Before you sit down with your employee for his or her performance review, you should write down your feedback in a way that will facilitate an effective discussion. Record your observations about the employee's job performance as objectively as possible, and
tie your conclusions to hard data. Provide evidence of progress (or lack thereof) by connecting accomplishments with established goals: “Derek increased sales by 7%, which exceeded his goal of 5%.” The more information you give, the more likely the employee will be able to strengthen positive behaviors and correct negative ones.
Include specific examples. Just make sure you express observations as
neutral facts, not judgments, when giving negative feedback. For example, instead of saying, “Theo doesn't know how to talk to difficult customers,” which infers a lack of knowledge instead of a skill that can be improved, say, “Theo received five complaints from dissatisfied customers.”
Adapted from
“How to Document a Performance Review,” by Harvard Business Review Staff.
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