to communicate performance without confusion. The review should center on goals and use examples to support data. Without these, it can be difficult for team members to comprehend how they can improve and meet expectations.
10. Goal setting review
Goal setting reviews concentrate on a team member's target objectives. These goals can be related to their professional objectives and how they align with the company's long-term strategy. For instance, as a team lead, your goal for the next quarter may be to streamline cross-functional communication, aligning with the company's goal of greater transparency across departments.
Frequency: Annually or semi-annually
It's important to follow the SMART goal acronym to make sure the goals are specific, measurable, achievable, realistic, and time-bound.
11. 360 performance review
A 360 degree performance review evaluates an employee's performance from the perspective of all relevant team members. This includes self-feedback, feedback from peers, feedback from the manager, and feedback about the manager from the employee, if applicable.
Frequency: Once a year
This type of review is particularly useful for managers seeking feedback from direct reports. Use this template if you want input from those you work closely with, regardless of their role in relation to yours.
12. Professional development review
A professional development review evaluates a team member's personal goals. This is important in assessing a team member's career trajectory and ensuring they are meeting the requirements of their role while developing personal objectives such as leadership skills.
Frequency: Annually or semi-annually
By connecting job and personal goals, the employee can better understand how their role is supporting their career development. For instance, if an employee wants to grow into a leadership position, part of their professional development plan may be to become more involved in a strategic role. During the professional development feedback session, you can review the steps they have taken towards that goal and outline further steps for improvement.
13. Performance improvement review
Before using a performance improvement review, make sure to have an improvement plan in place. It's important to clearly communicate expected performance goals so the individual has the chance to meet them. Once objectives are clear, you can use a performance improvement review to evaluate the team member's success based on the previously defined expectations.
Frequency: Only for underperforming employees
An improvement review measures a team member's success based on a performance plan that has been established. Use the improvement plan to clearly define expectations for how an employee can improve. Implement a performance plan when an individual is underperforming according to their job description.
14. Compensation check-in
A compensation check-in is a review of a team member's performance to determine the merit of a raise. This type of review doesn't guarantee a promotion, but it can provide transparency around the expectations for an annual raise.
Frequency: Once a year
To do this effectively, provide examples of work that exceeded the employee's job description. This will provide clarity about performance and promotion trajectory.
15. Outstanding Performance Feedback Review
The outstanding performance feedback review measures and highlights an individual's accomplishments. This review provides the employee with additional context about how their exceptional work has had a positive impact on the team or company. It's often used in conjunction with a compensation check-in.
Frequency: Only when an employee is performing exceptionally in their role.
By recognizing this performance, it can help to boost the employee's morale and create a moment for both of you to reflect on what went well.
Sample performance review example
Ready to create your own unique performance review template? Let's start with a sample! Here's a fresh example for you to use as inspiration.
Employee name: Jake Smith
Review period: Q2
Date of review: June 1
Employee rating: Consistently Meets Expectations
Strengths: Jake had a solid quarter. He consistently met his goals and was always willing to lend a hand to his team. He has a great attitude and it shows in his work. He truly embodies the values of Sky High Enterprises.
Opportunity: Although Jake consistently meets expectations, there is room for him to expand his skillset. Encouraging him to attend industry events and training sessions would give him new perspectives and ideas to bring back to the team.
Goals:
- Attend at least one industry event in Q3.
- Lead one team project in Q4 to showcase his skills and newfound knowledge.
Remember, the point of a performance review is to give feedback, set goals, and inspire growth. So, feel free to add your own personal touch to this sample performance review and make it your own!
The final note
In conclusion, performance reviews play a crucial role in the development and growth of employees. It provides a platform for employees to receive feedback, set goals and grow in their careers. Preparation is key to having a successful review, as it allows you to gather all the necessary information, reflect on your accomplishments, and identify areas for improvement.
The 15 performance review templates we shared in this article serve as a starting point for creating a review process that works best for your company. From 360-degree reviews to the traditional annual review, you can choose the template that aligns with your company's goals and values. Additionally, our sample performance review example should give you an idea of what a typical review might look like.
Remember to follow the do's and don'ts, as it helps create an environment for open communication and honest feedback. A well-conducted performance review can benefit both employees and employers, fostering a positive and productive work environment.
Finally, a performance review can be a valuable tool for employees and employers alike. Use the templates and example shared in this article as a guide to create a review process that is meaningful and impactful.
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