Performance appraisals are a cornerstone of employee development. Too often, however, managers and employees don’t gain the full benefits of these reviews. A good performance evaluation can boost engagement and strengthen the manager/employee relationship substantially. In turn, it will help employees contribute more to their organization and advance in their careers.
The right preparation will deliver all of these benefits. And just as managers should prepare thoughtfully for performance evaluations, employees should organize their thoughts and ideas in advance as well. By doing so, they’ll enrich the conversation and gain invaluable guidance tailored to their needs.
If you’re an employee with an upcoming performance review, you might feel unsure of how to prepare for it. Read on for guidance on what to say in a performance review as an employee, as well as how to give and receive feedback. (And if you’re a manager, deploy these performance review tips and best practices to all employees, so everyone can make the most of this important meeting.) You’ll show up ready to have a thoughtful discussion that benefits your performance and career progression.
Table of Contents
- Preparing for the Performance Review
- Addressing Areas for Improvement in a Performance Appraisal
- Setting Goals for the Future
- Requesting Support and Resources
- Providing Feedback to Your Manager in a Performance Evaluation
- Wrapping Up the Performance Review Conversation
Preparing for the Performance Review
How to start gearing up for your appraisal? Here are several key steps that will help you show up polished and organized so you get the most out of the process.
Complete a Self-Review
Your company might ask you to complete a self-evaluation before the performance review, to prepare for the conversation. They might utilize performance review software with a self-review component for this purpose. You and your manager can then compare your answers, highlighting blind spots and emerging strengths. Regardless of whether your company requires a self-evaluation, you can conduct one for your own self-awareness and discovery purposes. Follow these steps:
1. Review Your Responsibilities
Prior to the performance appraisal, look over your job description and annual goals to refresh your memory. (If job responsibilities have changed, make a note to discuss that.) Then, take stock of your productivity and growth, especially in your key areas of work.
2. Name Your Achievements—and Challenges
Reflect on your achievements and challenges since the last review. Write down your 3–5 biggest accomplishments, along with your greatest hurdles. Then, jot down what you’ve learned from each of them. Also note any lingering questions on how to address your challenges.
3. List Learning Experiences and Outcomes
Make a brief list of the trainings you’ve undertaken during the review period. Summarize how you’ve grown from these learning experiences, writing a list of skills you’ve built. Make a mental note to share appreciation for support and resources provided by your manager and company, too.
For example, you could say, “I attended the conference for accounting professionals, which the company sent me to, in May. It really broadened my understanding of how to use careful analysis to support decision-making. Thank you for making this opportunity available to me.”
Seek Feedback from Colleagues
Use feedback to gain insights from peers and supervisors. If you’ve recently undergone a 360 review, look over the key strengths and areas for improvement that coworkers highlighted. These insights can inform your performance review conversation.
Addressing Areas for Improvement in a Performance Appraisal
Before the employee evaluation, consider how you can address particular areas for improvement. Present a plan for how to move forward in these areas. If you feel unsure of how to proceed, prepare ideas and questions.
Discussing Challenges
During the meeting, bring up any areas for improvement that you’re aware of. Acknowledge challenges you faced or areas where you fell short of your goals. Discuss what you’ve learned from these experiences, which will demonstrate self-awareness and willingness to grow. Moreover, it will ensure you gain feedback on these crucial issues.
Look over the ratings your manager has assigned to you on the written review, too. Ask for clarification on what they mean. If your manager assigned you a 3 rather than a 4 in one area, ask how you can get to a 4.
Dealing with Unexpected Feedback
How should you respond if you feel blindsided by things your manager brings up in the performance review? First, never react defensively. Remind yourself that a calm, thoughtful response is more likely to impress your boss.
Second, ask for examples, if your manager hasn’t already provided them. Say, “Thank you for sharing your thoughts. Could you give me an example or two of when you’ve noticed this happening, so I can better understand it?”
Also ask for examples of how to shift your behaviour or work habits. You can say, “Do you have any suggestions for what I should do differently?” and “Do you have any advice for making those changes?”
Third, if you feel uncertain of the feedback, ask for time to think it over. Use that time to gain additional perspectives, observe your own performance, and reflect. Set a date for a follow-up conversation.
Setting Goals for the Future
Before the meeting, think about your personal vision for the next 1–3 years. Where would you like to be two years from now? What shorter-term goals will help you get there?
During the meeting, discuss your career aspirations and how they align with the company’s objectives. Then propose goals for the upcoming review period. Look for goals that will further both your career and your company’s interests.
Set SMART goals, which are specific, measurable, achievable, relevant, and time-bound. Here are a few examples of good goals:
- Increase client retention by 30% this year.
- Boost sales by 20% this quarter.
- Improve client satisfaction by 25% this quarter.
Seek feedback from your manager on how you can best achieve these goals. Create a timeline for your goals with your manager, naming the key steps toward them. By the end of this process, you should be able to visualize how you’ll achieve each goal, as Alex Janin explains in the Wall Street Journal.
Requesting Support and Resources
To reach next-level goals, you’re likely to need additional support. During the employee evaluation, identify any resources you need to succeed—and don’t be afraid to ask for them. You can say, “Yes, I believe I’m ready to supervise a small team. But to make sure I stay on track, could we set up daily check-ins where we can discuss challenges together?” Or, “Yes, I can present a monthly analysis on that topic to the board of directors. But I’d really benefit from having a mentor who knows them and can anticipate their concerns. Do you think Christina would be willing to coach me?”
Your manager may suggest particular developmental opportunities that would benefit your growth. Don’t be afraid to research training programs, conferences, and workshops before the meeting, so you can inquire about your options, too. This will also show your manager how seriously you take your own growth.
Providing Feedback to Your Manager in a Performance Evaluation
Employee evaluations should be a two-way dialogue. Share constructive feedback with your manager on what’s working well and what could be improved. Your feedback could involve your manager’s communication style or behaviours, but it could also pertain to team dynamics or processes.
Reflect on how you’d like your own experience to improve. Do issues with your manager’s approach or work processes affect your engagement and performance? What would help you to feel your best and be more productive? Bring up these issues respectfully, detailing the desired outcomes. You can frame the feedback around your personal needs, such as your learning style, communication preferences, or desired work environment, rather than labeling your manager’s or team’s behaviour as objectively “bad.” Provide clear examples, sharing suggestions for improvement.
Tips on sharing feedback with your manager
If your manager doesn’t ask for feedback, you can tactfully raise the topic by saying, “Is it okay if I share some input as well?” or “Would you like to hear a couple of thoughts I have about X?”
To share feedback clearly, try using this framework from Radical Candor:
- Provide context: Cite the situation you’re referring to.
- Share observations: Describe what happened or what was said.
- State the results: How did this affect you?
- Outline next steps: How would you like your boss to address the issue?
Here’s an example of how to tactfully bring up the issue of micromanagement:
- “When I’m preparing a report, I’ve noticed that you closely monitor my progress. While I appreciate the support, it makes me wonder if you trust my abilities. I’d prefer to complete a first draft and then run it by you; that would help me build confidence in my ability to complete the task successfully. What do you think about that?”
And here’s an example of sharing feedback on team dynamics:
- “I’ve noticed that team collaboration sessions have been happening less frequently. I really hope we can change that, as it would make my work feel more dynamic and rewarding. I’d love to hold collaborative sessions on one afternoon per week.”
Consider your overall well-being, and how your job can enhance it, too. Do you feel overworked or underappreciated? Let your boss know. By redistributing tasks, sharing time-management advice, or implementing team norms that promote work-life balance, managers can support employee wellness.
Wrapping Up the Performance Review Conversation
As you conclude the conversation, express gratitude for the opportunity to discuss your performance. Thank your manager for bringing specific issues to your attention, and reaffirm your commitment to addressing any challenges. Finally, reiterate your dedication to achieving your goals and contributing to the company’s success.
Understanding what to say in a performance review as an employee will help focus the conversation on the most critical points. By speaking candidly and tactfully, you’ll contribute more of your valuable insights, and your relationship with your boss will grow stronger. By preparing well, you’ll ensure that the performance appraisal delivers maximum value for your career.
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