How to Write a Performance Appraisal

Most managers usually wait until the last minute to write a performance appraisal, which is why they are then accused of being unfair. Keeping track of your employees from the start while taking care of your own jobs is what has got you to the position in the first place. As such, making sure you perform both jobs well is a duty that you must adhere to. The time of a performance appraisal and review that occurs towards the end or the beginning of a new year is usually tense, for both managers and employees, with the expectations soaring at very high levels. Doing justice to an appraisal is therefore important, so that your employees aren't left feeling betrayed.

Writing a Performance Appraisal

A performance appraisal reviews an employee on two aspects: quantitative analysis (the amount of work and its quality done in the year) and qualitative analysis (based on soft skills such as communication, time management, teamwork, etc.) Often, qualitative skills are known to overpower quantitative skills and employees feel that the appraisal has become unjust and unfair. As such, a blend of both these aspects is very important in carrying out an effective performance review. To do this, try keeping a track of an employee's performance each month. Maintaining a monthly analysis will help you write a good performance appraisal at the end of the year. Having said that, there are some more tips that will ensure that you can write an effective performance appraisal.

Encourage Self-Appraisals
Having employees conduct their own appraisals can help you analyze what they perceive of themselves in the organization vis-a-vis the perception of the management about the employees. Using key performance indicators, you can have employees grade themselves. However, do remember that employees are likely to be biased in self-appraisals. Encourage them to be critical and not provide you with a lopsided self analysis. You have to take into account all the good and bad and not just focus on what the employee has communicated to you.

Review what Others Have to Say about Your Employees
People your employees interact with such as clients or colleagues should be taken into account while writing out a performance appraisal. This is primarily important for a qualitative appraisal that requires you to review teamwork, leaderships skills, and time management along with several other qualities. Again, keep in mind that some of these reviews may be biased, in spite of it being a professional setup.

Don't Review Based only on the Last Month of Performance
A lot of managers usually review an employee's performance only based on the thirty days before the appraisal. Moreover, employees are aware of this and take advantage of this by stepping up their performance at this time for a good review. This is why maintaining monthly or at least quarterly reports about employee performance is encouraged.

Review Goal Achievement
In some organizations, goals and targets that should be achieved by employees have been set for the year. Review this goal achievement in order to carry out a quantitative analysis of the employee.

Use Neutral Language in the Appraisal
Now, you yourself may have a biased opinion about a particular employee. However, since you are the manager, you have to be fair and not overly critical about something that you think an employee may have done wrong. Use neutral performance review phrases that highlight the negatives, and provide appropriate positive feedback too.

Let Employees Review the Appraisals Before You See Them
The whole purpose of writing a performance appraisal before having the meeting is so that employees can see it and mull over it. This will allow them to think through all the comments you have provided, both positive and negative, and come back to you with an appropriate response. Your employees may feel cornered if you suddenly present the review before them.

Using these tips will help you write a fair and critical performance appraisal. This will also reflect well in your own capacity as a good manager. Use these tips to write an effective performance appraisal that will be appreciated by all your employees.