Writing an employee performance appraisal report should be done with thoughtfulness and accuracy as the appraisal will be added to the employee’s human resources file. The data, comments and tasks you include in the employee’s performance appraisal report will aid in measuring future benchmarks of the employee’s professional growth within the company. You’ll be using previously established criteria to evaluate the employee and communicating with the employee new goals and objectives.
1. Fill out the employee’s standard data such as the name, job title with any applicable level codes, current salary and the date.
2. Scroll down the employee “Key Responsibilities” section. This section may also be titled, “Job Responsibilities” or something else as similar. This section will describe the main responsibilities of the job and not the day-to-day tasks that the employee does to fulfill these roles. Examine each key responsibility carefully and rate each one on its own merit using the guidelines that your company has set forth for you. A rating of “Outstanding” is an employee that consistently goes beyond the call of duty on all work related matters. The “Above Average” rating is similar yet you can clearly see the employee does not try to provide “110 percent” so to speak. An employee might receive the “Meets Expectations” rating if the she does exactly what is required and no more. An “Unsatisfactory” rating is for the employee who consistently falls below in meeting the required responsibilities.
3. Scroll down to the “Job Duties” section that describes each of the employee’s day-to-day activities. Rate each activity. For example, the employee might receive an “Above Average” rating in the “Meeting Deadlines” category while receiving an “Average” rating for something like, “Responds to upper level management staff in a timely manner.
4. Fill in the “Performance Expectations” sections with clear to understand language that outlines exactly what is expected of the employee. For example, statements such as “(Employee’s name) needs to increase sales quota by 1.25 percent over the next six months by utilizing current sales guidelines…” or “(Employee’s name) should strive to have all weekly reports due for the weekly meetings the day before to ensure the deadline is met…” would be appropriate. Provide a current company process to help the employee accomplish what you’re asking of her.
5. Write in the “Supervisor Comments” issues pertaining to interpersonal skills. Start with the positives and strengths of the employee before commenting on areas of weakness. For example, “(Employee’s name) is always on time and communicates easily with both internal and external customers,” followed by, “(Employee’s name) should remember to consult with upper management prior to issuing an order for extra office supplies.”
6. Fill in the new salary the employee is to receive if the employee has earned an increase according to your company guidelines. If the employee does not receive a new salary, then note what the employee needs to do to receive one in the future.
7. Review the performance appraisal for accuracy on all levels. Submit the performance appraisal to upper management for review prior to signing it. Schedule a time with the employee to review it.
If you have more than five employees to review, begin preparing the employee’s review approximately six to eight weeks prior to the review deadline. If you have less than five employees, begin the reviews no later than four weeks prior to the deadline.
Do not note negative day-to-day or one-time incidents, real or perceived, on the performance appraisal report unless you’ve previously followed your companies human resources documentation policies and procedures exactly. The employee receives a copy of the employee performance appraisal report and can use it as a legal basis to possibly prove libelous statements made against the employee in extreme circumstances.
