Management

With employee performance reviews, Motivate, don’t deprecate

Learn to provide feedback that doesn’t result in backlash.

Elizabeth Holloway, PHR, Clearwater, Fla. and Jen Perlich, Minneapolis, Minn.

Let’s face it; performance reviews, though effective, are unpopular. A Harvard Business Review article, “Fear of Feedback,” offers likely reasons for the aversion. “Subordinates are terrified they’ll hear nothing but criticism. Bosses, for their part, think their direct reports will respond to even the mildest criticism with stonewalling, anger, or tears.”¹

At Minnesota Eye Consultants, the management team is working to change these perceptions. The practice recently spent several months redesigning its annual review process in an effort to help employees receive feedback that is both constructive and motivational. While still early in the initiative, the practice has several tips to share with managers to help make reviews more motivational.

This article reviews ideas they’re using to improve the image and results of performance reviews.

Communicate with employees

Employees tend to experience anxiety in relation to performance reviews and often fear the worst about their performance. To alleviate this, managers should communicate to employees the details of the review process, what to expect, and the timeline. This is critical, as “fears and assumptions about feedback often manifest themselves in psychologically maladaptive behaviors such as procrastination, denial, brooding, jealousy, and self-sabotage.”¹ At Minnesota Eye Consultants, the administration held a meeting to share the new review process with managers, providing training on the new review forms and guidance on how to establish proper communication within their teams.

Encourage self-reflection

Performance reviews are more motivational when the manager and staff take the time to listen to each other. Staff can provide better insights to their performance if managers help them.

Minnesota Eye Consultants has designed a self-performance feedback form for staff members to complete and share with managers. The form asks staff to outline their two most significant accomplishments in the last 12 months and what contributed to that success. Managers also ask staff to identify what they anticipate will be their greatest challenge in the next 12 months and what additional training or support they require.

Include goal setting

The review process should also include future goal setting. Managers can use staff feedback to address how staff can learn and grow and help identify individual goals. This process can help staff feel empowered.

Create review schedule and process

Time is one of the most limiting factors for motivational reviews. Practices today are busier than ever and managers often struggle to find time for day-to-day duties—let alone the time needed to have a thoughtful, collaborative discussion with employees.

To help counterbalance this issue, Minnesota Eye Consultants developed a review schedule and process for managers. Managers are encouraged to place an Outlook calendar reminder four weeks prior to a review. At that time, managers make sure employees have their self-performance feedback forms and know what will be expected at the review. Managers schedule a meeting with their manager or HR department to review any salary adjustments that will be offered during the review, when necessary.

An investment in staff

While many managers and employees find an annual performance evaluation difficult, managers can take steps to help make the experience constructive and motivational. To help guide policy and improve performance, feedback is necessary for all organizations. By investing time and energy into the review process, practices can help managers and employees become successful. OP

References:

Ms. Hollowayis a senior consultant with BSM Consulting in Clearwater, FL. Her current certifications include Professional in Human Resources (PHR) and Certified Patient Service Specialist (CPSS).

Jen Perlich is Director of Human Resources at Minnesota Eye Consultants.