Performance Review Procedures – SOP

Employee reviews should be conducted using the following dates:

90 Day Review

• Mandatory for all New Employees
• Provides Feedback to/from New Employee
• Discuss eligibility for all company benefits 
• Provide Goals and review what is ahead

6 Month Performance Review

• Mandatory for all Employees
• Provides Feedback to/from New Employee
• Provide new goals and review new goals to achieve 
• Rate increase may be considered, but will typically take place at the annual review

Annual Performance Review

• Mandatory for all Employees
• Managers should prepare for the review one month in advance
• The review must be completed within 12-13 months from the previous review (if applicable). 

Preparation is Key

• Keep track of all upcoming reviews for your team and review this information regularly
• Keep notes on employee performance throughout the year. Documenting performance will help when filling out the Evaluation Form.  
• Review the employees job description and measure this against their performance. This will help in completing the evaluation form as well.  
• When possible, collect additional information from any other supervisors that may have managed or worked with the employee

Scheduling the Review

• Schedule a date and time to meet with as much advanced notice as possible.
• Discuss their upcoming review in person and email them a Meeting Request/Reminder.
• In your email, make sure to include a Self Evaluation Form and request that this be submitted to you at least 2 business days prior to the meeting.  The Self Evaluation will help you in conducting a more well rounded review with additional information you may have been unaware of, as well as the employees insight, feedback, and goals.

Completing the Performance Review Form

• Be honest, fair,  and thorough in your evaluation and feedback
• Consider the employees Self-Evaluation and feedback from other supervisors when completing the review
• Review any documentation you have on the employee.  Continuous record keeping on employees will be a big help in completing the Performance Review Form.
• Keep the review as positive as possible, focusing more on completing goals and meeting/exceeding expectations.  
• Complete the entire Performance Evaluation Form, making sure to cite examples when possible
• Make a copy of the review form for the employee, so they may  follow along during the review.  

Once you have completed the Performance Review Form, be sure to read it over at least once more to make sure you feel it is ready to be shared with the employee.  You are now ready to conduct the performance review.  

Effective Performance Review Guidelines

• Meet in a private location where you will not be interrupted.  If you are in your office, be sure to place your phone on the "DND" setting.  
• Put the employee at ease and set the tone for a constructive discussion on their performance and future expectations and goals.  
• Remember to listen - a review is a chance for a discussion on shaping employee performance and work behavior.  
• When giving a low rating for a particular area, be as constructive as possible and provide examples of the behavior or performance concern.  Discuss these concerns with the employee and be open minded, allowing the employee to respond to the feedback.  Always include a plan for improvement and incorporate that into your feedback.  
• The most important part of the review is to discuss any goals or plans for improvement.  Be sure to discuss the goals and expectations that will be measurable for future performance evaluations.  
• At the end of the meeting, have the employee sign off on the review form and make sure they keep a copy for their records

Sample Questions 

*please note that the "Performance Review (3-6MO)" is used for the Self Evaluation.  Self Evaluation forms should be copied and filed - one copy for the employee and one for the employee file.  

Please make sure to give details....

3-6 Month Form

Exempt

NON-EXEMPT

Rate Change Form

1.        If the employee is hourly (non-exempt) what is their current rate? 
2.        What is the new proposed hourly rate?
3.        What were her last two increases (when, what $ amt, and what %)?
4.        How many regular hrs and OT hrs did she work in 2013?  For a total of how much gross?
5.        Does she receive bonuses/commissions or any other benefits like cell phone, etc.?  If so, what in 2013 and/or what this year?
6.        How much OT has she made thus far for 2014?
7.        How many more OT hours do you estimate she will have to do in 2014 after the last pay period?
8.        With the answers to the above how much do you anticipate her to make within a year at this new rate? (total expected OT hrs + total expected reg hrs)
9.        How much do people in similar positions (in her department) make?  How long have they been here vs. her?  Does this pay increase make it unfair to anyone else?

• Submit this to your direct supervisor for review, approval, and signature at least 48 hours prior to scheduled review
• If the increase exceeds 5%, then it must be approved by the CFO

• Meet with the employee and review the rate/position change
• Employee Signature is required on both the performance evaluation form and rate change (if applicable).

  How to give a review SOP:

1. Review self evaluation form with the employee.
2. Review Performance Evaluation form with the employee. 
3. Review rate change form.

• Documents must be handed in to Human Resources as soon as possible.