Unfortunately, most of us end up dreading these reviews. Traditional review processes normally involve a toxic mix of too much paperwork, limited data and unnecessary admin. This is stressful for HR, a chore for managers and just plain terrifying for employees. The way most of us are doing review time now just isn’t cutting it, so here are a few simple changes to speed up performance review time and help you get back on track.
It’s difficult trying to remember what you did all year when you have no records, let alone remembering what your direct reports did. So why are most businesses only doing annual reviews? Introducing quick monthly check-ins between managers and their staff is a great way to break this mammoth task down into little chunks. Then when it comes time for an official performance review, the right information is ready and waiting.
The best way to get and stay on track with collecting your data is to create good routines. Start by being clear about your expectations, then you can set role, business and personal development goals. Once goals and expectations are clearly laid out and the team is on the same page, you can ensure everyone is staying the course through your weekly one-on-one catch-ups and monthly performance check-ins. Make sure you set aside regular times to follow up with items that were discussed and raised during the check-ins. These routines may take some time to establish, but once they are will make the review process much simpler.
You may be capturing the right information, but this is pointless if it’s not being stored securely and made accessible to the right people. We know from experience this is pretty much impossible to achieve with a paper-based system or even Microsoft Excel. Filing cabinets in different locations and manual data entry makes it impossible to find the information you need fast. Worse still, your sensitive employee files are at risk of getting into the wrong hands. A cloud-based system with multi-level data protection really is best for managing this. A good one will allow you to assign custom permission levels, so employees, managers and HR can all log on but only see the details they need access to. With a solution like this, all the information you need will be at your fingertips ready for review time.
Employees who are serious about their role are already tracking their own progress and asking their managers for feedback. Why not leverage this and encourage these positive behaviours to spread? Provide your people with a tool to measure their goals in a consistent and transparent way and let them track their own progress. Employees will feel motivated and in-control of their position while managers and HR will be provided with a great overview of performance – for no extra work!
Once you’re gathering the information you need, storing it securely and making sure people are participating – how do you go about producing physical reports? Physically and painstakingly adding charts and tables into a document means more tedious admin work and longer wait times to see that all-important report at the end. It might be time to try a system that can collate your data and automate your performance reports. Goals, feedback, achievements, diary notes and key performance metrics will all be pulled into an instant report that can be viewed online or downloaded as a PDF in a click.
Want to learn more about streamlining your data collection and automating reports? Call us on 1300 993 803 or book a demo of intelliHR here.