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Employee Quarterly Performance Review Process Template

This template provides a basic structure for your employee performance review process.

The purpose of this quarterly employee review process template

(Note: This employee performance reviews template is designed to facilitate communication and feedback both ways between the manager and subordinates.)

Your satisfaction at work is important to us and we feel that regular discussion and review is a key to helping everyone feel they are valued and have a say in their ongoing development. To do that, we have implemented an employee review process. This Subject will overview that process so you know what to expect as you continue in your role.[Hot Tip: Employee performance review processes can vary greatly and not everyone has had a good experience with them. In this employee performance review template, we suggest doing the purpose introduction as a video. This will let you show your excitement and intention for your review process and how it will be a positive experience for your employees.]

The scope of this quarterly performance reviews process template

(Note: This employee performance check in template works best if it applies to all employees in the organization, regardless of their seniority, contractual details, or nature of work.)

[All full-time, part-time, and contracted] employees will receive a performance review [once a quarter].

Why do we do reviews?

Initially, our review philosophy was more of a "constant feedback" cycle, where managers and employees chat regularly and offer praise, provide feedback, discuss goals and issues, etc.Eventually, we needed more formality. We've learned that if we don't "schedule" feedback, tiny symptoms can turn into major problems. Similar to releasing a valve after a lot of pressure has built up, it's better to have more frequent, intentional check-ins to address issues and set manageable goals.

Why quarterly performance reviews?

We use a quarterly check-in cycle in which we review individual progress, set individual goals, and monitor individual satisfaction using a simple scorecard.

What is the need for a weekly performance review (1:1s)?

In-between all quarterly performance reviews, we use weekly 1:1s to review individual progress on projects, remove obstacles, and provide real-time feedback.

About raises

Reviews are often synonymous with raises. Aren't reviews accompanied by incremental raises? Not necessarily.Reviews are an opportunity to give feedback, monitor progress, and certainly to discuss changes to role, responsibility, and compensation. But, don't think of a quarterly check-in as a scheduled time for an incremental raise. Raises are given when responsibilities change, when individual and company performance improves, or when market changes occur, and that could happen at any time!So, treat your reviews as opportunities to evaluate your performance, your goals and your compensation to make sure that everything is still properly aligned. If a pay change is mutually agreed on, it is more likely to occur in conjunction with achieving a goal rather than attending a review meeting.

Be candid

As you complete the Quarterly Check-in Scorecard and your employee review forms  before each interview, sugar-coating your true feelings and feedback will only serve to limit the progress that we can make together.Don't hesitate to score something as a 3 or a 4 out of 5 if you don't truly believe that it is a 5. This openness and honesty is what creates the environment to have a conversation and address issues when they arise.By the way, 5 out of 5's are great too, if it's how you feel!

1. Schedule your review

Your team lead will let you know when reviews will take place. At that time, you can use the following link to schedule your review:[link to team lead meeting scheduler]You will receive a confirmation email. Keep this email handy in case you need to reschedule your review.

2. Complete the [Quarterly Check-in Scorecard]

To help you prepare for your review, download and complete a copy of the Quarterly Check-in Scorecard. This document will have you consider:

  • Your Fit - This ensures that you continually feel like the organization is the right place for you
  • Your Role - This evaluates your role and workload, which can change quarter to quarter
  • Your Team Lead - This helps to evaluate issues that may be outside of your direct control
  • Your Compensation & Benefits - This ensures you feel appreciated and rewarded for your efforts

In each section, you have the opportunity to add additional thoughts, and you are encouraged to explain non-perfect scores with suggestions and agenda items to discuss in the meeting.Next, you'll look back on the Previous 90 Days and forward to the Next 90 Days to evaluate your progress and set new goals.When you have completed the scorecard, sign and send it to your Team Lead no later than one week before your scheduled review.

3. Meet for your review

During your review, you and your team lead will review and discuss each section of the scorecard you submitted. Be prepared to discuss the scores you gave and provide further detail if needed.Be sure to have thoughtfully considered the goals you have set for yourself and ensure they are clear, attainable, and measurable. Finally, come to the review expecting to have an intentional and productive meeting with your team lead.

Manager expectations

As a manager, it’s your responsibility to ensure all employees receive regular, fair employee performance reviews.So that you can hold regular meetings and performance reviews you should:

  • Be clear with objectives - Your team should know exactly what is expected of them. When hiring someone new, make sure they understand the job completely and all its responsibilities. Specific goals should be set during your [weekly] meetings and should be reworked during [annual/bi-annual/quarterly] performance reviews.
  • Give productive feedback - During your meetings, make sure all feedback is constructive and will improve your employee’s performance. Be fair, specific, give guidance and praise as needed. And, make sure they fully understand the feedback you give.
  • Create 2-way communication - You should make your expectations clear as a manager, but be sure to take what your employees have to say into account. Always discuss any and all training opportunities that would be helpful to your team.

Keep a log of action items - You should create a log for each of your team members so you can keep track of any incidents, successes, and action items moving forward. Good and bad behavior should be noted, especially if it can lead to a bonus or promotion.

Questions? Comments? Concerns?

Have a question about this policy? Reach out to [HR contact].

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Employee Quarterly Performance Review Process Template

This template provides a basic structure for your employee performance review process.

Organize the chaos
of your small business