Performance Reviews: Making Them Fair, Pleasant and Successful

Performance reviews are a key factor in motivating an individual as well as an office. A recent Medical Office Manager article suggests a few rules to live by when giving effective performance reviews.

Rule #1 Cover the Entire Review Period. The last few weeks are what you remember, but important things regarding this staff member probably happened earlier in the year as well. In order for you to cover the entire review period, keep a log of each staff member’s performance. Jot down ongoing notes regarding compliments and complaints for your staff. Be sure to have your staff do a self-assessment too.

Rule #2 Don’t Use Personal Terms. Demeaning labels and personal terms such as lazy, rude, or inconsiderate have no place in the review process. There are better ways to make the point.

Rule #3 Write and Say the Same Things. Some managers are conflict adverse and only write negative items in the review keeping the face-to-face meeting light. If it’s important enough to write about, it should be brought up in the meeting as well. This gives everyone a chance to talk through the item and make workable changes.

Rule #4 Give the Review Enough Time. A good review should last about 45 minutes.

A suggested review outline is:
Goals: Review the completed ones and set new goals.
The Job Description: Evaluate the performances in each duty and responsibility.
Core Values: Evaluate the staff member’s soft skills such as ability to communicate, be a team player, and take criticism.
Career Development: Discuss strengths and weaknesses and how to enhance or improve them.
A Summary: An example is “I think you had a good year and have done well with A, B, C. I’d like you to focus on X, Y, Z.
The Staff Member’s Comments: Wrap up by asking for your staff member’s comments.