Preparing for your Performance Review

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Preparing for your Performance Review

• By Michael Mina
• 1/11/07 IT Careers SIG meeting

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Scope of this presentation

• Limited to standard review one employee being
  reviewed by one or more reviewers (often
  including one's manager)
• Note Not all employees are reviewed by their
  manager
• Geared toward the reviewed party
• Excludes 360 degree and related reviews
• Not geared toward the reviewer

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Aliases

• Performance review
• Performance evaluation
• Performance appraisal
• Annual review
• Annual evaluation
• Annual appraisal
• Salary review
• Etc.

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Why reviews are important

• Some ways are more obvious, some are less so
• They may impact your salary
• Note There are employers that give you the same
  salary increase whether you have a good or bad
  review.
• They constitute feedback regarding how your
  performance is perceived
• Do you have a future in this department?
• Are your accomplishments underrated?
• Is the reviewer so off-track that you question
  his/her management skills?

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Why reviews are important

• They can serve as proxies for a reference from
  your manager
• You may not your manager to know you're looking
  for a new job
• However, your prospective employer may want a
  reference from someone who recently worked with
  you, or a prior manager
• Consider addressing their concerns by leaving a
  copy of your review

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Why reviews are important

• They are official documentation about you
• They can be used to
• Prove claims that you make about your own
  accomplishments
• Justify your discipline or dismissal
• Your reviews are a part of your professional
  reputation-treat them accordingly

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When to prepare for your review

• Always, always, always
• Everything you do, day to day, is subject to
  review, so accurately and completely record what
  you do day by day
• As you perform your tasks, always think of how
  they can be packaged for your review, whether
  that's one day or one year away

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How to prepare for your review

• Review your company's policies procedures for
  conducting reviews
• Do what company policies procedures say (of
  course)
• Use the appropriate forms
• Set up the appropriate meetings
• etc.

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How to prepare for your review

• If there are special reviewing instructions given
  to you by an authorized party (e.g., reviewer or
  manager)
• Be sure to follow them
• Be sure to document the deviation in instructions
• Understand what is expected of you when

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How to prepare for your review

• Create a list of your accomplishments
• Major first, then minor
• For each
• Problems you solved
• Impact to organization, customers, partners, etc.
  Examples
• Wrote queries against database - OR -
• Developed procedures to update the managed care
  system and avert the incorrect billing of 10,000
  members.
• Also, what were you asked to do that isn't in
  your job description?

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How to prepare for your review

• Send this list to the reviewer in advance of your
  review date. If possible, attach it to the
  review.
• Always be able to document your claims
• Personal log, emails, attachments, etc.
• No one cares to remember your accomplishments as
  much as you do
• Always keep this documentation separate from
  other files so that it's
• Readily available
• Easy to reproduce

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How to prepare for your review

• Consider separating electronic copies as well
• Note Be careful not to violate any company
  policies in doing this.
• List any other topics you may want to discuss at
  the review
• Promotion opportunities
• New responsibilities
• Training
• Other goals you have for the upcoming period

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What constitutes a good review?

• One with no surprises-you should have received
  performance feedback regularly
• One which accurately evaluates your performance
• One which constructively suggests areas in which
  you can improve
• One in which your own career objectives are
  discussed

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What constitutes a bad review?

• One where you receive negative feedback for the
  first time
• One which does not accurately evaluate your
  performance
• One which results in employee disengagement

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What to do during the review

• Listen carefully to what is said/not said
• For what are you being praised?
• For what are you being criticized?
• Take good notes
• Carefully consider your words
• If appropriate, consider sharing credit for the
  praise you receive-you are a team player
• Project an image of being open to improvement

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What to do during the review

• Consider negotiating for
• A better increase
• A better rating
• But be prepared to justify them
• Always act in a professional manner, regardless
  of what happens

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Responding to a bad review

• When possible, delay your response.
• Take more time to study the review
• Review what the reviewer wrote, together with
  your own notes
• Make sure that your reviewer explains each
  critical comment. Example
• If he/she claims something was late, determine
  the actual due date. Did the due date change?
  When did it change?
• Beware of acting in the heat of the moment
• Give your reviewer the opportunity to change
  his/her mind and decide in your favor without
  looking like a fool

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Responding to a bad review

• Alternative Express some concern immediately,
  and say you'll want time to read the review more
  closely
• Does your company/department normally give tough
  reviews?
• If you're convinced that there are untrue claims,
  schedule a meeting to discuss with them with the
  reviewer
• Be prepared to substantiate your claims

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Responding to a bad review

• What if you can't get the review changed?
• Is there an appeal process?
• Should you discuss with your manager (if he/she
  is not the reviewer)? Your manager's manager?
• If your reviewer wants to get rid of you, are you
  powerful enough to stay?
• In a state with employment at will, like Ohio,
  your options are limited

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Signing a bad review

• Consider carefully the pros and cons of doing
  this
• Look for written policies that state your
  signature does not necessarily constitute
  agreement
• Regardless of official statements, non-signers
  may be blacklisted

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Signing a bad review

• Continued resistance to an unjust review can
  damage your career more than just accepting it
  and moving on
• Possibilities to consider carefully
• Write an addendum to the review to substantiate
  your disagreement
• Send an email to the reviewer substantiating your
  disagreement

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Consolation for a bad review

• The salary increase difference between a good and
  a bad review may not be too great in one year
• Future interviewers at other companies will
  probably never see it
• Your references will probably never see it

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Conclusion

• Always prepare for your review using the steps
  listed here
• Understand your employer's review policies
• Be aware of the importance of your
  accomplishments, not just the accomplishments
• Do not overreact to a bad review-plan your
  response carefully and rationally, not emotionally

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Thank you