Annual Performance Review: Give It the Importance It Deserves! – Anne-Laure Pams, Director Grant Alexander – Leadership Development for Cadre & Dirigeant Magazine
16.12.2022
Being one of the rare moments of exchanges decoupled from daily life between the manager and the employee, the annual performance review can constitute a valuable HR engagement tool. Provided it is given all the importance and time it deserves!
For the employee, this review is a real highlight that allows both to look back on the past year and to discuss perspectives, whether it concerns compensation, status change, career development, training, etc. For managers, guardians of the smooth running of this exchange, it is a true balancing exercise, where the challenge at every moment will be to find the perfect balance between benevolent listening and managerial courage.
Preparation in advance, not to be neglected!
It is essential to devote time to the preparation of what often remains a feared moment for the employee. If it is largely guided by a review form allowing the assessment of achieved results, one of the keys to ensuring its smooth conduct can be to anticipate potential requests. For the employee, it can be very frustrating not to know if their requests will be taken into account. Therefore, take the time beforehand to discuss with your HR and/or your superiors about your intentions regarding this employee, in order to have all the elements that will allow you to better frame the exchange and above all define your margin of maneuver (budget envelopes, etc.)! This preparation will be appreciated by your employee, who will recognize the attention you have given them.
The review: a question of balance
This privileged time with the employee is the ideal moment to make them an actor in their career and future within the organization. Your role is to encourage their proactivity to help them take responsibility, notably through more open questions such as: “In your opinion, what would you need to achieve your objectives?”, “In what way do you consider this achievement a success?”, etc.
And to get the best out of this exchange, it is crucial to establish a climate of trust, where the employee feels free to express themselves and listened to. While it is important to collect rational and objective elements, it is equally crucial to pay attention to the form of this exchange and to the formulation of requests, particularly if they are made under the influence of emotions. When they are expressed, with anger for example, one must know how to welcome them, adopt a posture of understanding, and question the employee’s discomfort rather than reproach them for expressing themselves. However, if these emotions become too strong, it is preferable to propose to suspend and reschedule the review.
Listening and openness do not mean leaving the door open to all excesses. The balance to achieve between firmness and empathy is even more important in this delicate moment. When faced with claims, one must be able to say “no” while providing a very objective and non-judgmental response, using the managerial feedback technique for which it is important, as a manager, to be trained.
A precious opportunity for “reverse feedback” for the manager
Rare are the moments when one can receive appreciation for their management, so seize this opportunity! Concluding the review by inviting the employee to give you transparent and objective feedback allows, on the one hand, to show them that their opinion matters, and on the other, to observe your practice without complacency and identify areas for improvement.
To get the best out of this moment, pay attention to your posture, which must remain open and benevolent. You must be able to thank the employee for the courage they show in expressing themselves. If the feedback is not favorable, it is imperative to show humility and then engage in introspection. The ability to welcome negative feedback is crucial for a manager!
After the review, as important as the review itself!
Reasons for a refusal, counter-proposal, action schedule, medium/long-term perspectives: be precise and transparent. By giving this visibility to the employee, you prove both that their requests have been heard and treated with the greatest possible coherence, and that they have full importance within the organization. By openly expressing your willingness to count on them in building the future, you also give them the opportunity to show their desire and enthusiasm, a source of motivation and engagement.
This review therefore carries many stakes. It is an annual moment that counts, but one should not limit themselves to it! For proof, examples of companies implementing continuous feedback are multiplying. This allows the possibility to take the pulse more regularly, better monitor teams, and appreciate their engagement in real time, enabling the organization to be more efficient.