Interview Day
This document covers the interview phase of performance reviews, where employees and managers meet to discuss their evaluations and align on feedback.
Overview
The interview phase is the culmination of the review process, where both the employee's self-evaluation and the manager's assessment are compared and discussed. This structured conversation enables alignment on performance, feedback, and goals.
When Interview Phase Begins
The interview phase starts when:
- Both employee and evaluator have submitted their evaluations
- Both participants have status "Standby"
- The campaign's interview phase is configured (duration > 0 days)
REVIEW LIFECYCLE
Self-Evaluation ──▶ Reviewer Evaluation ──▶ INTERVIEW DAY ──▶ Complete
│ │ │ │
Employee Evaluator Both meet Signatures
submits submits and discuss collected
Interview Notification
When ready for interview, both participants receive notification:
┌─────────────────────────────────────────────────────────────────┐
│ 🔔 READY FOR INTERVIEW │
├─────────────────────────────────────────────────────────────────┤
│ │
│ Your performance review is ready for the interview phase. │
│ │
│ Campaign: Annual Performance Review 2024 │
│ Employee: Alice Chen │
│ Evaluator: Bob Smith │
│ │
│ Both evaluations have been submitted. Schedule a meeting to │
│ discuss and finalize the review. │
│ │
│ Interview Deadline: February 19, 2024 │
│ │
│ [Open Review] [Schedule Meeting] │
└─────────────── ──────────────────────────────────────────────────┘
Interview Day Interface
Dual Answer View
During the interview, both answers are displayed side-by-side:
┌─────────────────────────────────────────────────────────────────┐
│ INTERVIEW: ALICE CHEN [Close] │
│ Annual Performance Review 2024 │
├─────────────────────────────────────────────────────────────────┤
│ Progress: Step 2 of 6 │ Interview Phase │ 🔓 Unlocked │
├─────────────────────────────────────────────────────────────────┤
│ │
│ SECTION: GOAL ACHIEVEMENT │
│ │
│ Question 1: How would you rate overall performance? │
│ │
│ ┌────────────────────────┐ ┌────────────────────────┐ │
│ │ EMPLOYEE'S ANSWER │ │ MANAGER'S ANSWER │ │
│ │ (Alice Chen) │ │ (Bob Smith) │ │
│ ├──────────────────────── ┤ ├────────────────────────┤ │
│ │ │ │ │ │
│ │ ● Exceeds expectations│ │ ● Exceeds expectations│ │
│ │ │ │ │ │
│ │ │ │ │ │
│ └────────────────────────┘ └────────────────────────┘ │
│ │
│ ✓ ALIGNED │
│ │
│ DISCUSSION COMMENTS │
│ ┌─────────────────────────────────────────────────────────────┐│
│ │ Both agree on rating. Discussed specific achievements. ││
│ │ [+ Add] ││
│ └─────────────────────────────────────────────────────────────┘│
│ │
│ [← Previous] [Next →] │
└─────────────────────────────────────────────────────────────────┘
Answer Comparison Colors
| Comparison | Visual | Meaning |
|---|---|---|
| Aligned | Green border | Both gave same answer |
| Different | Orange border | Answers differ - discuss |
| Significantly Different | Red border | Major gap - requires discussion |
Text Answer Comparison
┌─────────────────────────────────────────────────────────────────┐
│ Question 2: Describe key achievements this year │
│ │
│ ┌────────────────────────┐ ┌────────────────────────┐ │
│ │ EMPLOYEE'S ANSWER │ │ MANAGER'S ANSWER │ │
│ ├────────────────────────┤ ├────────────────────────┤ │
│ │ "Led the auth │ │ "Alice demonstrated │ │
│ │ migration project, │ │ exceptional ownership │ │
│ │ reducing security │ │ of the auth project. │ │
│ │ incidents by 40%. │ │ Not only met deadline │ │
│ │ Also mentored two │ │ but improved security │ │
│ │ junior developers." │ │ metrics significantly.│ │
│ │ │ │ Her mentoring was │ │
│ │ │ │ outstanding." │ │
│ └────────────────────────┘ └────────────────────────┘ │
│ │
│ KEY THEMES │
│ ├── Both mention: Auth project, security improvement │
│ ├── Manager adds: "exceptional", "outstanding" │
│ └── Alignment: Strong agreement on achievements │
│ │
│ DISCUSSION COMMENTS │
│ ┌─────────────────────────────────────────────────────────────┐│
│ │ Manager: "I want to emphasize how valuable the mentoring ││
│ │ was - both mentees are now contributing independently." ││
│ │ [+ Add] ││
│ └─────────────────────────────────────────────────────────────┘│
│ │
└──────────────────────────────────────────────── ─────────────────┘
The Lock/Unlock Mechanism
Understanding Lock States
The main evaluator controls a lock mechanism that affects what can be done during the interview:
UNLOCKED STATE (Default when interview starts)
┌─────────────────────────────────────────────────────────────────┐
│ 🔓 UNLOCKED │
├─────────────────────────────────────────────────────────────────┤
│ ✓ Comments can be added │
│ ✓ Both answers are visible │
│ ✗ Performance scoring is disabled │
│ ✗ Cannot submit/finalize review │
│ │
│ Purpose: Discussion phase - add notes and talk through review │
└─────────────────────────────────────────────────────────────────┘
LOCKED STATE (When ready to finalize)
┌─────────────────────────────────────────────────────────────────┐
│ 🔒 LOCKED │
├─────────────────────────────────────────────────────────────────┤
│ ✗ Comments are disabled │
│ ✓ Both answers are visible │
│ ✓ Performance scoring is enabled │
│ ✓ Can proceed to submit/finalize │
│ │
│ Purpose: Finalization phase - calculate scores and complete │
└─────────────────────────────────────────────────────────────────┘
Lock Button (Manager Only)
┌─────────────────────────────────────────────────────────────────┐
│ INTERVIEW: ALICE CHEN [Close] │
├─────────────────────────────────────────────────────────────────┤
│ Progress: Step 2 of 6 │ Interview Phase │ [🔓 Lock Review] │
└─────────────────────────────────────────────────────────────────┘
Clicking "Lock Review" changes to:
┌─────────────────────────────────────────────────────────────────┐
│ INTERVIEW: ALICE CHEN [Close] │
├─────────────────────────────────────────────────────────────────┤
│ Progress: Step 2 of 6 │ Interview Phase │ [🔒 Unlock] │
└─────────────────────────────────────────────────────────────────┘
Lock Rules
| Rule | Description |
|---|---|
| Who can lock | Only the main evaluator |
| Who can unlock | Only the main evaluator |
| Cannot unlock if | Either party has already signed |
| Lock purpose | Signals discussion is complete, ready for scoring |
Adding Discussion Comments
During Unlocked State
Both participants can add comments to each question:
┌─────────────────────────────────────────────────────────────────┐
│ DISCUSSION COMMENTS │
├─────────────────────────────────────────────────────────────────┤
│ │
│ Feb 18, 10:30 AM - Bob Smith (Manager): │
│ "I want to highlight that the 40% reduction exceeded our │
│ original target of 25%." │
│ │
│ Feb 18, 10:32 AM - Alice Chen (Employee): │
│ "I also want to note that the new system reduced login │
│ time by 30% as a side benefit." │
│ │
│ ┌─────────────────────────────────────────────────────────────┐│
│ │ Add your comment... ││
│ └─────────────────────────────────────────────────────────────┘│
│ [Add Comment] │
│ │
└─────────────────────────────────────────────────────────────────┘
Comment Guidelines
EFFECTIVE COMMENTS:
DO:
├── Record key discussion points
├── Note areas of agreement
├── Document resolution of differences
├── Capture action items
├── Add context for future reference
└── Record commitments made
DON'T:
├── Use inappropriate language
├── Make personal attacks
├── Add irrelevant content
├── Repeat what's already in answers
└── Leave vague comments
Performance Score Calculation
Accessing Performance Scoring
When the review is locked, the performance scoring step becomes available:
┌─────────────────────────────────────────────────────────────────┐
│ INTERVIEW: ALICE CHEN [Close] │
├─────────────────────────────────────────────────────────────────┤
│ Progress: Step 5 of 6 │ Performance Score │ 🔒 Locked │
├─────────────────────────────────────────────────────────────────┤
│ │
│ PERFORMANCE SCORE CALCULATION │
│ │
│ This page calculates the overall performance score based on │
│ the review responses and configured weights. │
│ │
│ COMPONENT SCORES │
│ ┌─────────────────────────────────────────────────────────────┐│
│ │ ││
│ │ Objectives Achievement (60% weight) ││
│ │ ├── Objective 1: Auth Migration ● Exceeded (5/5) ││
│ │ ├── Objective 2: Mentoring ● Exceeded (5/5) ││
│ │ └── Score: 100% × 60% = 60 points ││
│ │ ││
│ │ Competency Assessment (40% weight) ││
│ │ ├── Technical Skills ● 4.5/5 ││
│ │ ├── Collaboration ● 4.0/5 ││
│ │ ├── Communication ● 4.5/5 ││
│ │ └── Score: 87% × 40% = 34.8 points ││
│ │ ││
│ └─────────────────────────────────────────────────────────────┘│
│ │
│ OVERALL PERFORMANCE SCORE │
│ ┌─────────────────────────────────────────────────────────────┐│
│ │ ││
│ │ 94.8 / 100 ││
│ │ ││
│ │ ████████████████████████████████████████░░░░░ ││
│ │ ││
│ │ Rating: EXCEEDS EXPECTATIONS ││
│ │ ││
│ └─────────────────────────────────────────────────────────────┘│
│ │
│ [← Previous] [Next →] │
└─────────────────────────────────────────────────────────────────┘
Score Components
| Component | Source | Weight |
|---|---|---|
| Objectives | Past objective ratings | Configurable (typically 50-60%) |
| Competencies | Rating questions | Configurable (typically 40-50%) |
| Skills | Skill assessments | Optional addition |
Performance Thresholds
| Score Range | Rating |
|---|---|
| 90-100% | Far Exceeds Expectations |
| 75-89% | Exceeds Expectations |
| 60-74% | Meets Expectations |
| 40-59% | Needs Improvement |
| 0-39% | Below Expectations |
Interview Day Workflow
For the Employee
EMPLOYEE INTERVIEW WORKFLOW
1. BEFORE INTERVIEW
├── Review your submitted self-evaluation
├── Prepare questions for your manager
├── Note areas where you want feedback
└── Be ready to discuss your perspective
2. DURING INTERVIEW (Unlocked Phase)
├── View both answers side-by-side
├── Discuss similarities and differences
├── Add comments on key points
├── Receive feedback from manager
└── Align on development areas
3. AFTER DISCUSSION (Locked Phase)
├── Review final content
├── Check performance score
└── Proceed to signature step
4. FINALIZATION
├── Sign the review
└── Download PDF copy
For the Manager
MANAGER INTERVIEW WORKFLOW
1. BEFORE INTERVIEW
├── Review both evaluations
├── Identify key discussion points
├── Prepare developmental feedback
└── Schedule meeting with employee
2. DURING INTERVIEW (Unlocked Phase)
├── Walk through each section together
├── Discuss alignment and differences
├── Add comments documenting discussion
├── Address employee questions
└── Align on next period objectives
3. READY TO FINALIZE
├── Click "Lock Review"
├── Review performance score calculation
└── Confirm all discussions complete
4. FINALIZATION
├── Sign the review
├── Ensure employee signs
└── Complete the review
Handling Differences
When Answers Don't Align
┌─────────────────────────────────────────────────────────────────┐
│ Question: Rate collaboration skills │
│ │
│ ┌────────────────────────┐ ┌────────────────────────┐ │
│ │ EMPLOYEE │ │ MANAGER │ │
│ │ (Alice) │ │ (Bob) │ │
│ ├────────────────────────┤ ├────────────────────────┤ │
│ │ ● Exceeds expectations│ │ ● Meets expectations │ │
│ │ │ │ │ ⚠️ │
│ └────────────────────────┘ └────────────────────────┘ │
│ │
│ ⚠️ DIFFERENCE DETECTED - Please discuss │
│ │
│ DISCUSSION COMMENTS │
│ ┌─────────────────────────────────────────────────────────────┐│
│ │ Bob: "I've seen good collaboration within the team, but ││
│ │ there were some challenges in cross-team communication." ││
│ │ ││
│ │ Alice: "I understand - I'll focus on improving cross-team ││
│ │ visibility in the next quarter." ││
│ │ ││
│ │ Bob: "We agreed to set up monthly sync meetings with the ││
│ │ product team as a specific action item." ││
│ └─────────────────────────────────────────────────────────────┘│
│ │
└─────────────────────────────────────────────────────────────────┘
Resolution Strategies
RESOLVING DIFFERENCES:
1. Seek Understanding
├── Ask: "Help me understand your perspective"
├── Listen actively without interrupting
└── Acknowledge their viewpoint
2. Share Evidence
├── Provide specific examples
├── Reference data or metrics
└── Explain reasoning
3. Find Common Ground
├── Identify areas of agreement
├── Acknowledge valid points
└── Focus on improvement, not blame
4. Document Resolution
├── Record the discussion in comments
├── Note any agreed actions
└── Capture commitments
5. Agree on Path Forward
├── Define specific improvement actions
├── Set measurable goals
└── Schedule follow-up
Completing the Interview
Finalization Steps
Step 1: Lock the Review (Manager)
├── Click "Lock Review" button
├── Comments are now disabled
└── Scoring becomes available
Step 2: Review Performance Score
├── Verify calculation is correct
├── Confirm rating category
└── Proceed to next step
Step 3: Submit for Signatures
├── Both parties proceed to signature step
├── Order may vary (employee first or manager first)
└── Both must sign to complete
Step 4: Confirmation
├── Review marked as complete
├── PDF available for download
└── Stored for records
Final Submission
┌─────────────────────────────────────────────────────────────────┐
│ INTERVIEW: ALICE CHEN [Close] │
├─────────────────────────────────────────────────────────────────┤
│ Progress: Step 6 of 6 │ Complete Review │ 🔒 Locked │
├─────────────────────────────────────────────────────────────────┤
│ │
│ REVIEW SUMMARY │
│ │
│ Overall Performance Score: 94.8 / 100 │
│ Rating: EXCEEDS EXPECTATIONS │
│ │
│ SIGNATURES │
│ ┌─────────────────────────────────────────────────────────────┐│
│ │ ✓ Alice Chen - Signed Feb 18, 2024 at 3:45 PM ││
│ │ ○ Bob Smith - Pending ││
│ └─────────────────────────────────────────────────────────────┘│
│ │
│ By signing, you confirm: │
│ • The interview discussion has taken place │
│ • All feedback has been reviewed │
│ • You are ready to finalize this review │
│ │
│ ┌─────────────────────────────────────────────────────────────┐│
│ │ ││
│ │ [Draw signature here] ││
│ │ ││
│ └─────────────────────────────────────────────────────────────┘│
│ │
│ [Cancel] [Sign and Complete]│
└─────────────────────────────────────────────────────────────────┘
Best Practices for Interview Day
Before the Meeting
MANAGER PREPARATION:
□ Review both evaluations thoroughly
□ Identify 3-5 key discussion topics
□ Prepare specific examples for feedback
□ Plan developmental recommendations
□ Reserve 45-60 minutes minimum
□ Choose a private, comfortable setting
□ Have the review interface ready
EMPLOYEE PREPARATION:
□ Review your submitted self-evaluation
□ Prepare questions for your manager
□ List topics you want to discuss
□ Bring notes on achievements
□ Think about development goals
□ Be ready for constructive feedback
□ Come with an open mindset
During the Meeting
EFFECTIVE INTERVIEW STRUCTURE:
1. Opening (5 minutes)
├── Set positive, collaborative tone
├── Outline agenda and expectations
└── Encourage open dialogue
2. Review Discussion (30-40 minutes)
├── Walk through sections sequentially
├── Discuss each area of alignment/difference
├── Add comments on key points
└── Allow time for questions
3. Development Planning (10 minutes)
├── Discuss growth areas
├── Review future objectives
└── Identify support needed
4. Wrap-up (5 minutes)
├── Summarize key agreements
├── Confirm next steps
└── Schedule follow-up if needed
After the Meeting
POST-INTERVIEW ACTIONS:
□ Lock the review (Manager)
□ Complete signature process
□ Send follow-up email summarizing key points
□ Schedule any agreed follow-up meetings
□ Begin working on development actions
□ Reference review in future 1:1s
□ Download PDF for personal records
Troubleshooting
| Issue | Cause | Solution |
|---|---|---|
| Can't see both answers | Not in interview phase yet | Both must submit first |
| Can't add comments | Review is locked | Manager must unlock |
| Can't lock review | Not the main evaluator | Only main evaluator can lock |
| Can't unlock | Someone has signed | Cannot change after signature |
| Score looks wrong | Check component weights | Review OPR configuration |
| Can't sign | Review not locked | Manager must lock first |
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