The Two Most Important Words During a Performance Appraisal

By: Mary Lou Parrot
November 16th, 2011

Most supervisors are tasked with the annual event of completing a performance appraisal for each of their employees. Not only must supervisors rate an employee usually in multiple competencies, but more importantly, they must communicate this rating to their employee.

Perhaps the two most important words that help communicate where an employee stands throughout the year and during the appraisal process are, “For example.”

A recent survey revealed that 72 percent of companies that held performance appraisals were not satisfied with the process. While there are many reasons for a company to be unsatisfied with its process, there usually is only one reason that employees are generally unsatisfied: the supervisor’s rating is not as high as the employee believes it should be.

As a supervisor, it is important to paint a picture for an employee that he or she can relate to and that will clearly reflect a particular attitude or behavior. When you review the rating for an employee’s competency level, be sure to ask yourself the following questions:

• Are you able to support that decision with two to three specific examples?
• Are you able to adjust those examples to convey how achieving a point or two higher rating would have been exhibited?

Often supervisors don’t spend as much time and effort in communicating the results of a performance appraisal review with an employee as they do in preparing it. However, communication is key to a successful relationship with the employee.

Communication does not begin at the end of the review process, but rather at the beginning. Clear expectations should be set from the first day of the supervisor/employee relationship. Expectations should include not only what the standards for the position are and the level of performance required, but should also include how to reach beyond the standard.

Communicating these expectations on an on-going basis provides an opportunity to:

1. Clarify
2. Redirect
3. Collaborate

Adhering to these actions throughout the year will ultimately shape the outcome of the performance appraisal review.

While every performance appraisal form may be different and rating scales may use a variety of terms to distinguish average performers from superior performers, eventually the words will have little meaning to employees because they will know which bucket they fall into. However, including the phrase “for example” in your supporting comments provides more depth to the employee’s understanding of their current status and how to achieve a higher standing.

The phrase “for example” emphasizes to the employee that your explanation is a well-thought-out remark, concern or rating. It reinforces to the employee that this is not simply an arbitrary number that has been selected or a subjective manager’s opinion. As a supervisor, these words provide a way for you to validate and structure your assessment and put your conclusions into action.

With the use of these two simple words, employees will have a clear understanding of the rating that you have assigned to the competency as well as how to improve, which instills in the employee that the rating is fair, objective and constructive.

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