A no-excuses plan to keep Performance Appraisals on track in 2015

Now that your appraisals are online, things flow all by themselves, right? Wrong!

Keep Performance Appraisals on Track: A Plan

Yes. Even when your system is online and automatic reminders are sent, the process still needs your personal touch. Here’s a communication plan you can use to keep performance appraisals on track in 2015. Changing behavior means creating new rhythms. This email plan will help you establish a rhythm for the coming year. (Spin the timing wheel as necessary if you don’t start in January.)

January: Send email: Set Goals

(Awareness email to all)  “Just a reminder to everyone to be sure set new goals  for the new appraisal cycle, etc. etc.” Include instructional PDF’s or links to video resources on how to set goals in your email.

February:  Send email: Update Goals.

(Awareness email to all) “Now that you have set your goals, be sure to keep them up-to-date in the online tool, etc. etc.” Include links to video resources that show to update goals.

March: Send email: Take Notes.

(Awareness email to all) “Something great is sure to have happened since the beginning of the year. Did you write it down in our online performance appraisal tool? etc. etc.” Include links to video resources on how to take notes.

April – Internal Survey (informal.)

Ask a few managers how things are going.  Have they set goals? Have they encountered any issues? No formal “survey” required. A few anecdotes will tell you what you need to know. Figure out what people need and where they are struggling, and deliver training before it’s end of year.

May/June/July – Re-deliver training

Refresh managers and employees on how to use the online tool, and answer any questions they may have. You can do this with a group, or individually, based on need.

August – Send email. Update Goals.

Yes, it’s a repeat.  But, it’s part of the rhythm.( Awareness email to all) “Now that you have set your goals, be sure to keep them up-to-date in our online tool, etc. etc.” Include links to video training modules on how to update goals.

September – Send email. Take Notes.

(Awareness email to all) “Something great is sure to have happened since the beginning of the year. Did you write it down in our online performance appraisal tool? etc. etc.” Include links to video training modules on note taking.

October – Send email – Your organization’s Appraisal timeline details.

(Awareness email to all) Include scoring windows and deadlines, and links to videos on how to score an appraisal. Example:

• In 2015, Appraisals will be due on 12/15/2014.
• The scoring window will open 30 days prior, on 11/15/2014.
• Employees will begin scoring on 11/15, and should complete self-appraisals by 11/22.
• Managers will score from 11/22 through 12/7, and then the appraisals will be routed for approval.
• Approvers will be able to approve from 12/7 – 12/15

November: Check in with employees and managers.

Make sure scoring is going well. Reiterate timelines.

December: Find out who is behind.

Reach out to stragglers individually. Alternately, archive the appraisals that are done and get ready for 2016!