Using the Small Improvements performance review system, it's easy to write your own self-assessment. It's just as easy to assess someone else's performance. As a manager, you'll simply enter your feedback on the right hand side of the same screen where your direct report does her self-assessment.
Typically you will receive an email from your HR team, this mail lets you know who to review. The homepage also provides an overview of your upcoming tasks.
There are two steps involved in a performance review: First you write someone's performance review and indicate to your manager that you're done. The next step is to share the review with your team member, and then sign the review. Typically you have another week or two for that second step.
Working on a performance review
Working on someone's performance review is easy. The screen is split into two sides: The left hand side displays your team members' self-assessment, and you work on the right hand side.
In the sample above we're just starting to work on the manager assessment, while the team member has not shared his review with us yet. The top displays a 2D chart to help you assess your team member's work in a visual way (this 2D chart may have been disabled in your company) and below that the review contains questions defined by your HR team.
Once your team member has written and shared his self-assessment, you will get notified by email. The page then displays his self-assessment on the left hand side.
Sharing the review
Towards the end of the review form there is an option to rate the person's performance using a dropdown list, you can take private notes (which will never be shared with the reviewee) and of course you can save the review and continue working on it some other day.
A checkbox allows you to mark the review as "done" so your manager will know you are in fact done. Once you tick the box for the first time and save the review, your manager will get notified by email to take a look at the review. It's not required to share the review with the reviewee, your manager can take a look at what you're writing any time.
The most important button is the "share with reviewee" button. Your assessment is initially private, only you and your manager can see it. Only once you click the "share" button the reviewee gets access. The reviewee will also get notified by email. You may continue working on the review, but once it's shared your team member will get further emails to let her know you are still making changes to the review.
Underneath the performance review you will find a helpful selection of resources tabs. They highlight information that will be relevant to this performance review, for instance past objectives, continuous feedback, past reviews and 360 degree feedback for this person:
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As a manager, you will have to be extra careful when sharing the feedback. Every single word matters, so take your time. It's better to put a little extra time into crafting your feedback carefully than to lose time and trust by offending an employee unintentionally. It's easy to misinterpret the intention of hastily written text, and you don't want to spend your time explaining that you really didn't mean it that way!
We're not suggesting you spend more than 3 hours writing a review, but we do recommend you put in at least 2 hours. It's best practice to revisit a review a couple of days after writing it, to make sure you didn't write anything in anger. The option to indicate to your manager that you're done is helpful as well to prevent writing an unbalanced review and sharing it with the reviewee too early.
Once your team member is sharing her self-assessment with you, a "sign review button" will appear on your (and her) side of the review. You can keep working on the review until you hit this sign button. For instance, the 1:1 meeting may have uncovered a few things you forgot -- you can modify the review while it's still shared to add them. Another option is to hide the feedback to make major changes and share it again.
Once you sign, the editing phase is over, and an HR team member would have to revoke the signature to let you edit the review again.
Once you share and sign the review with your team member, the tasks disappear from your homepage. You can still access your team's reviews of course, for instance using the team tab on the homepage, or by navigating to your team member's profile page using the User Search box, or by opening the team menu in the menu bar:
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Keeping track of your entire team
If you have more than just a handful of team members, you may want to get an overview of where all the reviews are at. That's easy too: You can access a team overview list from the left hand side menu. It will display the reviews of your direct and indirect team members, one review per row, and each row includes status details.
The overview screen allows you to nudge your staff into action, you can peek at reviews without leaving the list, and if you're an administrator you can get an overview of historic data. Click here to learn more