Best Practices
This guide consolidates best practices for effectively managing and participating in performance review campaigns.
For HR Administrators
Campaign Design
Timeline Planning
RECOMMENDED DURATIONS BY CAMPAIGN TYPE
Annual Performance Review:
├── Self-Evaluation: 14-21 days
├── Reviewer Evaluation: 14-21 days
├── Interview Phase: 7-14 days
└── Total Duration: 6-8 weeks
Quarterly Check-in:
├── Self-Evaluation: 7-10 days
├── Reviewer Evaluation: 7-10 days
├── Interview Phase: 3-5 days
└── Total Duration: 3-4 weeks
360° Feedback:
├── Self-Evaluation: 7-10 days
├── Multiple Reviewers: 14-21 days
├── Interview Phase: 7 days
└── Total Duration: 4-6 weeks
Buffer Time
INCLUDE BUFFERS FOR:
├── Holidays and company events
├── Month/quarter end busy periods
├── Vacation seasons
├── Project deadlines
└── Unexpected delays
RECOMMENDATION:
├── Add 3-5 days buffer per phase
├── End campaign before fiscal deadlines
├── Avoid launching during major events
└── Consider time zone differences
Form Design
Question Balance
OPTIMAL FORM STRUCTURE
Total Questions: 15-25 (avoid >30)
├── Rating questions: 40% (quick to answer)
├── Text questions: 30% (meaningful feedback)
├── Objective questions: 20% (goal tracking)
└── Skills questions: 10% (competency mapping)
Section Count: 4-6 sections
├── Too few: Sections become overwhelming
├── Too many: Navigation becomes tedious
└── Sweet spot: 3-5 questions per section
Question Wording
DO:
├── Use clear, concise language
├── Be specific about what you're asking
├── Provide context when needed
├── Use consistent terminology
└── Make rating scales clear
DON'T:
├── Ask multiple things in one question
├── Use jargon or acronyms without explanation
├── Make questions too long (>2 sentences)
├── Use leading or biased wording
└── Assume knowledge of previous reviews
Rating Scales
RECOMMENDED SCALES
5-Point Scale (Most Common):
├── 5: Far Exceeds Expectations
├── 4: Exceeds Expectations
├── 3: Meets Expectations
├── 2: Needs Improvement
└── 1: Below Expectations
Benefits:
├── Familiar to most users
├── Clear differentiation
├── Allows for nuance
└── Statistical analysis friendly
AVOID:
├── 10-point scales (too granular)
├── 3-point scales (not enough nuance)
├── Inconsistent scales across questions
└── Missing "Not Applicable" option when needed
Participant Management
Evaluator Assignment
ASSIGNMENT BEST PRACTICES
Primary Rule: Direct manager as evaluator
├── Best insight into day-to-day performance
├── Ongoing relationship for feedback
├── Accountability for development
└── Natural follow-up in 1:1s
Exceptions:
├── New manager (less than 3 months): Consider previous manager
├── Matrix organizations: Include dotted-line manager as 2nd reviewer
├── Project-based work: Add project lead perspective
└── Senior roles: Consider skip-level input
Workload Balance
EVALUATOR WORKLOAD LIMITS
Recommended Maximum: 8-10 reviews per evaluator
├── Allows thoughtful evaluation
├── Prevents burnout
├── Maintains quality
└── Respects time constraints
If Exceeded:
├── Split across multiple campaigns
├── Add secondary evaluators
├── Extend timeline
└── Provide additional support
Communication
Pre-Campaign Communication
SEND 1-2 WEEKS BEFORE:
Subject: Upcoming Performance Review: [Campaign Name]
Include:
├── Campaign timeline and deadlines
├── What to expect (process overview)
├── How to access the review
├── Preparation tips
├── Who to contact with questions
└── Link to resources/FAQ
Audience: All participants (employees and evaluators)
During Campaign
REMINDER SCHEDULE
Self-Evaluation Phase:
├── Day 3: First reminder to non-starters
├── Day 7: Progress check (halfway)
├── Day 12: Deadline warning (2 days before)
└── Day 14: Final deadline reminder
Reviewer Phase:
├── Same schedule as self-evaluation
├── Include list of pending reviews
└── Highlight any ready for interview
Interview Phase:
├── Reminder to schedule meetings
├── Approaching deadline notice
└── Completion confirmation
Monitoring
Daily Checks
DAILY MONITORING CHECKLIST
□ Review alert dashboard
□ Check for stalled reviews (>5 days no activity)
□ Identify overdue participants
□ Review completion rate trend
□ Address any escalated issues
□ Send targeted reminders
Intervention Triggers
WHEN TO INTERVENE
1-3 Days Overdue:
├── Automated reminder sufficient
├── Monitor for response
└── No manual action yet
4-7 Days Overdue:
├── Personal follow-up email
├── Check for blockers
├── Offer support/resources
└── CC manager if employee
8+ Days Overdue:
├── Direct conversation
├── Escalate to HR/leadership
├── Consider deadline extension
└── Document reasons
For Managers
Preparation
Before Campaign Starts
MANAGER PREPARATION CHECKLIST
□ Review team roster for accuracy
□ Confirm you're assigned as evaluator for all reports
□ Block calendar time for evaluations
□ Gather performance notes from the period
□ Review previous reviews for context
□ Collect any peer feedback available
□ Understand rating calibration guidelines
During Self-Evaluation Phase
WHILE WAITING FOR SELF-EVALS:
□ Prepare draft assessment notes
□ Review team objectives and results
□ Collect relevant metrics and data
□ Note specific examples for feedback
□ Plan development recommendations
□ Consider career discussion points
Writing Evaluations
Feedback Quality
THE SBI MODEL
Situation: Describe the context
├── When did this happen?
├── What was the project/task?
└── Who was involved?
Behavior: Describe what the person did
├── What specific actions?
├── Observable behaviors only
└── No assumptions about intent
Impact: Describe the result
├── What was the outcome?
├── How did it affect the team/company?
└── Why does it matter?
EXAMPLE:
"During the Q3 product launch (Situation), Alice identified
a critical security vulnerability two days before release
and worked overtime to fix it (Behavior). This prevented
potential customer data exposure and saved an estimated
$50K in remediation costs (Impact)."
Rating Consistency
RATING CALIBRATION
Before Rating:
├── Review calibration guidelines
├── Understand what each level means
├── Consider full review period, not just recent events
├── Compare against role expectations, not other employees
└── Avoid common biases
Common Biases to Avoid:
├── Recency bias (overweighting recent events)
├── Halo effect (one trait influencing all ratings)
├── Leniency (avoiding difficult conversations)
├── Central tendency (rating everyone as "meets")
└── Similarity bias (favoring similar personalities)
Development Focus
CONSTRUCTIVE DEVELOPMENT FEEDBACK
Structure:
├── Acknowledge current strengths
├── Identify 1-2 growth areas (not everything)
├── Provide specific improvement suggestions
├── Offer support and resources
└── Connect to career aspirations
Example:
"Alice excels at technical problem-solving. To grow into
a senior role, focusing on cross-team communication would
be valuable. I suggest joining the architecture review
board to practice presenting technical decisions to
broader audiences. I can connect you with the chair."
Conducting Interviews
Meeting Preparation
INTERVIEW PREPARATION CHECKLIST
□ Review both evaluations side-by-side
□ Identify key alignment and differences
□ Prepare specific talking points for differences
□ Plan positive opening
□ Prepare development discussion
□ Reserve private meeting space
□ Block 45-60 minutes minimum
□ Have resources ready for development suggestions
Meeting Structure
RECOMMENDED INTERVIEW FLOW (45-60 min)
1. Opening (5 min)
├── Set collaborative tone
├── Thank for completing self-eval
└── Outline agenda
2. Achievements Discussion (10-15 min)
├── Celebrate successes together
├── Discuss aligned ratings
└── Acknowledge contributions
3. Growth Areas (15-20 min)
├── Discuss differences constructively
├── Listen to employee perspective
├── Align on development priorities
└── Identify support needed
4. Future Objectives (10-15 min)
├── Review proposed goals
├── Adjust as needed
├── Set clear expectations
└── Align on success criteria
5. Wrap-up (5 min)
├── Summarize key agreements
├── Confirm next steps
├── Schedule follow-up
└── Complete signatures
Handling Difficult Conversations
WHEN RATINGS DIFFER SIGNIFICANTLY
DO:
├── Acknowledge their perspective first
├── Ask questions to understand their view
├── Share your perspective with examples
├── Focus on behaviors, not personality
├── Find areas of agreement
├── Document the conversation
└── Agree on path forward
DON'T:
├── Become defensive
├── Dismiss their concerns
├── Make it personal
├── Avoid the conversation
├── Change ratings just to avoid conflict
└── Leave unresolved
For Employees
Self-Evaluation
Preparation
BEFORE STARTING SELF-EVALUATION
□ Review objectives set at period start
□ Gather data on accomplishments
□ Collect positive feedback received
□ Note challenges overcome
□ List skills developed
□ Reflect on growth areas
□ Think about future goals
□ Block focused time to complete
Writing Quality Responses
EFFECTIVE SELF-ASSESSMENT TIPS
Be Specific:
├── Use data and metrics
├── Include dates and details
├── Name projects and outcomes
└── Quantify when possible
Be Balanced:
├── Highlight achievements confidently
├── Acknowledge challenges honestly
├── Show self-awareness
└── Demonstrate growth mindset
Be Forward-Looking:
├── Connect past to future
├── Show career intentionality
├── Propose development ideas
└── Express aspirations appropriately
Common Mistakes to Avoid
DON'T:
├── Undersell your achievements
│ └── Others may not know what you did
├── Only list recent accomplishments
│ └── Cover the full review period
├── Be vague ("I did a good job")
│ └─ ─ Provide specific examples
├── Ignore growth areas
│ └── Shows lack of self-awareness
├── Rush through questions
│ └── This is your opportunity to shine
└── Wait until the last minute
└── Quality suffers under pressure
Interview Participation
Before the Meeting
EMPLOYEE INTERVIEW PREPARATION
□ Review your submitted self-evaluation
□ Anticipate discussion points
□ Prepare questions for your manager
□ Think about career goals
□ Be ready to discuss growth areas
□ Gather examples for any points you want to make
□ Come with open mindset
During the Meeting
EFFECTIVE PARTICIPATION
Listen Actively:
├── Hear feedback without interrupting
├── Ask clarifying questions
├── Take notes on key points
└── Show you value their perspective
Engage Constructively:
├── Share your perspective when appropriate
├── Ask for specific examples
├── Request resources for development
└── Propose solutions to challenges
Be Professional:
├── Stay calm if feedback is difficult
├── Avoid defensiveness
├── Focus on growth, not blame
└── Maintain positive relationship
After the Meeting
POST-INTERVIEW ACTIONS
□ Complete signature process
□ Download PDF for records
□ Review development areas agreed
□ Create action plan for goals
□ Schedule follow-up meetings
□ Thank manager for feedback
□ Begin implementing improvements
Campaign Success Metrics
What to Measure
KEY PERFORMANCE INDICATORS
Completion Metrics:
├── On-time completion rate (target: >90%)
├── Total completion rate (target: >95%)
├── Average days to complete by phase
└── Extension requests count
Quality Metrics:
├── Average response length (text questions)
├── Form completion thoroughness
├── Comment quality (spot check)
└── Objective setting completeness
Engagement Metrics:
├── First-day start rate
├── Interview meeting scheduling rate
├── Signature completion rate
└── PDF download rate
Process Metrics:
├── Reminder emails sent
├── Escalations required
├── Support requests received
└── System issues reported
Continuous Improvement
AFTER EACH CAMPAIGN
Collect Feedback:
├── Survey participants
├── Review HR support tickets
├── Analyze completion patterns
├── Note common questions
Analyze Results:
├── Compare to previous campaigns
├── Identify improvement areas
├── Document what worked well
└── Note what caused delays
Improve Next Cycle:
├── Adjust form based on feedback
├── Refine communication templates
├── Update training materials
├── Adjust timelines if needed
└── Share learnings with stakeholders
Summary: Top 10 Best Practices
| # | Practice | Stakeholder |
|---|---|---|
| 1 | Plan realistic timelines with buffers | HR Admin |
| 2 | Design balanced forms (15-25 questions) | HR Admin |
| 3 | Limit evaluator workload (8-10 reviews max) | HR Admin |
| 4 | Send clear, timely communications | HR Admin |
| 5 | Prepare with specific examples (SBI model) | Managers |
| 6 | Conduct structured interview meetings | Managers |
| 7 | Gather data and be specific | Employees |
| 8 | Participate actively in interviews | Employees |
| 9 | Follow up on development commitments | All |
| 10 | Continuously improve the process | HR Admin |
Navigation
- Previous: Review Completion
- Next: Common Mistakes
- Back to: Documentation Index