How To Write A Poor Performance Review

How to Write a Poor Performance Review: A Guide for Managers

Writing a poor performance review is never easy, but it's a crucial part of managing a team. Done poorly, it can damage morale and create legal issues. Done well, it can be a catalyst for improvement and a fair assessment of an employee's contributions. This guide will walk you through the process, helping you deliver constructive feedback that drives performance enhancement.

Before the Review: Preparation is Key

Before you even sit down to write the review, several key steps are necessary to ensure fairness and effectiveness:

1. Gather Concrete Evidence

Don't rely on gut feelings or vague impressions. Compile specific examples of the employee's performance, both positive and negative. This includes:

• Specific dates and instances: When did the performance issues occur?
• Quantifiable results: Use metrics to illustrate the impact of the poor performance. For example, instead of "missed deadlines," say "missed three deadlines in the last quarter, resulting in a two-week delay on project X."
• Documentation: Refer to emails, project reports, performance data, and other documentation to support your claims.

2. Focus on Behaviors, Not Personality

Avoid making subjective statements about the employee's personality. Instead, focus on observable behaviors and their impact. For example, instead of saying "He's lazy," say "He consistently misses deadlines, requiring the team to work overtime to compensate."

3. Consider the Context

Understand the employee's challenges and circumstances. Are there external factors affecting their performance? Have they received adequate training and support? Addressing these factors shows empathy and helps determine if additional resources are needed.

During the Review: Delivering Constructive Feedback

The actual review meeting should be a conversation, not a lecture. Here’s how to make it productive:

1. Start with Positives

Begin by acknowledging the employee's strengths and contributions. This sets a positive tone and makes the criticism less jarring.

2. Deliver Constructive Criticism

Use the "sandwich method": start with a positive, then deliver the criticism, and end with another positive. Focus on specific behaviors and their consequences. Avoid generalizations and personal attacks. Frame criticism as opportunities for growth.

3. Encourage Two-Way Communication

Create space for the employee to respond. Listen attentively to their perspective and address their concerns. This demonstrates respect and fosters a collaborative environment.

4. Create an Action Plan

Collaboratively develop a clear and actionable plan for improvement. This should include specific, measurable, achievable, relevant, and time-bound (SMART) goals. Outline the support and resources available to help the employee succeed.

After the Review: Follow-Up and Support

The review is not a one-time event. Follow up regularly to monitor progress, provide ongoing support, and offer additional guidance.

1. Schedule Regular Check-ins

Schedule regular check-in meetings to discuss progress towards the goals outlined in the action plan. This allows for ongoing feedback and adjustments.

2. Provide Resources and Training

Ensure the employee has access to the necessary resources, training, and mentoring to support their improvement.

3. Document Progress

Keep detailed records of the employee's progress, both positive and negative, to inform future performance reviews.

Legal Considerations

Remember to be objective, fair, and consistent in your assessments. Document everything thoroughly and adhere to company policies and legal guidelines. If you're unsure about any aspect of the process, seek guidance from HR.

By following these steps, you can conduct a poor performance review that is both fair and effective, leading to improved performance and a stronger working relationship. Remember, the goal is not to punish, but to help the employee improve and contribute to the team's success.