Welcome to the Performance Management Cycle Online Training!
Performance Management Cycle
Topic 4. Formal Performance Appraisal

Three Focus Areas in Depth

Topic 4

Focus Area 2: Writing the Performance Appraisal (cont.)

Writing Feedback Statements

The goal is to reinforce positive behaviors and discourage negative behaviors. Supervisors should specify the observable actions or behaviors that the employee is or is not doing. Offer examples of what is good and what is negative so that the employee being evaluated understands the expectations. Providing job-related examples substantiates a supervisor's opinion and the result is an objective appraisal. The following examples provide illustrations of opinions that are poorly written and objective statements that more accurately convey the message.

Opinion Statements Objective Statements
  1. Lisa has a bad attitude.
  1. Our office converted to new software and Lisa was unwilling to learn the new programs. She initially refused to attend training and on two occasions expressed her displeasure using inappropriate language about the situation.
  1. Fabio does a great job!
  1. Among his other tasks, Fabio fields approximately 25 inquiries a day from dues paying members. He promptly and thoroughly answers their membership questions, which can, at times, be rather complicated. Fabio has taken the initiative to create a membership website and a new member benefits email list.
  1. Clyde is unreliable.
  1. Unless Clyde is regularly reminded, he falls behind on his commitments and does not complete projects on time. The coaching staff have remarked that it is easier for them to do the work themselves rather than rely on Clyde to do it.
  1. Sarah has poor attendance.
  1. Sarah didn't follow procedures by calling in to indicate lateness on five occasions (list dates) and didn't obtain prior approval for time off on two occasions. On May 4, I reviewed the office policy with her and indicated that failure to follow policy would result in disciplinary action.
  1. Greg's performance is consistently poor.
  1. The standard for daily cash drawer reconciliation is 99.5% accuracy. Greg had six cash reconciliations in error in the past five months. This was discussed with him on (specific dates) and the procedures were reviewed with him on (dates).
  1. Jonah is fun to work with.
  1. Jonah is cooperative, listens to others, and contributes ideas in a constructive manner.  Jonah appropriately uses humor to diffuse conflict and help bring divergent views into consensus during group meetings.
  1. Emily doesn’t care about this job.
  1. Emily did not enroll in the training courses outlined in last year’s appraisal.  When reminded to do so, she responded that she would get to it, but did not follow through.
Problematic Statement
Appropriate Statement
  1. Sally’s attendance is good even though she just returned from having a baby and is nursing.

    Note: Avoid information that relates to protected leave or personal problems.
  1. Sally meets our attendance requirements and plans her need for leave accordingly.  Sally makes requests for leave well in advance and consults with her supervisor as appropriate.
  1. Don’s work has improved since his son went to military school.
  1. Don has worked hard this year to improve his attention to detail.  He is getting projects turned in on time and has provided input to team meetings.

 

Key Summary Points for Focus Area 2

  1. Understand the benefitts and purpose of a performance appraisal to help you to write a better review.
  2. Know which performance appraial form to use, and specific instructions for documentation and review for each employee classification.
  3. Be aware of the advance steps required to prepare for writing and conducting the performance appraisal.
  4. Know how to present feedback as objective statements to reinforce positive behaviors and discourage negative behaviors.