Employee Performance Review & Evaluation Workflow

**Estimated Time:** 2-3 weeks | **Difficulty:** Intermediate | **Team Size:** 3-5 people (HR, managers, executives) A structured 9-step process for conducting fair, consistent employee performance reviews. This workflow covers the complete evaluation cycle: scheduling review sessions, gathering 360-degree feedback, facilitating self-assessments, conducting meaningful evaluation meetings, setting SMART goals, and documenting outcomes. Includes executive approval track for senior manager evaluations. Best used quarterly or annually to track employee growth, identify skill development needs, calibrate compensation decisions, and align individual goals with company objectives. Ensures compliance with HR best practices and creates clear documentation for personnel files.

9 steps

Human Resources appraisals

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Process steps

Schedule performance review meeting

2 days from previous step

task

Coordinate with the direct manager to book a 45-60 minute meeting for the performance evaluation. Choose a private setting away from daily distractions. Send a calendar invite with the purpose clearly stated so both parties can prepare adequately for a productive conversation.

Form fields in this step

Is employee a Senior Manager?

Define employee goals and development plan

3 days from previous step

task

Review the employee role, responsibilities, and career trajectory. Outline specific goals for the next review period - include measurable targets, skill development areas, and stretch assignments. Use SMART criteria (Specific, Measurable, Achievable, Relevant, Time-bound) to ensure goals are actionable. Align individual goals with team and company objectives.

Create training and development plan

5 days from previous step

task

Based on the goals defined by the manager, identify training courses, mentorship opportunities, and resources needed for employee growth. Check budget availability for external training programs. Create a realistic timeline for skill development activities over the review period that balances workload with learning.

Executive approval for senior manager evaluations

7 days from previous step

task

For senior manager evaluations only: CEO or executive leadership reviews the evaluation, proposed compensation changes, and promotion recommendations. Ensures alignment with company budget and strategic priorities. Provides final sign-off before communicating decisions to the employee.

Collect performance data and 360 feedback

3 days from previous step

task

Gather objective data first - metrics, completed projects, goals achieved or missed, and key accomplishments. Then collect feedback from peers, direct reports, and stakeholders for a complete picture. Document specific examples of both strengths and areas for improvement. Come to the review with facts, not just impressions.

Employee self-assessment completion

5 days from previous step

task

Ask the employee to rate their own performance against established goals. Have them document: What went well? What could improve? What support do they need? This self-reflection creates a starting point for meaningful conversation and often reveals blind spots on both sides.

Conduct face-to-face evaluation meeting

10 days from previous step

task

Have an honest two-way conversation in a private setting. Start with wins and accomplishments, be direct and specific about performance gaps, and listen more than you talk. Ask open-ended questions to understand the employee perspective. No surprises - if feedback was given throughout the year, this should feel like a summary, not a reveal.

Set SMART goals for next review period

12 days from previous step

task

Collaboratively define 3-5 clear, measurable goals for the next period. Use SMART criteria: Specific, Measurable, Achievable, Relevant, Time-bound. What skills should they develop? What results should they achieve? What milestones mark progress? Write them down clearly and ensure mutual agreement on expectations.

Document outcomes and schedule follow-up

14 days from previous step

task

Record the key points from the discussion: performance ratings, agreed goals, development plans, and any compensation or role changes. Both parties should sign off on the documentation for HR records. Schedule a check-in meeting for 30-60 days later to track early progress on goals and address any obstacles.