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

Preparing for your Performance Review

By Michael Mina1/11/07 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

Thank you