Preparing for your Performance Review

1. Preparing for your Performance Review By Michael Mina 1/11/07 IT Careers SIG meeting

2. Scope of this presentation • Limited to standard review: one employee being reviewed by one or more reviewers (often including one's manager) • Note: Not all employees are reviewed by their manager • Geared toward the reviewed party • Excludes 360 degree and related reviews • Not geared toward the reviewer

3. Aliases • Performance review • Performance evaluation • Performance appraisal • Annual review • Annual evaluation • Annual appraisal • Salary review • Etc.

4. Why reviews are important • Some ways are more obvious, some are less so • They may impact your salary • Note: There are employers that give you the same salary increase whether you have a good or bad review. • They constitute feedback regarding how your performance is perceived • Do you have a future in this department? • Are your accomplishments underrated? • Is the reviewer so off-track that you question his/her management skills?

5. Why reviews are important • They can serve as proxies for a reference from your manager • You may not your manager to know you're looking for a new job • However, your prospective employer may want a reference from someone who recently worked with you, or a prior manager • Consider addressing their concerns by leaving a copy of your review

6. Why reviews are important • They are official documentation about you • They can be used to… • Prove claims that you make about your own accomplishments • Justify your discipline or dismissal • Your reviews are a part of your professional reputation-treat them accordingly

7. When to prepare for your review • Always, always, always • Everything you do, day to day, is subject to review, so accurately and completely record what you do day by day • As you perform your tasks, always think of how they can be packaged for your review, whether that's one day or one year away

8. How to prepare for your review • Review your company's policies & procedures for conducting reviews • Do what company policies & procedures say (of course) • Use the appropriate forms • Set up the appropriate meetings • etc.

9. How to prepare for your review • If there are special reviewing instructions given to you by an authorized party (e.g., reviewer or manager)… • Be sure to follow them • Be sure to document the deviation in instructions • Understand what is expected of you when

10. How to prepare for your review • Create a list of your accomplishments • Major first, then minor • For each… • Problems you solved • Impact to organization, customers, partners, etc. Examples: • Wrote queries against database - OR - • Developed procedures to update the managed care system and avert the incorrect billing of 10,000 members. • Also, what were you asked to do that isn't in your job description?

11. How to prepare for your review • Send this list to the reviewer in advance of your review date. If possible, attach it to the review. • Always be able to document your claims • Personal log, emails, attachments, etc. • No one cares to remember your accomplishments as much as you do • Always keep this documentation separate from other files so that it's… • Readily available • Easy to reproduce

12. How to prepare for your review • Consider separating electronic copies as well • Note: Be careful not to violate any company policies in doing this. • List any other topics you may want to discuss at the review • Promotion opportunities • New responsibilities • Training • Other goals you have for the upcoming period

13. What constitutes a good review? • One with no surprises-you should have received performance feedback regularly • One which accurately evaluates your performance • One which constructively suggests areas in which you can improve • One in which your own career objectives are discussed

14. What constitutes a bad review? • One where you receive negative feedback for the first time • One which does not accurately evaluate your performance • One which results in employee disengagement

15. What to do during the review • Listen carefully to what is said/not said • For what are you being praised? • For what are you being criticized? • Take good notes • Carefully consider your words • If appropriate, consider sharing credit for the praise you receive-you are a team player • Project an image of being open to improvement

16. What to do during the review • Consider negotiating for… • A better increase • A better rating • But be prepared to justify them • Always act in a professional manner, regardless of what happens

17. Responding to a bad review • When possible, delay your response. • Take more time to study the review • Review what the reviewer wrote, together with your own notes • Make sure that your reviewer explains each critical comment. Example: • If he/she claims something was late, determine the actual due date. Did the due date change? When did it change? • Beware of acting in the heat of the moment • Give your reviewer the opportunity to change his/her mind and decide in your favor without looking like a fool

18. Responding to a bad review • Alternative: Express some concern immediately, and say you'll want time to read the review more closely • Does your company/department normally give tough reviews? • If you're convinced that there are untrue claims, schedule a meeting to discuss with them with the reviewer • Be prepared to substantiate your claims

19. Responding to a bad review • What if you can't get the review changed? • Is there an appeal process? • Should you discuss with your manager (if he/she is not the reviewer)? Your manager's manager? • If your reviewer wants to get rid of you, are you powerful enough to stay? • In a state with employment at will, like Ohio, your options are limited

20. Signing a bad review • Consider carefully the pros and cons of doing this • Look for written policies that state your signature does not necessarily constitute agreement • Regardless of official statements, non-signers may be blacklisted

21. Signing a bad review • Continued resistance to an unjust review can damage your career more than just accepting it and moving on • Possibilities to consider carefully: • Write an addendum to the review to substantiate your disagreement • Send an email to the reviewer substantiating your disagreement

22. Consolation for a bad review • The salary increase difference between a good and a bad review may not be too great in one year • Future interviewers at other companies will probably never see it • Your references will probably never see it

23. Conclusion • Always prepare for your review using the steps listed here • Understand your employer's review policies • Be aware of the importance of your accomplishments, not just the accomplishments • Do not overreact to a bad review-plan your response carefully and rationally, not emotionally

24. Thank you