Is Your Performance Evaluation Process Effective?

Performance Evaluation Process

It’s common to hear that Performance Evaluation doesn’t help anyone. Both managers and employees don’t like giving or receiving them. But why is this such a painful process?

From the crew manager’s side, it’s essential to have reliable data: the process’s input and output. How can they manage a Performance Appraisal process if they can’t measure the efficiency and see the evolution of each employee?

From the employee’s side, it’s essential to understand what the company wants. They’ve been conditioned to think of evaluations from a negative perspective. But this isn’t—nor it should be—the intention of a Performance Evaluation review.

At this McKinsey report, 54% of respondents think that performance management doesn’t affect performance efficiency. This is good feedback about how the evaluations are being made.

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So, the key point is to align the Performance Evaluation with the company’s culture. That’s why it’s usually created by the Human Resources department. But now that you realize the importance of evaluations and why the process isn’t clear, let’s explore this topic.

What’s the Performance Evaluation Process?

Performance Evaluation is the process to evaluate each employee’s job performance periodically with the goal of enhancing results, efficiency and the overall work environment within the company.

Having a structured and efficient Performance Evaluation process allows the company to align expectations between manager and employee, and builds a road to let all workers give their best efforts to continually improve themselves.

You probably have different kinds of employees, and understanding the stage in which each one is will drive your people strategy to success. The mission of a performance evaluation is to have a clear view of where each employee of your company is as if it were on a map.

There are many methodologies to create and apply an Employee Evaluation, but it usually follows a framework. It’s crucial to be flexible and to adapt the process to your company’s needs. 

Performance Evaluation Steps

The framework we usually use here at Pipefy has five main steps: self-evaluation, supervisor evaluation, feedback meeting, performance action plan and action plan follow-up. This flow allows the managers to map how the employee is performing, what points can be improved and align expectations between the company and the worker. To have an effective flow, the process has to be done in cycles, usually once a semester or annually, to measure everyone’s progression.

Before diving deeper into each step, it’s good to stress the importance and benefits of giving constant feedback. In the flow that we follow, there’s a formal feedback meeting—which is essential to the process—but it doesn’t mean the manager has to wait for this step to give feedback. Providing the correct feedback right after a situation occurs is the best way to give the employees the opportunity to improve themselves and the results faster.

1 – Evaluation

Now let’s understand the first phase of the process: the evaluation step. It’s essential to create clear and strategic criteria to evaluate all employees based on the company’s culture and objectives. Taking how the employees evaluate themselves into account is also a good way to align expectations better.

2 – Supervisor Evaluation

The Supervisor Evaluation happens when the supervisor evaluates his/her direct employee. This is a great moment to check if the employee’s perceptions and expectations match how the supervisor sees the situation. 

3 – Feedback Meeting

In the feedback meeting, the manager needs to give official feedback about the criteria points, showing which areas are being mastered and which have room for improvement. Moreover, this step is a good opportunity to receive feedback from the employee. Are they agreeing to the criteria? It’s always important to collect this type of information to continuously improve the process.

4 – Performance Action Plan

Knowing who are the top performers shows you what abilities and behaviors the whole company should follow. Mapping each employee’s weaknesses will also help you create the optimal performance action plan. While establishing milestones, consider the SMART methodology: Specific, Measurable, Achievable, Realistic and Timely.

5 – Action Plan Follow-Up

And the last step of the cycle is the action plan follow-up. At this point, employees present which actions were completed, results, metrics and so on. The managers can measure each employee’s progression, commitment and results.

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This is the end of the cycle, but the beginning of a new one, so consider aligning each employee’s next challenges. Is this person the right one for a promotion? Would this person be happier in another role or department?

How to start managing your Performance Evaluation Process?

Implementing and managing this process looks simple, right? And it can be. Spreadsheets, email, or other simple tools can help organize everything during the flow… but having a tool specially made for this process, like Pipefy, can be much more effective.

If your process looks unorganized, if you’re missing deadlines and can’t visualize the evolution of each employee, these are indicators that you need to be more efficient. 

Pipefy’s Performance Evaluation Template can be adapted to your needs, run all your processes in one platform and reduce waste, especially your operation’s time. If you use Pipefy, you’ll unlock:

  • A standardized flow, guaranteeing every employee is evaluated by the same criteria;
  • Centralized data in a single platform to measure your employees’ progression;
  • Automated manual steps to keep you from missing an impending evaluation. 
Written by
Luiz Eifler
One word that defines Luiz is communicative. Graduated in Public Relations, has much more experience in face-to-face marketing than online writing. But with time, maybe will be good at it. Works in Curitiba, Brazil.