I WRITING PERSONNEL PERFORMANCE REPORTS/ASSESSMENTS In order to write personnel performance reports that truly reflect the performance of your

employees, consider a few basic factors and keep your reports professional and succinct. 1 Use facts, not opinions when writing your report. Consider the things about the employee's performance that you can back up. You may want to say that the employee is lazy; instead, cite situations where his work was not completed by the deadline. If you want to give someone praise, use facts as well. Instead of calling someone a hard worker, provide examples of times when the employee went above and beyond what was required of her. 2 Focus on how the employee has done so far and what he can do to improve in the future. The performance report should be a tool for growth, and can help guide an employee in his career. List what the employee has done well, so that he will continue to do those things. Also list areas where he needs to improve. 3 Obviously the first part of a formal document like this needs to contain essential identifying data: name of appraiser: position: time managing appraisee: 4 there are many areas that can be covered in such a document. 1. commercial judgement 2. product/technical knowledge 3. time management 4. planning, budgeting and forecasting 5. reporting and administration 6. communication skills 7. delegation skills 8. IT/equipment/machinery skills 9. meeting expectations, deadlines and commitments 10. creativity 11. problem-solving and decision-making 12. team-working and developing/helping others 13. energy, determination and work-rate 14. steadiness under pressure 15. leadership and integrity 16. adaptability, flexibility, and mobility 17. personal appearance and image 18. appreciation and application of social responsibility, sustainability, and ethical considerations 5 set performance scores and Ensure you identify clear definitions for the scoring, particularly if comparing or analysing different people's scores, where consistency of measurement is important, eg:

1 2 3 4

= = = =

little or no competence some competence, but below level required for role competence at required level for role competence exceeds level required for role

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Or: 1 = never meets standard 2 = sometimes meets standard 3 = often meets standard 4 = always meets standard To help you write your assessment, there are phrases often used.
Attendance and Punctuality Positive Jim has been a valued member of the team by always being someone we can count on. Jims attention to his attendance and punctuality has made our team function much better over the past year. Tim is very reliable in his attendedance and consistently shows up on time. George always ensures his employees adhere to their lunch schedules and breaks. Negative Todd is continually late for work and should work on this over the next few months to improve in this area. Heather fails to show up to work on time and keep a normal work schedule. Timothy leads meetings which frequently run beyond their alotted time. Over the next year, Timothy should ensure that his meetings start and end on time. Communication skills Positive One of Sallys most important skills is her ability to effectively communicate complex topics. Over the past year, this ability has been very useful for the company and has helped alleviate several problems which arose. Keith always asks for immediate feedback to ensure he is on task and performing his work correctly. One of Franks strengths his ability to effectively communicate change with his employees. Hildas project teams always commend the way she communicates and encourages communication. The feedback Jim provides his coworkers has been essential in how the team has improved over the past year. Negative Communication is one of the areas Jack should work on this year. Effectively communicating involves more than just providing information when demanded, but proactively providing information to the team as issues arise. Additionally, Jack should work on the tone of his communication. Communicating effectively means communicating in a style and tone which the listener finds easy to accept and understand. Terry continually attempts to withhold important information from team members. Jim should work on his ability to take feedback and criticism from coworkers. Too often, Jim feels the need to lash out when presented with constructive criticism. Theo needs to open up and stop isolating himself from the team. In a customer facing position such as his, the ability to interact with people is crucial. Jolie needs to improve on how she communicates bad news to her management team. She has a tendency to withhold the information for fear of how it will make her look which is causing problems on how the management team runs the business. Cooperation Positive Shirley has provided an excellent example of how cooperation can yield results. Heather always creates a positive and inclusive work environment. One of the more effective things about Jennifers management style is her ability to build consensus. This has helped cut down on the animosity between the team members over the past year and improved productivity significantly. Jerry creates an atmosphere where people can share their thoughts good and bad and not fear retribution or intimidation.

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Negative Kevin should work to improve his cooperation. Over the past year, there have been several instances where Kevin has refused to cooperate despite the timing pressures facing his coworkers which has caused a considerable loss in productivity for the team. There have been multiple instances of shouting matches between Harry and his coworkers over the past year. Harry should improve his interpersonal skills over the next year. Jim has a tendency to make other people feel intimidated when they ask for his assistance. Creativity and Innovation skills Positive Doug shows how innovation and creativity can significantly improve a companys performance. Shannon took many steps to improve processes for the team over the past year. These steps were innovative and resulted in a 30% productivity gain on the team. Kevin has a knack for changing directions when presented with new information. A great attribute of John is his ability to skillfully move around obstacles as they present themselves. Gina found a creative workaround to the customer billing issues which has improved revenues by 22%. Negative Over the past year, Ted has been a very consistent employee. Throughout this time, Ted has performed his work as instructed, but did not take any opportunities to think about new ways he could be working. Improving processes and procedures could be a significant benefit to the company, but Ted needs to work on his creativity and how to think about the steps he takes in his work and how he can reduce the time it takes. Tim creates a stifling environment which is not conducive to creativity. Lilly is not willing to take chances and step out. Walter is reluctant to explore new ideas, processes, or alternatives. Customer Satisfaction Positive Jim has consistently gone above and beyond his job to satisfy his customers. Jim demonstrates how excellent customer service can have a lasting effect on customer relationships. Travis skillfully overcomes client objections. George is a empathetic listener and makes each customer know he values their time. Matt is clearly a people person and shows his clients how much he likes working with them. Negative Tom should continue to work on how his daily activities affect his customers. Tom doesnt consistently ensure his customers are satisified and occasionally has complaints levvied against his work. Over the next three months, Tom should work to improve how he interacts with customers, how he communicates with them, and how well he meets their needs. Yoli needs to work on managing customer expectations. Frequent delays and problems are reported by her customers which frequently turn out to be a problem with how she managed their expectations. Fred fails to follow up with customers as requested. Goal and Objective Setting Positive One of Janes best characteristics is her ability to set goals which are specific, measurable, and attainable. She has consistently set her goals high and met them. George is very effective at setting goals and objectives with his employees and ensuring they meet these goals. One of Kevins strengths is his ability to design measurements for goals to ensure they are met. Jenny is clearly not a short term thinker her ability to set short and long term business goals is a great asset to this company. Negative Jack should work to improve his abilities in goal setting. Jim likes to set high goals for himself, but infrequently can achieve these goals. Setting attainable goals will help Jack improve his performance productivity. Terry consistently misses targets and does not stay up to date with the objectives expected of him. James seems to want to achieve all of his goals in the last few weeks before annual performance review time, but does not consistently work towards his goals throughout the year. One of the areas we want Tom to work on this year is his tendency to blame others when his goals or objectives are not met.

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Initiative Positive We appreciate how Jim approaches situations with a can do attitude. Harry consistently takes initiative in difficult situations and finds a resolution. Whenever new projects arise, Jennifer is always at the front asking for additional responsibility. Kevins willingness to work laste hours to get the job done has not gone unnoticed. Negative Walter resists training and frequently reverts back to doing things the way he has always done it. Fred does not step forward when new tasks or projects arrive and always relies on other people to take a chance. Over the past year, the team has taken on several new responsibilities but Jim has resisting taking on any more work and has instead made the rest of the team shoulder the burden. Tim lacks the confidence necessary to try new things and take on new tasks. Job Knowledge Positive Robert demonstrates is job knowledge on a daily basis. Jim is adept at showing his job knowledge and technical abilities. Tim consistently keeps up on new trends in the industry and applies these new practices to his every day work. Kate has a thorough understanding of the job skills required to perform her job. Negative George fails to shows even rudimentary skills for someone of his tenure with the company. George should improve his job knowledge measurably. Doug has a tendency to produce subpar work and should improve his job knowledge to improve his work product. Frank fails to demonstrate even the basic skillset required for this position. Though Jane has improved tremendously over the past year, her knowledge of what it takes to succeed is still too little. Leadership skills Positive Terry leads by example. Holly has an innate ability to set strategic direction and manage others to meet the companys goals. Tims high standards of ethics is shown throughout his work. Kevin has earned a great deal of respect from his employees and managers. Dougs ability to schedule resources in the face of growing demand is above expectations. Though not in a management role, Russ consistently demonstrates leadership abilities through his work pace and productivity. Negative Jim should work on his active listening skills over the next year. Lilly rarely shows appreciate to her employees for a job well done. Todd should improve his ability to set direction and goals for his team. Yoli needs to work on her trust for her employees and learn how to delegate effectively over the next year. Jim does not yet delegate effectively and has a tendency to overload himself with tasks which he should hand off to his subordinates. Listening Skills Positive Todd has mastered the art of active and focused listening. We appreciate how Matt listens to his employees and allows them to finish before speaking. Harry actively elicits feedback from his customers and works to resolve their problems. Jim has improved his listening skills significantly over the past year. He now demonstrates a sincere interest in others and listens fully before responding. Holly always follows instructions accurately and timely. Negative George has a tendency to interrupt others while they are speaking and does not pay adequate attention to what they are saying. It is obvious that Jim thinks more about the next thing he wants to say versus listening to what other people are saying.

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Brian frequently has to ask questions for topics which were explained to him. Brian needs to be a more active listener and take notes when he doesnt fully understand topics. Gina seems distracted during conversations and frequently is not paying attention. Harry should work on being a more effective listener over the next year. Managerial Style Positive Harry is very effective at providing his employees constructive feedback. Jims ability to maintain ongoing communication with his employees is an asset to this firm. Holly creates an inclusive work environment where everyone feels they are a part of the team. Tim sets very high expectations and works with his employees to meet them. Kevin is great at setting a vision and managing his resources to meet it. Negative Doug frequently takes all of the credit for successes and blames others for failures. Jim avoids confrontation which has affected his teams ability to work with other teams. Janet doesnt hold her employees to account and allows them to get away with underperformance. George relies too much on email and is unwilling to communicate face-to-face. Todd should develop a more congenial relationship with his employees. Problem Solving Skills Positive Janet is very effective at identifying problems and potential resolutions. Harry resolves problems in a timely manner. Tim is very proactive at getting in front of problems and stopping them before they escalate. Emily is very good at sharing knowledge and information during a problem to increase the chance it will be resolved quickly. Negative Jim is good at identifying problems but lacks the skills necessary to identify solutions. Jim has a tendency to refer a problem to his upper management without making recommendations for a solution. Frank doesnt do well at identifying more than one solution for a problem. If other team members identify a different solution than the one he came up with, he is quick to dismiss it. Peter has to ask for help with simple matters which should be easy for him to solve on his own. Todd appears overwhelmed during every crisis and does not instill confidence in his subordinates. Teamwork Skills Positive Brian is very good at building effective teams. Jim treats people with dignity and respect. Holly is very good at making team members feel included. The inclusion has improved her teams productivity dramatically. Hank is very adept at resolving conflict and resolving problems before they escalate. Negative Tim creates a work environment which discourages team members from providing new ideas. Walter consistently takes credit for other team members accomplishments. Ty doesnt share resources well. Ike is not willing to take on difficult tasks and instead waits for easy tasks to come his way. Tim is a distraction on work teams and is frequently discussing things out of scope. Time Management Positive Harry shows a keen awareness of his time and the ability to properly schedule tasks and get them accomplished in the timeframe he set. Jim is a very effective multitasker. Holly sets realistic time frames and consistently sets her customers expectations to those time frames. Negative Holly is often disorganized and appears unable to meet timelines she sets. Harry does not pace himself effectively and has inconsistent work patterns. Jim lacks a disciplined approach to time management and lacks the ability to effectively manage his time.

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