How to Write a Performance Review for Direct Reports: An Actionable Guide

Writing performance reviews is an opportunity to empower your team members with impactful and insightful feedback and suggestions for improvement.

This article will provide step-by-step guidance on writing a comprehensive performance review, which can be delivered and discussed later. You will also find actionable tips for delivering balanced and insightful performance evaluations that foster growth and improvement.

Steps for preparing for employee performance reviews

Before meeting with an employee for their review, they’ll need a written version. You can share it a few hours before the meeting so they have time to read and process it. Here are the five steps to gather the information needed for a comprehensive review.

1. Understand the employee’s role description and required competencies

Managers have to familiarize themselves with their employee’s job description and key competencies.
This benchmark clearly outlines the expectations and responsibilities associated with their position. Aligning the review with these criteria makes it easier to assess how well the employee has performed in relation to their job requirements.

2. Determine the employee’s current performance goals

Next, evaluate the employee’s individual performance goals.

These goals would have been:

• Outlined from the onboarding process
• Established in previous performance reviews
• Discussed and revised in ongoing 1:1 discussions

Assess whether the employee has made significant strides in achieving their goals or note down any potential areas for improvement.

For a framework to help set targets, use the SMART goals method to define specific, measurable, achievable, relevant, and time-bound performance goals.

3. Check performance review data and agreements

Review previous performance review conversations and any agreements you or they made with a previous manager to gain a comprehensive overview of the employee’s feedback history. This step provides context and allows a holistic assessment of the employee’s performance trajectory.

If you set specific targets or metrics, evaluate how well the employee has performed against them.

4. Consult mid-cycle performance notes

Whatever the cadence of your formal performance review system, consider feedback a continuous process and take detailed notes throughout the cycle. Document any:

• Informal development conversations
• Performance-related notes that might appear in a 1:1
• Recurring feedback and observations.

These notes serve as a valuable resource, allowing you to refer to specific instances, achievements, or areas of improvement.

5. Request and review the employee’s self-evaluation

Turn the performance review process into a two-way dialogue by inviting reviewees to complete a self-evaluation. This collaborative approach encourages employees to:

• Reflect on their job performance
• Identify their strengths and weaknesses
• Provide insights into their own perspective

Tip: Review the employee’s self-evaluation alongside your assessment to understand gaps or discrepancies.

Step-by-step guidance for writing performance reviews for direct reports

Once preparation is complete, it’s time to write the review. Follow these steps for writing performance reviews that motivate your employees to improve.

Structuring the performance review

When drafting a performance review, structure it to provide a clear and comprehensive assessment of the employee’s performance. Break down the review into key sections, focusing on strengths, areas for improvement, goals, and next steps.

Strengths

Begin the review by highlighting the employee’s strengths and accomplishments. Add in specific examples of their successes and how they contributed to the team or organization’s goals. Recognizing their achievements helps boost morale and encourages them to excel in those areas.

Areas for improvement

Next, address areas where the employee can improve their performance. Be constructive and provide actionable feedback that helps them understand how to develop their skills or address any challenges they face.
Tip: Avoid focusing solely on weaknesses. Instead, frame them as opportunities for growth and development.

Goals

In this section, suggest the employee’s performance goals for the upcoming review period. These goals should align with the employee’s job description, competencies, and the organization’s objectives. They should be SMART goals – specific, measurable, achievable, relevant, and time-bound.

But they should also be flexible. Rather than setting them in stone now, you should discuss them with the employee when delivering the review. Together, you’ll refine them based on their thoughts.

Next steps

Conclude the review by discussing the next steps for the employee’s development. This may include training opportunities, mentoring, or specific projects to help them build their skills and advance their careers. Establish a preliminary action plan with timelines and milestones to ensure employees stay on track and receive the support they need to succeed.

Writing constructive feedback

To maximize the review’s impact, think carefully about how to communicate its ideas positively. Here are some best practices for performance reviews for getting the message across without conflict, insult, or misunderstanding.

Use clear, objective language

The language used in performance reviews can significantly influence how employee feedback is received.
Avoiding jargon or overly technical terminology can make the feedback more accessible to your direct report. Additionally, be sure to provide concrete examples of successes or areas of improvement. This will help your direct report understand what they are doing well and identify growth areas.

Use direct and supportive language to ensure that your direct report receives feedback in a positive way. This approach lets you be clear about expectations without appearing harsh or critical.

Check out more performance feedback examples for various levels of performance constructive feedback examples focused on various roles and skills.

Adopt a growth mindset

In the context of writing performance reviews, a growth mindset ensures you remain positive and focus on the potential of future performance rather than dwelling on what’s already happened.

Tip: It’s about framing weaknesses as development opportunities and using a feedforward approach to performance reviews.

Use constructive and action-oriented language

Performance reviews aren’t just about celebrating the wins and spotting room for improvement. They’re about moving the needle with meaningful action plans. The key here is to provide action-oriented feedback that enables the employee to make tangible progress.

Incorporate first-hand experiences

You might not witness every aspect of your employee’s daily work as a manager. But when writing a performance review, guesswork or gossip can’t influence your ability to deliver an objective appraisal. Write about what you have seen and experienced rather than relying on hearsay.

This means actively seeking out first-hand evidence to boost accuracy and strengthen your review:

• Use data-driven metrics to quantify performance and validate your conclusions with fresh insights
• Include first-hand comments from colleagues or team members directly involved in the project
• Review the employee’s work samples and documents to understand their performance better

Be mindful of bias

Bias is an unconscious form of prejudice that can unwittingly creep into performance evaluations. It comes in many forms, including:

• Recency bias: Reviewers may tend to focus on events that happened most recently and overlook prior accomplishments
• Halo effect: Good performance in one area can lead to the employee being judged more favorably in other areas, regardless of the evidence
• Confirmation bias: Reviewers may focus on incidents that support their preferred opinion of the employee rather than objectively evaluating their overall performance

Overcome this by keeping employee notes throughout your feedback cycles. These notes help you stay focused and provide a well-rounded review, reflecting the employee’s performance throughout the entire period (not one-time events).

Acknowledge progress and improvement

The key to good performance reviews is to recognize the employee’s progress over time rather than just looking at their current status. Doing this can encourage employees to strive for higher standards and show that you care about their professional development.

Commit to developmental support

Your review should conclude by offering clear developmental support. These forward-thinking intentions demonstrate commitment to employee growth opportunities and serve as an incentive to motivate employees.

Do this by:

• Suggesting resources such as training programs, online courses, and other forms of support to help employee development
• Setting specific performance goals to help employees track their progress
• Outlining how the employee can use their existing strengths to achieve set goals

Delivering the review

Once the performance review is written, the next step is to deliver it effectively in a meeting. This meeting is a chance to discuss the review, set goals, and ensure the employee feels heard and supported.

Book a meeting and share the agenda

Start by booking a dedicated meeting with the employee, allowing ample time for a thorough discussion. Share the meeting agenda in advance, which should include discussing the written review, setting goals, and addressing any questions or concerns the employee may have. This preparation helps the employee feel more comfortable and makes for a productive conversation.

Prepare for the meeting

For a successful performance review meeting, managers should:

1. Review the written evaluation and be prepared to discuss each point.
2. Gather any necessary documentation or examples to support the feedback.
3. Anticipate potential questions or concerns the employee may raise and be ready to address them constructively.
4. Formulate their own questions if there’s anything they’d like the employee to clarify.
5. Plan to discuss the preliminary SMART goals and be open to the employee’s input and suggestions.

Deliver the review

As outlined in our article on conducting effective performance review meetings, the meeting should follow a structured approach:

1. Welcome the employee and set a positive tone for the discussion
2. Review the employee’s performance, focusing on strengths and areas for improvement
3. Discuss the preliminary SMART goals and collaborate with the employee to refine them
4. Encourage the employee to share their thoughts, questions, and concerns
5. Develop an action plan together, outlining the steps needed to achieve the agreed-upon goals and support the employee’s development
6. Conclude the meeting on a positive note, expressing confidence in their ability to grow and succeed

With an organized, thoughtful delivery of such a performance review, managers can create a supportive and engaging environment that motivates employees to reach their full potential.

Tips for writing a performance review for underperforming staff

Writing a performance review for an underperforming employee can be challenging. Still, it’s essential to address the issue honestly and supportively. The goal is to help employees improve their performance and contribute effectively to the team. Here are some specific steps and strategies to consider when writing a review for an underperforming staff member:

1. Focus on the job, not the person

When addressing underperformance, focus on the employee’s work and behavior, not their personality. Provide specific examples of instances where their performance didn’t meet expectations, and explain how this impacts the team and the organization. Avoid making personal attacks or generalizations about the employee’s character.

2. Be specific and provide evidence

When discussing areas for improvement, be specific and provide concrete examples of the employee’s underperformance. Use data, metrics, or specific instances to support your feedback. This helps the employee understand exactly where to improve and makes the feedback more objective and actionable.

3. Consider the employee’s perspective

Before writing the review, try to understand the employee’s perspective and any factors that may be contributing to their underperformance. Have there been any recent changes in their role, team, or personal life that could be impacting their work? Demonstrating empathy and understanding can help create a more supportive environment for addressing the issues.

4. Offer guidance and support

In addition to pointing out areas for improvement, provide guidance and support to help the employee succeed. Offer specific suggestions on how they can improve their performance, and discuss any training, mentoring, or resources that may be helpful. Make it clear that you’re invested in their success and are available to support them throughout the process.

5. Set clear expectations and consequences

When setting goals and expectations for underperforming employees, be clear about what is required of them and the consequences of not meeting those expectations. Work with the employee to develop a performance improvement plan that outlines specific, measurable goals and timelines. Ensure the employee understands continued underperformance’s potential consequences, such as further disciplinary action or termination.

With these strategies, managers can write honest, supportive, and focused performance reviews for underperforming staff that help the employees improve and succeed in their roles.

Drive employee performance and growth with Deel Engage

Thoughtful and comprehensive performance reviews are essential for fostering employee growth and development. By providing regular, constructive feedback and setting clear goals, managers can help their team members reach their full potential and contribute to the organization’s success.

Deel Engage is an all-in-one platform that streamlines the performance review process and empowers managers to create a culture of continuous improvement. With Deel Engage, you can:

1. Facilitate comprehensive feedback, from 360° reviews to custom processes
2. Ensure bias-free performance appraisals
3. Use OKRs and other goals for consistent alignment and growth
4. Identify skills gaps and drive success with tailored learning and development programs
5. Enhance career growth and internal mobility with career pathing tools

With Deel Engage’s powerful features, you can create an effective performance management system that drives employee performance and growth. The platform simplifies the process of writing and delivering quarterly or annual performance reviews, making it easier for managers to provide the support and guidance their team members need to succeed.

Additionally, with Deel HR, our global HRIS solution, you can manage all aspects of your workforce from a single platform, including hiring, onboarding, payroll, and compliance. And Deel HR is always included for free.

Ready to take your performance management to the next level? Book a demo to see how Deel Engage and Deel HR can help you build a high-performance workforce and drive your organization’s success.