GREAT Performance Reviews in Just 2 Weeks

You’re probably thinking, “There’s no way I can do a meaningful performance review of my associates in just 2 weeks?” Allow me to share a little secret with you: you can do it, but it’s going to take some work. Hopefully you, like me, saves most of your important sent messages in folders for each member of your team, and that you make notes throughout the year on how each member of your team performs. I also hope that you have meetings with each person individually on at least a monthly basis. If not, start next year. I won’t judge you.

As slacker managers, we’re always looking for easier ways to do things, and performance reviews are no exception to this. If you’ve been actually slacking and not being a slacker manager and are just getting started now, you probably don’t think you can provide a great performance review for your direct reports. It’s tough, but you can do it.

How to do a great performance review in just 2 weeks (or less)

Goals: Start off by reviewing your associate’s goals. What were your associate’s goals? What steps were taken toward this goal? Even if they were 100% achieved, what did the associate achieve in the past 12 months or so that took them closer to their goal. Write this down.

Response time: Next, think about the response time you’ve gotten from your associate when you’ve asked them for something. You might notice there were times you didn’t get an update from an associate, or times when an update was faster than expected. Look for patterns, and note this. Also, think about how your customers feel the response time is from this person. Again, patterns, not one time behavior, is what you’re after.

Emails: Third, review all e-mails you sent directly to and received directly from your associate. Is there a central theme or question that was answered, or that needs to be answered?

Attitudes: What was the overall attitude your associate displayed for the past year? Do you have specific examples where they pitched in and went above and beyond?

Thanks: No matter how well or how poorly you feel the associate did for the year, you always need to end on a positive note. The final thing you need to do for your associate is be sure to thank them for something specifically that they did very well to reinforce the good thing (hopefully things) that they’re doing.

One way to get a jumpstart on next year’s goal setting conversation is something I try to sprinkle in to my performance reviews. It helps get associates unstuck from the past and focused on moving ahead and doing great things in the future.

! - Opportunities for improvement for next year: This is a great chance to think about where, after thanking an associate for a job well done, where you talk about what their interests are for next year, and plant the seed in their head to set next year’s goals, what training they might need, and any other support from you their manager.

The key throughout all of this is specificity. Be specific in the examples you use, and the associate will have a meaningful review. If you don’t have specific examples, either you’re a mediocre manager, or you’ve got an average associate. Be honest with yourself in this assessment, and no matter what, always strive to do better for next year.

Hopefully you saved those e-mails, and you kept at least semi-good notes. You now have the tools to provide a GREAT! review in 2 weeks or less, if you focus on goals, response times, emails, attitudes, give thanks, and look for opportunities for improvement for next year.

Soon I’ll share my tips on how to set up and execute a plan so you have your performance reviews done for you next year.

[Phil Gerbyshak is a vice president of information technology at a regional financial services firm. His first year as a manager offered him 3 weeks to do performance reviews with 8 associates who previously had not reported to him. Trial by (almost) fire(d)!]