As the year comes to a close, year-end performance reviews are in full swing. While these reviews may not be everyone’s favorite part of the job, they remain an important tool to support workplace development. This year, take a moment to revisit some best practices for conducting fair, effective performance reviews — and why these reviews matter for both the company and the employee.  

1. Prepare in Advance

Managers and human resources professionals conducting performance reviews should, as the name suggests, actually review the employee’s work before the meeting. This includes the employee’s work product, goals, metrics, attendance records, supervisor’s formal and informal feedback, customer or client feedback, and prior evaluations (if any). Doing this preparation ensures a fair, accurate evaluation and will better establish the expectations you have for the employee going into the new year.

2. Define and Reinforce Expectations

Performance evaluations should be tied to objective established standards, such as job descriptions or company policies. Set clear expectations and outline any plans for improvement, including timing and specific goals to meet. Employees should leave the review knowing exactly what needs to improve or what performance to maintain and what support is available. When expectations are unclear, employees are left guessing and employers may face claims of unfairness (or worse).

3. Be Accurate

Accuracy in performance reviews is essential. Honest, timely feedback puts employees on notice of performance concerns and supports their professional development. It also helps prevent employees from feeling blindsided by a less than favorable review in the future. Clear, accurate evaluations benefit the employee’s growth and can also support the company in the event of litigation.   

4. Be Factual, Objective, and Describe Performance with Specificity

Performance reviews should be fact-based and point to objective, measurable examples. Avoid subjective impressions or comments about personal traits, which create perceptions of bias, unfairness, or possible claims of discrimination. Feedback should focus on observable conduct and results, and provide specific examples of strong performance or areas needing improvement. Consistent with the goal of avoiding surprises, this approach will also ensure employees will understand exactly what they did well (or not so well) and why.

5. Highlight Strengths and Positive Contributions

Recognizing an employee’s strengths and positive contributions to the workforce helps build trust, morale, and engagement. Balanced feedback encourages employees to maintain and build upon their positive performance throughout the year.

6. Provide an Opportunity for the Employee to Engage

Encourage employees to share their perspective of their performance, including their perceived strengths and weaknesses. This review can also be a good opportunity for the employee to share ideas for workplace improvement and how supervisors can better support the employee. Employees should feel heard, respected, and supported. Encouraging two-way dialogue fosters more productive conversations and a collegial and collaborative environment, which can strengthen the workplace overall.

7. Document, Document, Document

Ensure the performance review is well-documented. Consider using a performance review form that both the supervisor and employee can complete in advance and discuss during the meeting. In addition, document key points discussed, along with expectations, goals, or follow-up steps. Strong documentation supports performance management, promotes consistency, provides clear notice of any concerns, and creates a reliable record of conversations.

As employers move through year-end performance reviews, these practices can help set a positive tone for the year ahead. And remember, effective performance management should not be just a once-a-year event. Applying these practices throughout the year encourages ongoing communication, supports employee development, and helps prevent workplace challenges, legal or otherwise.