Book Summary Preview :
Perfect Phrases for Documenting Employee Performance Problems

The Big Idea

When used correctly, a performance review can be an effective motivational tool.  Unfortunately, a review can also cause defensive reactions and negative emotions.  As a manager, you must be able to find the right way to document employee performance in order to boost morale, increase productivity, and build strong working relationships.

Author and workplace coach Anne Bruce shares with you a step-by-step guide on creating performance reviews.  If you want to learn how to address the most difficult performance issues, this book is a must-read.

 

Introduction

Annual and semi-annual performance appraisals and reviews exist for a reason.  Performance documentation exists because reviews are a great coaching and development tool.

Reviews are not supposed to judge or criticize.  Appraisals are supposed to encourage employees to grow and improve themselves.  As a manager, you are there to coach and not to judge.  The best way to do this is to give frequent and immediate feedback.

Giving Feedback

To enable you to manage your employees efficiently and effectively, you should utilize helpful and constructive feedback.  Remember that feedback should always be:

• Clear and straight to the point.
• Based on work behavior and not personality.
• Specific and objective.
• Job and performance related only.
• Based solely on facts.
• Solution-driven.

There are five steps in delivering perfect feedback phrases:

1. Always be frequent and sincere in your feedback.
2. Make feedback fast and action-packed.
3. Let your feedback be helpful and corrective.
4. Be empathetic and sensitive to other’s feelings.
5. Use critical feedback phrases for starters.

Receiving Feedback

Managers also need to welcome feedback since it is the best measuring tool for determining effectiveness.  Do not become defensive when an employee mentions something you could have done better.  Instead of reacting, respond in a positive manner.   Choose to learn from the feedback you receive.

Indispensable Communication Tools

Annual and semi-annual performance appraisals and reviews exist for a reason.  Performance documentation exists because reviews are a great coaching and development tool.

As a leader, you must develop strong communication skills.  Remember that your goal during performance appraisals is to communicate to your employee the vital qualities he or she possesses.  After which, you can phrase how your worker can work on weaknesses to improve performance and productivity. 

The important thing, however, is to be able to phrase the problems you see clearly, correctly, and effectively. This way, you are pushing your employee towards improvement and growth. 

The Process

Here is a process you can use when documenting performance problems:

1. Identify obstacles that are detrimental to your employee’s performance and success. Try to do this as quickly as you can.

2. Provide the employee with what he or she needs to overcome these obstacles.

3. Be honest and straightforward. 

Here are other tips that can help you when communicating feedback to your employees:

• Always observe what’s going on around you in the workplace.
• Ask for status reports during projects. 
• Hold weekly meetings with your workers.
• Share lots of feedback.
• When a problem occurs, take the employee aside and speak to him directly.
• Refrain from embarrassing the employee in front of other people.

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