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Writing Employee Evaluations
by Pat Fontana
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Employee evaluations help the employee understand more fully whether his job performance is satisfactory and help the employer determine whether action needs to be taken regarding job performance that is not satisfactory. Writing an effective evaluation requires maintaining consistent records throughout the year. When performance issues arise, a note should be kept regarding the incident and any feedback you gave the employee at the time. Also make sure the employee has current copies of the employee handbook and is aware of the performance standards for the organization in general as well as for her specific job responsibilities. A signed statement that the employee has received and read the handbook should be kept in the personnel file.
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More frequent evaluations are more helpful to both employee and employer. Though annual evaluations are standard, you should consider conducting more frequent evaluations, every six months instead of annually. If an issue arises a week or a month or two after the annual evaluation, you will not have the opportunity to discuss it formally through an annual evaluation for a long period of time. However, more frequent evaluations, even informal discussions, will help identify and resolve issues quickly. When conducting an evaluation, begin with positive feedback to encourage the employee but include the negative as well to ensure a realistic review.
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When writing an employee evaluation, create an area for the employee to provide his input. Encourage feedback on your written comments as well as new ideas or suggestions on the employee's part. When making comments about an employee's performance, be objective and specific. Instead of "needs to do better," spell out exactly what needs to be done and what "better" means. If sales need to increase, for example, state that the employee should have as a goal to increase sales to female customers over the age of 50 by 20 percent in the next six months. Encourage the employee to do the same with her comments. If additional training or education is needed, suggest that the employee investigate options for seminars or conferences and detail what your budget allows for such training. Again, be specific and encourage goals to be met within a given timeframe. Review the goals periodically, even if it is not time for the next official evaluation.
