How to Write Employee Evaluations

As a manager, it is part of your responsibility to write reviews about how your employees are doing at work. This happens after they've been working for a while or once a year. Employee evaluations are important because they provide employees with helpful feedback so they can keep improving in their jobs.

This article’s topic revolves around what an employee evaluation is and how to write an effective one.

What is an Employee Evaluation?

A performance review can be likened to a report card, only that you are being evaluated for your job performance. It's a regular assessment of your effectiveness in your job. Performance reviews assess your productivity, your proficiency in key job areas, your ability to collaborate effectively with others, and your punctuality.

Different companies have their own ways of doing these reviews, but they usually have a similar format. Managers may write comments or give you a score to show how good you are at certain tasks and skills. They also talk about which areas you perform well in and where you can do better.

Companies usually conduct these reviews once a year as part of their end-of-year process. These reviews help evaluate your qualifications for a promotion or raise.

What is the Purpose of Employee Evaluation?

Employee evaluations serve a vital purpose in the workplace. They help recognize good work, identify future leaders, and support struggling employees. Here are the key reasons behind conducting employee evaluations.

• Recognizing good workers: Employees feel most motivated when they get recognized for doing a good job.
• Spotting future leaders: When you give feedback regularly, you can see who can become good leaders in the future.
• Helping struggling workers: Reviews are a good time to suggest extra training for employees who are having a hard time.
• Setting goals for the future: Together, you and the employee can decide what they must focus on next, which gives them more freedom to get things done.
• Tracking progress: Reviews show how much progress employees have made over a certain time.
• Helping with decisions: The reviews can provide proof for decisions such as giving raises or promotions.
• Backing up your choices: If you must let someone go, reviews can show why it's necessary to do so.
• Checking hiring and training: Reviewing new employees helps you see how well your hiring and training methods are working.
• Making sure everyone's on the same page: Reviews help employees understand what's important for the company's success.

Benefits of Employee Evaluations

Employee evaluations, when done properly, offer significant advantages for both employers and employees:

• Better communication: Evaluations enhance communication between managers and employees, ensuring everyone is on the same page.
• Increased job satisfaction: Regular feedback boosts job satisfaction and helps retain valuable employees.
• Enhanced performance: Evaluations motivate employees to perform better, leading to improved productivity and profitability for the company.
• Recognition of talent: Conducting evaluations helps identify top performers, paving the way for promotion opportunities within the organization.
• Support for growth: Employees in need of further training or development receive the necessary support through evaluations, fostering their professional growth.
• Positive company culture: Evaluations contribute to a positive company culture by promoting transparency and accountability in performance assessment.

How to Create an Employee Evaluation

Follow these steps to make a useful employee evaluation:

Step 1: Review job descriptions

Start by checking the job description for each employee. This reminds you of their duties and helps you see how well they meet expectations. Note down what they do well, where they can improve, and when they exceed expectations.

Step 2: Highlight improvements

Look at past evaluations from when you've worked with the employee before. See how they've progressed and what areas they've improved in. Include any new skills or training they've completed. Remembering the whole year's work helps make the evaluation detailed.

Step 3: Compare strengths and weaknesses

Use past evaluations to list strengths and weaknesses. Think of opportunities for growth and any threats that can affect their performance. Gather data such as attendance and sales numbers to support your points.

Step 4: Using clear and objective language

It's important to be clear and objective during employee reviews. Avoid vague phrases such as "doing well" or "needs improvement." Instead, give specific examples. Refrain from subjective language like "in my opinion" to keep feedback unbiased and focused on performance.

Step 5: Recommend goals

Think about how your employees can improve and grow in the coming year. Create SMART goals that are Specific, Measurable, Achievable, Relevant, and Time-bound for effective planning and success.

Step 6: Give constructive feedback

Provide positive feedback along with areas for improvement. Recommend ways they can get better at things they're not good at yet.

Step 7: Listen to employees

Let employees respond to their reviews and give input. Engaging them in the process makes them more likely to work towards their goals.

Following Up and Offering Continued Support

Employee evaluations may only happen once a year or at set times, which is why it's vital to follow up and provide ongoing support to your team. Here's how you can make sure the feedback from evaluations has a positive impact:

• Follow up in writing: After each evaluation meeting, write down important points. Send an email to the employee, thanking them for their time and summarizing any action items or next steps discussed. Attach evaluation forms or link for their reference. This helps employees keep track of their progress and prepare for future evaluations.
• Take the next steps: Evaluations may lead to actions such as promotions or raises. Discuss these outcomes with HR and other relevant teams based on the evaluations and company needs.
• Provide ongoing feedback: Keep checking in with employees during regular one-on-one meetings. Offer support, suggest resources, and answer questions to help them reach their goals. Continuous feedback helps employees understand their performance and reduces surprises during formal evaluations.
• Encourage development: Offer access to resources such as online learning platforms or professional development events to help employees improve their skills.
• Celebrate achievements: Don't wait for the next evaluation to recognize successes. Celebrate achievements as they happen to motivate employees. For example, acknowledge when someone completes a training course or achieves a goal in a team meeting.
• Address performance issues: When an employee struggles to meet goals despite understanding them, address the issue promptly. Delaying can affect team morale and business success. Schedule a conversation to resolve any conflicts and provide support where needed.

Employee evaluations benefit both individuals and organizations. They help workers improve and grow by providing feedback on their performance. For companies, evaluations highlight skills gaps and trends, ensuring they have skilled workers ready to support future growth.